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E-Procurement Coordinator job description

Main responsibilities- E-Procurement Coordinator  job description

Knowledge, Skills and Abilities-E-Procurement job description

E-Procurement Coordinator  job description

Facilitate the use of e business website as a procurement tool by providing administrative support to internal clients and external suppliers

Assist users within affiliate in using website and its subsequent versions

Assist suppliers and subcontractors for Invitation to Bid  (ITB) launched by their operating centre or within their own geography (language, etc)

Must have:




    Educated to minimum HNC level in a relevant discipline or able to demonstrate a high level of experience

    Good level of computer literacy with particular experience in Oracle systems and Microsoft Office Package or suitable alternative systems

    Excellent administrative skills and a track record of achievement within a customer focused environment.

    Procurement experience in general purchasing activities and processes

    Computer literate with experience in Oracle and Microsoft Office products, especially MS Excel

    Good telephone manner

    Customer focused

    Team Player

    Ability to manage workflow

    Good communication skills

    Problem solving skills

    Ability to work under pressure

    Structured and methodical approach to work

    Understanding of Supply Chain Management and a desire to progress

    Willingness to work towards the CIPS professional qualification

    Willingness to take on extra responsibility and eager to drive improvement

    Maintain responsibility and accountability through personal commitment and behaviour.

    Maintain behaviour in compliance with HSES requirements.

    Report any unsafe or environmentally unsound acts and conditions to their immediate Supervisor such that remedial action can be taken to manage the risk.

    Reinforce and strengthen the HSES culture at every opportunity in operations and projects.

    Promote correct HSES behaviours through personal example.

    Take action upon any health, safety, security and environmental matter brought to their notice, and report to their Manager on any matter which they are unable to rectify.




Nice to have:




    Articulate in presenting and extracting data, through MS Excel and PowerPoint

    Experience within a customer-focused environment, preferably in a Supply Chain setting

    Experience and knowledge of the  industry would be an advantage

    Competency in database & spreadsheet management


Produce procedures/ process flows as required for any EPC or process development Administer EPC Helpdesk incidents and tasks, ensuring SLA’s are met


Provide support for the procurement function in Transactional Buying



Main accountabilities: 


1. Facilitate the use of procurement tool


    Be responsible for the creating of projects and ITB in particular be responsible for:


    Creating of the ITB file

    Liaising with the project team to determine price schedule requirements


    Uploading of the price schedule where applicable

    Uploading of projects documents

    Launching the ITB  through the internet

    Be responsible for the live negotiation in, in particular for:

    Ensuring that Suppliers have been successful in downloading all information required

    Managing information flow through the “forum”, receiving Supplier queries and ensuring the responses are given

    Ensuring the Suppliers have been successful in uploading all information required including the price schedule

    Be responsible for the creation of project and commodity templates within to accelerate the deployment of the tool


2. Assist suppliers and subcontractors in the use of


    Provide on-line support for suppliers and subcontractors within their own geography (language, etc) as requested by the CFM’s or as required by a project

    Provide on-line support for suppliers and subcontractors outside of their own geography when required by a project within their affiliate

    Promote best practice usage of


3. Promote the use of in its operating centre


    Assist in continuously driving engineering, procurement, construction and projects to use

    Assist in the production and delivery of  promotional/ training materials

    Be involved in kick-off meetings/ internal or supplier training sessions, demonstrating best practice usage of EPC


 4. Keep up with the most recent releases





Promote use within their operating centre


Remain informed of recent versions of


Be responsible for daily administration, user support and feedback through the EP Net Master

Attend project kick-off meetings and determine suitable EPC targets and ensure that relevant ITB’s are issued through


Maintain ITB tracker report and obtain feedback from Projects on ITB award Co-ordinate the buying and negotiating of requests through comparative quoting via the EPC system. Capture any savings made in the Savings Spreadsheet.


Attend weekly Supply Chain meetings

Assist in the preparation of purchasing analyses, including spreadsheet creation, data collation and running reports

Assist in departmental and Supply Chain process improvement activities


    Remain informed of the latest development of website through EPC Net Master network

    Dispatch the information to the relevant users within affiliates and to suppliers and subcontractors as needed.


 5. Provide and monitor internal user support


    Advise users of changes to webssite

    Provide continuing support (i.e. answer questions, resolve problems) for the users

    Promote best practice usage of to users



6. Co-ordinate the buying and negotiation of marine gas oil via the EPC system


    Use the approved supplier base and issue ITB’s  for all vessel fuel requirements

    Select appropriate supplier based on cost/ supply criteria

    Award fuel supply through the EPC system

    Liaise with the Frame Agreement Administrator to ensure prompt payment of fuel invoices

    Ensure that savings made are duly recorded  in  the Savings Spreadsheet




7. Provide support for the procurement function in Transactional Buying


    Critical review of requisitions and specifications received to ensure that they are correctly completed in accordance with the departments’ procedure and that certification, where appropriate, has been specified.

    Communicate with the Supply Chain to define requirements, seek clarification where relevant, and negotiate the best commercial and technical solution

    Satisfy the requirements of the Requisitioner in as speedy and cost effective manner as possible

    Maintain good communication with the Requisitioners to ensure that they are appraised of the Requisition status

    Selection of approved vendors and consolidation of orders to focus transactional spend and reduce transaction cost

    Negotiate the purchase and hire of equipment and services on the best terms available to TUK adhering, where relevant, to current Frame Agreements

    Issue of formal Purchase Orders based on Requisition data

    Progress Requisitions to ensure timely delivery and minimise Requisition backlog

    Provision of expediting support to Requisitioners where required









    Deal with queries relating to delivery of requisitioned items e.g. Invoice queries, short deliveries etc.

    Work to set deadlines and be responsible for own time management with regular feedback on activity to the Department Head and to the Customer.



Secondary Duties and Responsibilities 


    Report to his team/ manager any issues which are likely to affect the smooth running of the department

    Identify any training requirements which may be of benefit personally or to the department

    Maintain good industrial relations within the department


Additional information:


The effectiveness of the E-Procurement Coordinator role shall be measured against the following criteria:



    Increased and sustained use of EPC-Business

    EPC Customer satisfaction – positive feedback from the user group

    Innovation and integration in EPC, development of the RFQ facility

    Reduction in the number of transactional Purchase Orders placed by  Sourcing Buyers, Technical Buyer and Engineers shall be measured

    Reduction in the number of transactional Purchase Orders placed by  Sourcing Buyers, Technical Buyer and Engineers shall be measured

    Reduction in the number of low value orders shall be measured

    Consolidation of orders with Frame Agreement suppliers and concomitant opportunity for increased retrospective rebate shall be measured