Venesky-Brown’s client, a public sector organisation in Lisburn, is currently looking to recruit a Procurement & Contracts Manager for a contract up to 6 month with possible extension on a rate of £22.66/hour.
Responsibilities:
- To support the Assistant Accountant & Contracts Manager in the provision of an efficient and effective procurement & contract management service.
- To suggest and consider innovative means of procurement within the boundaries of the legislative framework.
- To lead on the day to day procurement and contract management and coordinate relationships and activity with Centre of Procurement Expertise (CoPE) Business Services Organisation (BSO) Procurement and Logistics Service (PaLS).
- To develop, maintain and implement a rolling 3-year procurement plan with sufficient flexibility to manage emerging or critical need.
- To develop and implement a flexible annual procurement action plan reflective of the approved 3-year procurement plan.
- To provide regular procurement and contract management information for consideration by the Board, Executive Leadership (ELT) and Strategic Leadership Teams (SLT) and internal contract managers.
- To prepare procurement reports for Departmental submission in line with Department of Finance requirements.
- To provide procurement & contract management advice to internal contract managers and day-to-day assistance with the operational management of contracts, including service level agreements (SLA’s).
- To assist the Assistant Accountant & Contracts Manager to develop and implement the annual business plan for the contracts and procurement function.
- To assist with the development of reporting mechanisms; including monitoring and updating the capabilities of the e procurement system to meet internal/external information requirements and user needs.
- To implement contract monitoring & renewal management processes and produce and maintain internal guidance documents on procurement and contracts management.
- Ensure the accurate and timely provision of ad-hoc financial management information in an appropriate format for reporting to middle and senior management.
- To provide base information to facilitate preparation for monthly procurement & contract management meetings including the production of accurate up-to-date contract spend.
- To provide standing and ad-hoc reports for the Director of Finance and Support Services and Strategic Procurement Board
- To assist with identifying training needs and designing training materials to address these needs.
- To provide appropriate training and support on the policy, procedures and best practice for contract management & procurement to staff.
- To implement supplier performance management processes, and support contract managers with administration of supplier contracts, supplier relationships and issues arising.
- To develop and maintain effective day-to-day working relationships with BSO PaLS, Central Procurement Directorate (CPD) and other relevant CoPEs.
- To lead on input to collaborative frameworks.
- To lead on the procurement of goods and services with direct award through compliant frameworks or requiring a Direct Award Contract.
- To approve purchase orders in line with delegated authority limits following accuracy and validity checking.
- To oversee the invoice clearing process within the e procurement system.
- To approve new catalogue lines within the e-procurement system, in accordance with policies.
- To provide the necessary information to facilitate completion of all statutory/regulatory returns and requests for information from the sponsor body.
- To manage the procurement & contracts function budget including assessing requirements and drafting submission for annual budget allocation.
- To develop and monitor Key Performance Indicators (KPI’s) to support and demonstrate the positive performance of the procurement service.
- To ensure the effective implementation of an assurance & accountability framework for procurement activities
- Maintain a sound knowledge and understanding of relevant Legislation, Procurement Guidance Notices, policies and processes applicable and extend knowledge to procurement staff via research and dissemination of relevant material.
- To assist with the development and implementation of the procurement strategy, policy and procedures that reflect compliance with NI Executive Direction and Procurement best practice.
- Advise senior management, as required, on applicable legislation, policies and processes.
- Responsibility for handling sensitive personal data and ensuring that the requirements of the General Data Protection Regulation (GDPR) are met.
- Maintaining the records management framework of procurement records including electronic and manual retention and disposal in line with GDPR and Record Retention Policies.
- Ensure the accurate and timely provision of financial information for external release, as requested under Freedom of Information, Assembly Questions and by Legal Representatives and Statutory Bodies.
- Act as a liaison for internal and external audit, ensuring the accurate and timely provision of payroll information as requested.
- Ensure the accurate and timely provision of procurement information as requested by other Departments by review and quality assurance.
- Recording and reporting of fraud or potential fraud in line with Policy to ensure compliance with National Fraud Initiative
- To contribute to the procurement & contract management risk register, identifying and escalating risk where appropriate.
- To maintain and enhance corporate governance, by ensuring high standards of financial administration, probity and control.
- To maintain the Scheme of Delegation, ensuring it reflects the approved levels of delegation and associated structures.
- To assist the Assistant Accountant & Contracts Manager to implement internal and external audit recommendations, leading on implementation where required.
- Assist in the management of procurement systems and ensure that are functioning correctly and where necessary identify issues and liaise internally or externally as required to resolve.
- Develop and maintain a list of known service issues, ensuring appropriate actions are in place to support issues resolution.
- Ensure the development of, and lead on, innovative and effective systems and procedures to achieve continuous improvement, customer journey improvements and improved reporting suite.
- Manage the external software suppliers to develop and deliver the systems in accordance with legislative and organisational requirements, whilst protecting the integrity and security of the payroll data and systems.
- Responsible for the sign-off of User Acceptance Testing following the implementation of procurement system changes.
- Maintain good relationships with procurement colleagues and also within the wider finance department and other departments
- Direct and manage the workload of procurement administrators and assist colleagues and the Assistant Accountant & Contracts Manager to attain business areas goals.
- Identify training and development needs; providing and participating in the training and development of existing and new staff on all policies and procedures and the general running of the office.
- To prepare appropriate business cases, tenders and quotations, in line with financial and procurement regulations, policies and procedures and corporate timescales.
- To provide a high level of internal and external customer service including taking ownership of customer queries and complaints and following issues through to completion.
- To ensure continued and effective working relationships with key internal and external stakeholders such, including Senior Management and the Department of Health.
- To deputise for the Assistant Accountant & Contracts Manager as required to ensure resilience as far as practicable.
- To undertake the duties in such a way as to enhance and protect the reputation and public profile.
- To comply with, and enforce, all frameworks, policies and procedures, including but not limited to those relating to legal requirements such as equality, health and safety and information governance.
- To direct and signpost managers and officers to the appropriate source for issues outside the remit of this post.
- To undertake project work as directed by the Assistant Accountant & Contracts Manager using the principles of good project management.
- To participate as directed in the recruitment and selection procedures, in line with Code of Practice on Recruitment and Selection.
- To undertake any other duties which may be assigned to meet organisational need and the change agenda and which are reasonably regarded as within the nature of the duties, responsibilities and grade of the post as defined.
Essential Skills:
- Possess a degree or equivalent qualification
- Have current membership of the Chartered Institute of Procurement & Supply (MCIPS)
- At least 2 years’ relevant experience within a similar environment of at least two of the following:
- Contracts management;
- Operational procurement;
- Application of procurement legislation, current EU directives and contract law.
- Possess a minimum of 5 year’s relevant experience working in a procurement function within a similar environment.
- Have at least 2 years’ experience of managing a team to deliver results within a target driven environment, planning workloads, defining objectives, achieving deadlines and implementing action plans.
- Possess a current driving licence or have access to a form of transport that will permit the candidate to meet the requirements of the post in full.
Desirable Skills:
- Experience of working in a procurement function in the public sector
If you would like to hear more about this opportunity please get in touch.