FM, Travel & Marketing Procurement Manager

Primary Objectives:

Successful Delivery of Sourcing Projects: Work closely with internal stakeholders across our global organisation to successfully deliver sourcing projects in the Facilities Management (FM), Travel and Marketing categories.

Development and Maintenance of Category Plans: Develop and maintain category plans for FM, Travel and Marketing.

Support for Contract Managers and Service Owners: Assist Contract Managers and Service Owners in successfully transitioning to new agreements.

Cost Reduction and Service Improvement: Support the delivery of cost reduction and service Improvements when the contracts become operational.

Risk Management: To support Contract Managers and Service Owners in managing the risks associated with the firms Facilities Management, Travel & Marketing suppliers globally.

Key Internal Relationships:

• Head of Procurement
• Procurement Operations Manager
• Regional Operations Director for Asia and Australia.
• Head of Office Operations for EMEA and UK
• Senior Manager, Client Services & Travel Management
• BD Director, Brand, Marketing and Digital
• Business Finance.
• General Counsel & Risk.

Key External Relationships:

• Third party suppliers.
• Primary Responsibilities:

Sourcing Specific

Establish Sourcing Expertise: Become recognised and accepted as Herbert Smith Freehills expert in FM, Travel and Marketing.
Category Plan Creation: Develop category plans to deliver value to the firm from our spend on FM, Travel and Marketing.
Sourcing Process Management: Lead and manage the sourcing process for fit-for-purpose products and services, ensuring the lowest possible costs and mitigating operational and commercial risk.
Strategic Sourcing Projects: Plan and successfully lead Strategic Sourcing Projects from inception through to Contract Award and Implementation, working closely with global stakeholders in HSF.

Sourcing Project Delivery: Deliver Sourcing Projects within agreed deadlines and budgets, including: -

• Supporting stakeholders to challenge and document Business Requirements.
• Analysing Supply Markets and devising and implementing Sourcing Strategies.
• Preparing current cost baselines working with Finance.
• Preparing and issuing Requests for Proposal and Quotations and Pricing Templates.
• Responding to Supplier Clarification Questions in collaboration with stakeholders.
• Agreeing on Supplier Selection Criteria.
• Scoring and evaluating responses to RFP's and RFQ's.
• Managing and conducting tender presentations.
• Negotiating all aspects of the Contract working with our internal legal team.
• Preparing implementation plans with Suppliers and Stakeholders.
• Supporting Contract Managers and Service Owners during the transition to new agreements.

• Cost Reduction and Service Improvement: Assist in delivering cost reduction and service improvements when contracts are operational.
• Process and Contract Compliance: Work with business stakeholders to ensure compliance with negotiated agreements and manage any exceptions.
• Service Improvement: Proactively identify changes and improvements to the Procurement service offering, policies, and practices.
• Training and Knowledge Sharing: Deliver training and share knowledge with non-procurement team stakeholders on best practice procurement, including the use of IT systems.
• Relationship Building: Build and maintain strong internal relationships and trusted advisors with key stakeholders in the firm.

General

• Escalate issues to the Head of Procurement, if needed.
• Provide support in other Categories if required.
• Participate in other procurement projects as required.
• Undertake other procurement and administrative tasks as required.
• Comply with health and safety and risk management obligations in accordance with Herbert Smith Freehills' legislative obligations and internal workplace health and safety policies and procedures.

Key Performance Indicators:

• Annual Savings in FM, Travel & Marketing
• Other 'value (such as improved services or service levels)' delivered from Sourcing projects.
• Feedback from relevant HSF stakeholders
• On time delivery of Strategic Sourcing projects

Qualifications, Skills & Experience:

Essential

• At least 7 years of experience in Sourcing roles in either; Facilities Management, Travel or Marketing
• Experience negotiating multi-million £GBP outsourcing contracts.
• Very strong negotiating skills
• A good knowledge of English Commercial Law.
• Strong presentation and communication skills
• Excellent analytical skills.
• High level of attention to detail and organisational skills.
• Strong presentation and communication skills.
• Used to successfully running several sourcing projects in parallel working to challenging timescales.
• Proficient user of MS Word, Excel, Power BI, and PowerPoint.

Desirable

• Experience working in a professional services or large-scale corporate environment.
• Experience working in a similar global or regional role.
• Degree level or higher qualification
• A CIPS professional qualification.
• Experience user of Procurement Technologies such as e-Sourcing