Procurement Specialist

Mission

The Category Buyer ensures that purchases are based on a valid business case and are in alignment with the local and global procurement strategies.  Category Buyers are responsible for reviewing and approving uncomplicated purchase requests and are diligent in searching for ways to reduce the cost or improve the terms of each purchase.  Category Buyers also work with senior members of the strategic procurement team on more complex requests, assisting with the administrative procurement tasks that must be completed for complex requests to be quoted, reviewed, and approved.  Category Buyers work to make the procurement process easier and more efficient, while maintaining strict adherence to the Atos global procurement policies and requirements.

Main Responsibilities

Procurement Request Review and Approval

• Review quote associated with each request to ensure the Atos preferred vendor has been selected, and that the pricing and terms are in alignment with the existing supplier contract;
• Ensure integration of procurement activities related to Software with other functions and operations;
• Contribute to the Global procurement network by participating in or leading procurement teams and actions within segment(s);
• Validate pricing, terms and conditions, and alignment with contract; direct purchase to preferred supplier whenever possible, keeping in mind any opportunity to bundle this purchase with similar purchases to increase buying power, TCO savings, and value creation;
• Review quote and Guided Buying request for accuracy of critical data fields, including delivery address, Atos Legal Entity, Vendor, Price, and Quote validity date;
• Consider alternate products, suppliers or strategy to reduce the cost of each purchase;
• Deliver savings in line with the Atos procurement definitions and policy
• Complete all forms necessary for a purchase request to move forward in the procurement process (Spend Committee forms, etc.);
• Ensure compliance with all Atos procurement rules and policies;

Stakeholder Support, engagement and efficiency

• Act as second-level support, providing direction and guidance to internal and external stakeholders;
• Provide status updates as needed throughout the lifecycle of a purchase request;
• Acknowledge all requests within one business day.  If an immediate answer or resolution cannot be provided, provide an estimated resolution date. Request may be directed to you via an Atos procurement tool (Guided Buying, PISA), email, phone, or electronic chat.  An acknowledgement of a request is required across all communication channels;
• Create and maintain product catalogs within the procurement system to drive efficiency and deliver ease-of-ordering;
• Address vendor complaints, discrepancies, payments, invoice status, and Return Merchandise Authorization requests;

Procurement Administration

• Engage in Contract Administration, including review of basic contractual terms, and the completion and submission of required forms to secure contract signature;
• Work within the procurement category to launch or assist with Request for Proposal (RFP)/ Request for Information (RFI) activities, using both the Ariba e-trading platform and the more traditional communication methods of email and phone conversation;
• Gather critical data from various reporting databases as needed to help make a smart purchasing decision and to assist the category with vendor and strategy direction;
• Liaises with technology teams and vendors to ensure delivery time requirements are met;
• Coordinates with Sourcing/Contracting to ensure business is competitively bid and that appropriate documentation/agreements are in place;
• Negotiates pricing and terms with minimal direction (ability to recognize when to escalate issues to Management and Senior Management;
• Works in conjunction with IT Asset Management, ensures that Software assets are tracked appropriately and that they can be reconciled;
• Understanding of contract requirements, where to locate contract templates, Clauses, other required information required for contract creation. How to ensure information within the contract (such as company name) is correct;
• Resolves issues with orders such as incorrect Software ordered, reconciling past-due invoices and payment issues, arranging for returns, etc.
• Review and approve vendor onboarding or data modification request in alignment with the global and local vendor strategies and requirements;

Required Capabilities

Category Proficiencies

• 5-7 years’ experience with Software sourcing, procurement, & contracting;
• Experience with Direct and Indirect procurement and spend management methodologies

Technical Proficiencies

• Microsoft Office (emphasis on Word and Excel);
• Experience with procurement tooling, such as Ariba, Guided Buying, SAP/NESSIE, DocuSign, and SharePoint;
• Excellent English and Spanish language skills; must be able to comfortably communicate in written and spoken English and Spanish

Professional Proficiencies

• Knowledge of procurement concepts and terms;
• Familiarity with Atos procurement processes, preferred;
• Demonstrated experience in negotiating and managing contracts;
• Demonstrated commitment to providing excellent customer service;
• History of a positive attitude toward learning new skills;
• Proven ability to build solid relationships with co-workers and leadership;
• Ability to create and apply easily followed guidelines;
• Experience in working remotely a plus;
• Contract negotiation management a plus;
• Comfortable in working within a global, matrix organization

Key Relationships and Interfaces

Reports to

• Director, IT Procurement (North America)

Dotted-line reporting

• IT Category Manager (North America)

Direct Reports

• None

Internal Stakeholders

• Atos Strategic Procurement team, Atos employees requiring assistance with the procurement process, Atos Procurement Support teams (Order Desk, Procure-To-Pay Team, Vendor Integration Team).

External Stakeholders

• Supplier sales and quote teams

What Success Will Look Like

Procurement Request Review and Approval

• Meaningful savings or cost avoidance delivered;
• Substantial purchases are approved without delay or resubmission by senior procurement and finance leadership based on your review and approval;
• Purchase Requests are submitted and issued without technical errors;
• All purchases are in alignment with local and global procurement strategies;

Stakeholder Support, engagement and efficiency

• Urgent, critical requests are addressed rapidly, and your action delivers a sense of relief to stakeholders;
• All KPIs and SLA for performance and response time are exceeded;
• No escalations for issues within our control (such as response time);
• Catalog usage exceeds global targets;
• Your teammates rely on your support and assistance when faced with a difficult or time- consuming task or project;
• Your actions help maintain a strong relationship between Atos and critical suppliers;
• A process improvement suggestion that you submitted was implemented, making the procurement process easier or more efficient.

Procurement Administration

• Category team considers your support invaluable;
• The actionable data that you gather from various databases is actively used to set the strategy within your procurement category

Position Level and Expectations

Leadership Level

• Individual Contributor

• People Leader
• Senior Leader

GCM Level (can be a range)

• GCM 5

Strategic Responsibility

• No strategic responsibility

• Implements strategy through own team

• Creates Strategy for team and has significant impact on larger strategy

Problem Solving and Issue resolution

• Carries out straightforward tasks that require common sense and/or basic judgement
• Works well within defined parameters and precedents.  Can select appropriate alternative from defined options

• Makes independent judgements based on analysis of information in straightforward situations

• Makes independent judgements based on analysis of information in complex and novel situations
• Makes complex judgements based on advanced analytical though.  Problem often require innovative approach based on extensive research

Decision Making

• Little or no decision making required.  Clear and well-defined guidelines are available
• Latitude to make decision within established procedures.  Role operates within the strategy defined by others

• Latitude to make decisions outside of established procedures but within policy framework

• Latitude to made decisions within the business strategy guidelines.  The long-term business goals are available with few or no policies to direct how position is executed
• Latitude to make decisions within the objectives of the company.  Little guidance is available, and position is expected to formulate strategy following the objectives of the business. 

Innovation

• Contributes useful ideas and displays a willingness to adapt and respond to change.
• Regularly identifies areas for improvements to existing procedures and quality within work area

• Seeks ways of improving and adapting day to day departmental activities and will actively work to secure approval to implement ideas

• Develops new and adapts existing processes to increase quality and efficiency.  Responsible for implementing new ideas
• Proactively develops ideas and encourages others to take risks to improve quality and efficiency in their work areas.  Continually searches for improvements in techniques that will add value.  Takes full responsibility and accountability in implementing ideas.