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Buying Co-ordinator - Oxford

Ref TRD2469
Region England
Location Oxford
Division Trading
Department New Products
Position Type Open Ended
Job Family Retail
Closing date for applications
(UK Time)
26 March 2011
Job Profile

Hours: 36 per week

Salary: £14,380 basic per annum + £1,500 Hotspot Allowance per annum
Interviews: 8 April 2011
Job purpose: To provide administrative support for the Assistant Buyers and Buying Managers. Team purpose: To deliver the financial targets for New Product by effective development of merchandise ranges, planning and trading. To ensure that all new product fits with Oxfam's mission as a charity and represents the Oxfam brand.
Oxfam purpose: To work with others to overcome poverty and suffering.
Reporting lines: Reports to: Buying Manager. Staff reporting to this post: None

Dimensions

  • To work for all NP sales channels eg shops and on line.
  • To keep the Team informed of evolving issues. Organise own work to achieve results, ensuring that objectives and departmental deadlines are met.
  • Communicates widely with buying & merchandising team, other Oxfam depts and external contacts.
  • Contributes to developing improvements in the dept's procedures and systems.
  • Ensure team awareness and responsibilities with regards to Health & Safety and the need to maintain high standards at all times.

Key Responsibilities

Ensure all tasks happen in accordance with the New Buying Schedule.

1. PRODUCT INVESTIGATION.
  • Is familiar with and fully understands the needs of our customers, both internally and externally.
  • Works with the Assistant Buyer and Buying Manager to compile trend information per category.
  • Supports the Assistant Buyer in analysing financial information for the category.
  • With direction from Assistant Buyer supports the development of new product ideas and segments.
  • Supports the Assistant Buyer in offering product proposals that meet strategic objectives using trends, competitive shopping, sales history etc.Helps to assess competitiveness, quality standards and value for money.
  • Supports assistant Buyer with competitive shopping and attendance to Shows.
  • May attend supplier visits and meetings.
  • Assists in briefing suppliers on seasonal direction and objectives.

2. PRESENTATIONS.
  • Works with the Assistant Buyer & Assistant Merchandiser to compile information for the Range Reviews and Workshops.
  • Assists the Assistant Buyer in preparing samples & photos for presentations.
  • Responsible for distributing the Workshop Decks 2 weeks prior to Workshop.
  • Responsible for the set up of the Range Review and Workshops. Assist with product displays and samples.
  • Assist with the agenda for the Range Review & Workshop.

3. PRODUCT DEVELOPMENT & COST CONTROL.
  • Adheres to and has a full understanding of the New Buying Process and assists the Assistant Buyer in all day to day aspects of the process.
  • Works closely with the Assistant Buyer developing the new product range ensuring that financial objectives and Oxfam's Quality & Ethical requirements are satisfied and that products are competitive in terms of features and price.
  • Works closely with Assistant Merchandiser to share information and highlight issues at weekly development meetings.
  • Assists the Assistant Buyer with setting up the new seasons Brand Plans.
  • Coordinates and attends weekly product development meetings, participates as minute taker and actions any output.
  • Assists in chasing suppliers for outstanding cost information.
  • Assists in the analysis of product estimates/volumes ensuring they meet thresholds.
  • Assists in chasing on time Cost Approval for each product.
  • Monitors any cost variation within their category.
  • Adhere to Budgets.

4. QUALITY & ETHICAL REQUIREMENTS.
  • In conjunction with the QA & Ethical Team assists the Assistant Buyer in ensuring that all products conform to legal ,quality and ethical requirements.
  • Responsible for distributing to suppliers the Oxfam New Supplier Forms ensuring they are tracked, signed and returned to the QA & Ethical Team.
  • Responsible for distributing to suppliers the Oxfam Supplier Questionnaire Forms ensuring they are tracked, signed and returned to the QA & Ethical Team.
  • Responsible for distributing to suppliers the Product Questionnaires ensuring they are tracked, signed and returned to the QA & Ethical Team.
  • Responsible for distributing to suppliers the Oxfam Agreement for the Supply and Purchase of Goods ensuring they are tracked, signed and returned to the QA & Ethical Team.
  • Responsible for setting up Supplier KPI Reviews.
  • Prepare Labelling Letters.
  • Works closely with category QA Team to understand the Quality & Ethical requirements of each product.
  • Responsible for the timely setting up of the QA /Ethical/Legal Reviews.
  • Works closely with Assistant Buyer and Suppliers to manage supplier relationships, deliver Oxfam's expectations and gain an understanding of supplier strengths, weakness and process.
  • Assists the Assistant Buyer to ensure that all Oxfam potential suppliers are aware of our requirements and that these requirements are fully understood.
  • Responsible for Transit Trials.
  • Responsible for the timely collection of Production Standards/Gold Seals.
  • Assist in the writing of Pack Copy and the Producer Stories. Help to ensure suppliers comply with labelling and packaging requirements.

5. PHOTOGRAPHIC SAMPLES & PRODUCT INFORMATION.

  • Assists in the attention to detail of each individual product and in the naming of product.
  • Photograph, catalogue and record all new products in the range.
  • Track and issue photographic samples to the On line team. Communicate in advance the required sample dates to suppliers and chase any outstanding samples.
  • Maintain accurate product details for inclusion in Shop Info packs.
  • Work with the Merchandising team to provide information for bulletins etc.
  • Maintain sealing samples as required.
  • Arrange samples for internal use eg PR, Marketing etc.
6. SUPPLIER CONTRACTS.
  • Responsible for the on time allocation of codes to all new products.
  • Responsible for creating and maintaining accurate data in Peoplesoft for items and attributes.
  • Create Purchase Orders for all new products.
  • Distribute Purchase Order to Suppliers and ensure a hard copy is signed, returned and filed within department files.
7.SERVICE.
  • Set up the Stage Gate/Risk Review Meetings and attend. Action under direction output of meetings.
  • Assist the Assistant Buyer in advising suppliers of delivery dates.
  • In the event of supplier failure, proactively ensure that all options are pursued to minimise any impact on product supply.
8. AD HOC.
  • Stand in for Assistant Buyer as and when necessary, both in supplier meetings and at Range Reviews and Workshops.

General Office Admin Duties :

  • Organise sample clearance.
  • Responsible for the department sample displays / general upkeep of samples and Storage.
  • May be required to do Fire Warden Duties.
  • May be required to monitor department Holidays & Sickness.
  • As job holder profiles can't be exhaustive, the post holder may be required to undertake other ad hoc duties which are broadly in line with the above responsibilities, as directed by their manager.

Skills and Competence

Behaviours relevant to everyone working in Oxfam.
  • Achieving results.
  • Thinking and understanding.
  • Working effectively with others. Leading others.
  • Self management.
Job specific:

E = Essential
  • Excellent interpersonal and communication skills.(E)
  • Ability to build effective working relationships.(E)
  • Organised, logical and numerate.(E)
  • Ability to prioritise own workload to meet deadlines and work under pressure.(E)
  • Ability to work accurately with good attention to detail.(E)
  • Excellent computer skills eg Peoplesoft, Excel, Word etc.(E)
  • Adaptable and flexible - working as part of the team to achieve the overall goals of the New Product Buying and Merchandising dept.(E)