Procurement Policy Officer - Northallerton, United Kingdom - North Yorkshire Council

Description

Job summary

This role is imperative toensuring procurement policy and governance is reflective of the needs of thecouncil. Working as part of a professional team, you will work to optimise costeffectiveness, always adhering to the councils procurement strategy and withinscope of UK public procurement legislation. You will be on expert on thislegislation and have the ability to communicate it effectively to colleagues toensure compliance, facilitating awareness raising across the council. You willanalyse, interpret and report on performance data, enabling you to identify andresolve any areas of concern identified. You will be a key contributor to thedelivery of procurement strategy and activity, thinking innovatively to proposeviable solutions and address operational requirements.

Main duties of the job

Experience/ Qualifications:

About us

The procurement team areresponsible for ensuring that all procurement and contract managementactivities (commercial arrangements) provide the very best value for money forthe council. We provide professional advice, guidance and insight regardingmarkets, suppliers, and contractual options to help support service deliveryand improvement. We are a well-respected and award-winning service with areputation for excellence. Joining us, you will be inspired by newopportunities and the exposure and experience to develop your skillsprofessionally. You will join a highly experienced and collaborative team andwill be supported to work in a commercially minded fashion, building excellentworking relationships with colleagues across the organisation, all united intheir motivation to deliver the best outcomes for our council.

What we can offer

The service has embraced modernwork practices, enabling colleagues to work from home, as well as comingtogether as a team for development, connection, and collaboration two days aweek. You will be provided with technology to enable efficient and effectivework, ensuring that you are connected and well supported. You are provided witha comprehensive benefits package with an excellent employer defined pensionscheme, enhance holidays, flexible working to help you thrive at home and wellas work.

You will have the full supportof the service to enable you to develop both knowledge and skills to helpfurther progress your career.

Job responsibilities

Job Context

The Procurement and Contract Management Service (PCMS) areresponsible for ensuring that all procurement and contract managementactivities (commercial arrangements) provide the very best value for money forthe council. We provide professional advice, guidance and insight regardingmarkets, suppliers, and contractual options to help support service deliveryand improvement.

The council spends approximately £650m pa across a wide portfolioof services.

The postholder will supporting the Yorkshire and Humber StrategicProcurement Group sub-groups.

The post will work as part of a professional team to support the deliveryof value for money across the council, operating within the framework of thecouncils procurement strategy, ensuring compliance with procedures andprocesses.

The postholderwill be part of a centre of expertise for the procurement, always ensuring thatthere is proper compliance with the overall Category Sourcing Strategy, theCouncils Procurement and Contract Management Strategy, Procurement andContract Procedure Rules, Financial Regulations, and UK Legislation on publicprocurement and contract management.

The postholder will have a key role in working with service areas toraise awareness of the Councils governance processes for procurement andcontract management.

A key part of the role is the ability to analyse, interpret and report onperformance information and be proactive in finding solutions / resolutionswithin the context of procurement legislation and the councils governanceframework.

The role will assist with the delivery of the procurement strategy andactivity across the council. The post will need to use problem solvingtechniques and innovative thinking to propose solutions and meet operationalneeds.

The postholder will need to have the ability to build relationshipquickly and effectively with Officers internally and across the region tosupport the delivery of the SPG.

The postholder will have a background in understanding ProcurementLegislation and the ability to interpret this legislation and apply tooperational procurement and contracting matters to achieve the best outcome forthe council whilst ensuring compliance.

The post holder will be expected to undertake any duties which mayreasonably fall within the level of responsibility and the competence of thepost as directed by the Line Manager or Head of Procurement and ContractManagement.

Job Purpose

The core focus of this job is to support the Senior ProcurementGovernance Officer with ensuring procurement policy and governance reflects theneeds of the organisation and complies with the relevant legislation. The postholder will assist in driving forwardkey agendas for the council (for example Social Value, improving access tocouncil contracts for SMEs).

Operational Management

The role holder willwork with the Senior Procurement Governance Officer to contribute to themonitoring of the Procurement & Contract Management Service strategy (KPIs)and service plan.

