Title: Spot Buying Supervisor
Location: Dalian
Objectives of Role:
i.) Evaluation of specific ad-hoc Spot Buy requests for savings opportunities and compliance with Client policy
ii.) Gathering and clarifying requirements provided by Client subsidiaries
iii.) Populating the Spot Buy template which is utilized to communicate requirements and pricing between the Delivery Centre, the MS Supplier and Client;
iv.) Performing market analyses & searches to identify appropriate suppliers in situations where Client has not specified a specific supplier in the relevant Country or Category Playbook or otherwise.
v.) Documenting vendor selection criteria and a proposed vendor list where needed;
vi.) Documenting bid award criteria and weighting with the Client employee requesting the Spot Buy;
vii.) Executing the Spot Buy according to Client’s policies and procedures;
viii.) Analyzing each supplier’s spot buy responses and creating an award recommendation memo;
ix.) Working with the MS Suppliers to explain their pricing and services to MS Procurement or other MS employees;
x.) Facilitating Supplier and Client employee communications and inquiries regarding the in-scope Spot Buy events
xi.) Escalate issues where desk procedures are unclear in a timely manner.
xii.) Recommend process or documentation improvements
xiii.) .Provide timely status and feedback to the management team.
Operational Responsibilities
Customer Care
Handle all incoming calls/e-mails from the Client business and vendors in relation to Spot Buy topics.
Field incoming calls/e-mails and document all issues, resolution & follow-up actions
Provide consistent support to all customers and vendors
Initiate follow-up calls
Manage all incidents opened by the CSD for end to end customer experience
Coordinate with Level 2 teams for incident resolution
Escalate customer issues as required to Supervisor
Recommend updates to procedures and user guide to team lead
Escalate any vendor disputes
Spot Buy Function - Operational
Client Procurement will initiate a Spot Buy support request by completing the agreed to Spot Buy Request template and posting it to the language specific in-folder located on the Client provided SharePoint site, that both the Client Procurement and Delivery Centre (DC) Spot Buy teams can access.
At a minimum, the DC Spot Buyer will check their respective language specific in-folder for new requests at the start, middle and end of each local business day.
Upon receipt of a new request, the DC Spot Buyer will review the request, confirm that it is within their capability to complete, determine if all the relevant information has been provided, if possible determine the rough order of magnitude (ROM) estimate based on the agreed to standards, and specify an estimated start date.
The DC Spot Buyer will update the Client Excel Work Request log to include a brief description in English of the request, confirm that the necessary data has been provided, specify the ROM estimate and specify the estimated start date.
Once the log is updated, the DC Spot Buyer will move the Spot Buy Request form from their language in-folder to their language pending folder. It will remain in this folder until the scheduled start date for the task.
If data is missing from the Spot Buy Request form, the DC Spot Buyer will remove the request from their language in-folder and email it back to the Client Procurement requestor, and will seek further details or propose a brief conversation to resolve the outstanding questions
The DC Spot Buyer will update the Client Excel Work Request log appropriately indicating that the request has been returned to the requestor for further information.
On a daily basis the DC Regional Spot Buyer Contact will review the Client Excel Work Request log and the estimates provided by the DC Spot Buyers to approve their ROM estimates and start dates.
Upon approval, the DC Regional Spot Buyer will update the Excel Work Request log with their initials in the Approved column and include the date and time on which the file is distributed.
At the end of each day the most recent version of the Excel Work Request log will be emailed to all the Client Area Procurement Leads so that they may see the status, ROMs and estimated start dates of their requests. This email will serve as the DC’s acknowledgement of the request.
If the DC Spot Buyer receives a request that they feel is not within the scope of their responsibilities or cannot be addressed for any other reason, the DC Spot Buyer will log the request as normal but escalate it immediately to the DC Regional Spot Buy Contact for resolution.
Track event durations by country, so that ROM estimates may be improved over time and propose updates to the ROMs.
Propose list of suppliers to include in each Spot Buy event
Upon request research through web-based searches, past transactions and Vendor experience potential new vendors to be utilized by Client when the existing preferred vendor lists do not meet the Spot Buy event’s needs.
Participate in identifying and evaluating incumbent and potential vendors
Conduct Spot Buy activities as necessary utilizing the Client provided Procurement Tools where appropriate
Populate & fill in Spot Buy Request for Quote template with the information provided by Client in order to complete the Spot Buy process, as needed
Perform Spot Buy vendor response analysis according to the agreed to evaluation criteria. This effort includes the development of an award recommendation document that explains the recommendation and lost savings if another option is selected.
Work with Client suppliers to clarify pricing and included services/good specifications for final supplier selection
Where a PO is not a sufficient contract, populate the Client provided template, perform the necessary negotiations, and support the Client legal and commercial activities to complete the contracting process
Forward all signed contracts populated by Vendor in the Spot Buy process to the OneFinance Buy Center for entry into MS Dealpoint
When needed create and complete requisitions as needed according to the Client policy and procedures on behalf of the Client employee who requested the Spot Buy event
Perform cost proposal reviews of vendor prices attained by Client employees for in-scope transactions
Update Knowledge Base
Skilled use of APS tools
Strong understanding of the SLAs
Education and Experience Requirements
Experience
General Business experience as a minimum, with 3- 4 years experience ideally working in a supplier facing role.
Experience in a vendor negotiation
Generalist across sourcing categories
Country-specific market knowledge
Sourcing experience preferred
Aptitudes (functional skills)
Lead the Spot Buy team in Warsaw (9 fte’s)
Excellent team leader & communicator
Work closely with Buy Centre team
Able to interface with clients and provide feedback on a regular basis
Strong voice and customer care skills.
Helpful and proactive manner, with a service orientation
Drives issues to resolution and good problem-solving skills
Good interpersonal skills
Good administration skills
Comfortable with responding to requests from all levels of the organization
Ability to work effectively in a team environment
Technical Skills
MS Office, MS CRM or similar ticketing application, SAP-like, Emptoris-like and EBP-like tools. The tools for this engagement are client provided and home grown. But experience with the above tools would be helpful.
Other Expectations
Ideally a graduate with Basic IT background
Must be comfortable working with computers and quick at learning new software tools.
Must have strong reasoning skills to be able to make subjective decisions.
Excellent spoken and written English language skills – second European language preferable
Interested Candidate, please send your resume to hr-dalian@orangetreeconsultancy.com |