Procurement Systems Coordinator

Job description

The Procurement function‘s objectives are:

• To be regarded as an invaluable business partner by the firm’s KPMG Business Services’ functions (in particular Facilities, People , Market Development and IT), Solutions and Digital and by the wider business functions (Audit, Tax, Deal Advisory and Consulting)
• To drive the continuous improvement of third-party goods and services and minimise the risks associated with commercial contracting activities through the application of best-practice procurement across the firm
• Through its SRM CoE drive adoption of a common methodology, tools, templates and training by key business areas and SRM resources that sit centrally in the SRM CoE thereby improving commercial management of in-life contracts.
• To support the business with technology investments to enable profitable revenue growth
• To deliver year-on-year financial benefit to the firm
• To deliver a travel programme (travel policy, travel operations, sourcing and SRM) that meets the firm’s duty of care obligations and drives value from a best in class travel programme.
• To offer rewarding development and career opportunities to all members of the Procurement function

Overview of the Position / Key Responsibilities

Procurement department consists of three key pillars. Procurement Systems Coordinator reports to Procurement Systems Manager, who reports to Head of Supplier Governance & Systems Operations.

Procurement Operations

Procurement’s service delivery model is supported by Procurement Operations delivered by a 3rd Party provider. Procurement Operations core support activities include tactical and transactional sourcing, procurement systems user support, purchase requisition and order management, contract/catalogue and web-form administration and user helpdesk. Procurement Systems Coordinator is responsible for management and maintenance of Procurement’s systems.

Procurement employs a strategic sourcing methodology to support the professional execution of sourcing projects. The process is supported by the use of two key systems; Coupa and Spend 360.
Specifically the Procurement Systems Coordinator will be responsible for:

• Day to day ongoing care and maintenance of the Coupa Platform.
• Gaining a full understanding of the Coupa Platform functionality and capabilities to become the Coupa Platform SME.
• Reviewing new Coupa releases, understanding capabilities and driving benefit and efficiencies from our investment.
• Working with the Coupa Help Desk as Level Two support resource
• Key P2P program metrics
• Stakeholder coordination
• Monitoring & supervision of P2P operations activities on Coupa.
• Monitoring & supervision of Tier 2 Coupa tech team activities.
• Business user support as the SME for P2P
• User Provisioning
• Supporting Coupa Implementation activities.
• Advise users on best practice processes in Coupa
• Monitoring and responding to queries.
• Manage Supplier Enablement/ Onboard Testing
• Support Procurement and business stakeholders on the management and maintenance of purchasing content

Release Management

• Review each new release of Coupa.
• Co-ordinate upgrading of Customer environments by Coupa.
• Demonstrate any new functionality to Business Process Owners. Gain approval for implementation of ‘new’ functionality.
• Assess impact of changes of system functionality and test against current Business requirements.
• Test & implement new functionality contained within the new releases of the Coupa application. Ensure that Customer functional requirements are met and Coupa product meets Customer’s Compliance to regulatory standards.
• Update and maintain Solution Design documentation.

Test, defect management and change control

• Primary contact and relationship with Coupa Support.
• Identify, escalate and report on major incidents to Business Process Owners and impact to business. Liaise with Coupa to ensure timely response.
• Configure Coupa system as appropriate, functionality, forms, fields and design.
• Record, test and track defects in Application, liaising with Coupa Support to close.
• Produce and maintain Test Plans for User Acceptance Testing for new functionality and defect resolution; Regression Testing & Integration Testing.
• Produce and maintain test scripts for the Test Plan.
• Own Coupa technical ticket monitoring and resolution. Provide additional technical support to the Customer Admin Team.
• Take ownership of Customer’s Coupa change control process, making recommendations to Change control board, ensuring sign off is complete and updating Solution Design Documentation.
• Own updates and additional test, defect, emergency and change control communications.

Documentation

• Maintain all Coupa configuration and solution design documentation, incorporating all impacts from Change Request and new functionality implemented through Release Upgrades.
• Support the maintenance and development of new training materials.

Manage supplier enablement and onboarding testing

• Provide support and assist new Supplier set up in Coupa for cXML ordering and invoicing.
• Managing supplier issues within the Coupa Supplier Network, liaising with Coupa and suppliers to resolve any connectivity and technical issues.

Integration management

• Development and support of Coupa integrations between customer systems, including Bulk File Uploads.
• Maintain and update functional design documentation around the interfaces. Maintain integrity of integrations through the release and revision process (DEV, TEST, MTP, RELEASE)

Application management

• Ownership of the integrity of Coupa master data.
• Support the AP and procurement teams to make best use of functionality

Skills and Behaviours

The following KPMG Global Skills & Behaviours are key to the role:

Accountability

• Accountability at all times for the programme progress and achievement of associated targets

Building Relationships

• Proven track-record of building & maintaining high value-adding business relationships and of influencing senior stakeholders

Delivering Quality Service

• Monitors and delivers high quality of service and products to stakeholders. Manages time, plans and organises multiple work tasks & deadlines

Problem Solving

• Ability to analyse complex issues & challenges, evaluate options and make recommendations with clear supporting rationale

Technical Knowledge

• Develops and applies technical knowledge to own function or area of specialisation. Maintains and updates technical knowledge, to suggest strategies or approaches to client issues.

Qualifications and Experience

• In Depth knowledge of Coupa P2P solution.
• Experience of Implementation of P2P systems and knowledge of Implementation Life-cycle. Experience in:
• Release Management, end user training.
• Defect Testing, Tracking and Management, Test Planning & Management,
• Supplier enablement.
• Excellent analytical and people skills with the ability to form relationships and influence decisions at all levels in a professional and efficient manner
• Experience of e-procurement platform
• Must have basic understanding of Procurement and Finance