Help with thedevelopment of in-house training for the team around our systems, processes andgovernance.

Support the Policy& Process group, monitoring the action plan.

Support thedevelopment and implementation of procurement templates and documentation thatreflect procurement and contract management best practice and minimisebureaucracy to both the Council and suppliers.

Undertakeoperational procurement processes as required, including drafting ofspecifications, preparation and issue of tender documents, evaluation ofbids/tenders, contract award, contract management and administration.

Manage and own theprocurement process, including market engagement, development and management ofthe project, issue of tender documents, evaluation of proposals, contract awardand administration and support supplier negotiations.

Ensure thatprocurement activities are delivered to relevant Council standards and withinthe governance framework.

Be responsible formaintaining accurate and up to date information on progress of procurementactivities allocated, on the appropriate systems (, Forward ProcurementPlan and publishing of Contract Awards/ modifications).

Keep up to date withinformation, training, and development opportunities appropriate to maintainingand developing professional procurement service standards.

Contribute toimprovements and efficiencies in procurement governance and policies.

Identify and managerisks/issues, escalating to line manager as appropriate. Undertake price andprocess benchmarking and reporting.

Ensure the use ofstandard formal documentation and procedures in relation to the procurementsand contracting for the service.

Contribute to theachievement of targets agreed with the Senior Procurement Governance Officer.

Meet with the external suppliers to assist in the provision of informationabout the Councils requirements and to review performance and other relevantinformation to inform tender development.

Resource Management

Support the linemanager in delivering high standards of performance against agreed indicators.

Ensure servicemanagers are provided with accurate and timely information on delivery ofprocurement activity, identifying any risks or issues which may impactdelivery. Where appropriate makerecommendations to rectify and escalate as required.

Provide accuratestatistical returns as required in a nominated category of spend.

Support policydevelopment to ensure procurements comply with the Public Contract Regulations,Councils governance framework and customer requirements.

Ensure the TeamLibrary of standard templates and documents is up to date and reflects bestpractice.

Keep up to date withinformation, training, and development opportunities appropriate to maintainingand developing professional procurement service standards and support therollout of this information for the service.

Effectively contribute to the monitoring of the Strategy and Service Planof the Service.

Partnerships

Contribute to thereview of lessons learnt through procurement and contracting activity tosupport future service improvements.

Work with theCouncils supply chain to achieve required outcomes.

Work with colleaguesacross the Council, including legal and finance.

Work with colleaguesin directorates and specific category related services to ensure that new externalarrangements will meet their needs.

Contribute tocommercial opportunities around procurement delivery.

Support theprogramme management for the regional Strategic Procurement Group.

Support commercialopportunities and collaboration around procurement governance anddelivery.

Support the reviewof internal governance and policy arrangements.

Support theimplementation of best practice.

Support the sharing of information and best practice with other LocalAuthorities through the Strategic Procurement Group sub-groups.

Communications

Ensuring the mostappropriate form of communication is used to achieve timely responses and notover relying on email.

Ensure the requiredcustomer service standards are understood and exceeded where possible.

Deal professionallywith all enquiries via e-mail, telephone or in person.

Undertake personalinteraction with the public, & officers in a positive way which creates agood impression of the Service and the Council.

Communicate withcustomers around the performance of the service and act on any feedbackreceived, demonstrating any action taken as a result.

Build strong workingrelationships with principal stakeholders such as service area managersdemonstrating awareness and sensitivity to the needs of key stakeholders.

Manage conflict situations effectively and pro-actively seek to becreative in developing solutions to deliver win-win.

Systems and Information

Use systems andinformation as appropriate to quality assure the work of contractors andsuppliers.

Ensure serviceinformation is available to service users, their families, and the generalpublic as appropriate.

Use procurement-specific systems and processes (, Public ContractRegulations 2015) in the management of suppliers.

Qualifications

Essential

Desirable

Experience

Essential

Desirable

Occupational Skills

Essential