Procurement Administrator

Department: NUQ Business & Finance
Salary/Grade: EXS/7

The Procurement Administrator position is within Northwestern University in Qatar (NU-Q). NU-Q is remote campus of Northwestern's main operations in Evanston. The position includes maintaining a close working relationship with Accounts Payable, Financial Systems, Accounting Services, Purchasing Resource Services (PRS), and the Office of General Counsel.

Essential Duties and Responsibilities

• Enforce Purchasing Policy and Procedures:
  • Review and approve Sole Source Justification and Bid Documentation Forms for department and school purchases
  • Perform post auditing of procurement activity by departments and schools
• Assist in the development and delivery of internal information/training sessions for staff and faculty
• Strategically source on behalf of the University (perform Invitations to Bid for NU-Q contracts ). This includes managing the entire bid process:
• Develop specifications, requirements, terms and conditions
• Solicit bids
• Analyze bid responses for responsiveness to requirements
• Coordinate evaluation committee consisting of other departments and schools
• Oversee site visits, where appropriate
• Solicit best and final offers and negotiate with finalists
• Award contracts to the vendor that offers the best value to the University
• Develop formal contract documents
• Contract Administration:
• Monitor contract compliance
• Monitor and track discounts and the receipt of rebates and reports, when applicable
• Validate that the University is receiving correct pricing
• Issue change notices
• Assist in promoting agreements to departments
• Generate spend analysis reports
• Regularly meet with contractors
• Mediate and resolve conflicts
• Assist with supplier diversity, which may include:
  • Seek out and evaluate potential supplier diversity vendors to promote to end users
  • Coordinate supplier diversity representatives from departments and schools
  • Periodically act as the University representative at various supplier diversity events
  • Assist with maintaining web site

Assist with marketing of supplier diversity to NU-Q community and promote program awareness and education to NU-Q buyers.


Other miscellaneous duties:

• Negotiate non-exclusive price agreements
• Review spend reports and identify contracting opportunities
• Meet with vendors to review relative product information, price, and service
• Assist with documenting NU-Q processes and procedures
• Assist with planning of NU vendor show
• Assist in handling general issues and problems communicated to NU-Q B&F by departments (reported on B&F ticketing system or in person)
• Prior to 'go live' of new systems, participate in user acceptance testing and training
• Provide backup support to the B&F Manager, Procure to Pa y

Minimum Qualifications (education, experience, certifications, skills)

• • Bachelor's degree in business or a related field required.
• • Two to four years of purchasing experience, preferably in higher education, or equivalent experience in a related service industry.
• • Strong organisational, time management, negotiation, and contract development skills.
• • Knowledge of specific commodities or services.
• • Experience in conducting and developing training sessions.
• • Excellent oral and written communication skills.
• • Ability to interact effectively with internal stakeholders and suppliers.
• • Advanced skills with Microsoft Office products.
• • Experience working in a team environment.
• • Ability to compile and analyse data, and to demonstrate sound judgement and decision-making in recommendations based on that analysis.
• • Demonstrate sound judgement regarding purchasing decisions and internal processes and procedures.

Preferred Qualifications (Education, Experience, Certifications, Skills)

• • Professional purchasing certification.
• • Exhibit continual improvement as a procurement professional by attending relevant training courses and seminars/conferences.

The target budgeted salary for this position is $63,079 to $78,849 annually. Offers will be based on candidate experience and education, as well as equity within Northwestern University.


Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement . Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process .