Procurement & Contracts Manager

Overview

Manage procurement & contracts, develop plans, advise, ensure compliance & reporting.

Key Responsibilities

• procurement planning
• purchase orders
• contract management
• supplier management
• reporting
• audit liaison

Tasks

- To develop, maintain and implement a rolling 3-year procurement plan with sufficient flexibility to manage emerging or critical need. - 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 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. - Act as a liaison for internal and external audit, ensuring the accurate and timely provision of payroll information as requested. - To assist with identifying training needs and designing training materials to address these needs. - Direct and manage the workload of procurement administrators and assist colleagues and the Assistant Accountant & Contracts Manager to attain business areas goals. - Maintain good relationships with procurement colleagues and also within the wider finance department and other departments - To approve purchase orders in line with delegated authority limits following accuracy and validity checking. - To develop and maintain effective day-to-day working relationships with BSO PaLS, Central Procurement Directorate (CPD) and other relevant CoPEs. - To contribute to the procurement & contract management risk register, identifying and escalating risk where appropriate. - Develop and maintain a list of known service issues, ensuring appropriate actions are in place to support issues resolution. - To prepare procurement reports for Departmental submission in line with Department of Finance requirements. - 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. - To lead on input to collaborative frameworks. - To ensure the effective implementation of an assurance & accountability framework for procurement activities - To assist the Assistant Accountant & Contracts Manager to implement internal and external audit recommendations, leading on implementation where required. - 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 provide appropriate training and support on the policy, procedures and best practice for contract management & procurement to staff. - To direct and signpost managers and officers to the appropriate source for issues outside the remit of this post. - Contracts management; - To provide the necessary information to facilitate completion of all statutory/regulatory returns and requests for information from the sponsor body. - Ensure the accurate and timely provision of ad-hoc financial management information in an appropriate format for reporting to middle and senior management. - 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. - 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 and implement a flexible annual procurement action plan reflective of the approved 3-year procurement plan. - Recording and reporting of fraud or potential fraud in line with Policy to ensure compliance with National Fraud Initiative - 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. - Advise senior management, as required, on applicable legislation, policies and processes. - To deputise for the Assistant Accountant & Contracts Manager as required to ensure resilience as far as practicable. - 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. - To oversee the invoice clearing process within the e procurement system. - To develop and monitor Key Performance Indicators (KPI’s) to support and demonstrate the positive performance of the procurement service. - 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. - 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 maintain the Scheme of Delegation, ensuring it reflects the approved levels of delegation and associated structures. - To undertake the duties in such a way as to enhance and protect the reputation and public profile. - Ensure the accurate and timely provision of procurement information as requested by other Departments by review and quality assurance. - To prepare appropriate business cases, tenders and quotations, in line with financial and procurement regulations, policies and procedures and corporate timescales. - To provide base information to facilitate preparation for monthly procurement & contract management meetings including the production of accurate up-to-date contract spend. - Ensure the development of, and lead on, innovative and effective systems and procedures to achieve continuous improvement, customer journey improvements and improved reporting suite. - To implement contract monitoring & renewal management processes and produce and maintain internal guidance documents on procurement and contracts management. - To lead on the procurement of goods and services with direct award through compliant frameworks or requiring a Direct Award Contract. - To suggest and consider innovative means of procurement within the boundaries of the legislative framework. - Responsibility for handling sensitive personal data and ensuring that the requirements of the General Data Protection Regulation (GDPR) are met. - To maintain and enhance corporate governance, by ensuring high standards of financial administration, probity and control. - Responsible for the sign-off of User Acceptance Testing following the implementation of procurement system changes. - To ensure continued and effective working relationships with key internal and external stakeholders such, including Senior Management and the Department of Health. - To participate as directed in the recruitment and selection procedures, in line with Code of Practice on Recruitment and Selection. - To approve new catalogue lines within the e-procurement system, in accordance with policies. - 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 provide standing and ad-hoc reports for the Director of Finance and Support Services and Strategic Procurement Board - Application of procurement legislation, current EU directives and contract law. - To assist the Assistant Accountant & Contracts Manager to develop and implement the annual business plan for the contracts and procurement function. - To undertake project work as directed by the Assistant Accountant & Contracts Manager using the principles of good project management. - Maintaining the records management framework of procurement records including electronic and manual retention and disposal in line with GDPR and Record Retention Policies. - 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 implement supplier performance management processes, and support contract managers with administration of supplier contracts, supplier relationships and issues arising. - To manage the procurement & contracts function budget including assessing requirements and drafting submission for annual budget allocation. - To support the Assistant Accountant & Contracts Manager in the provision of an efficient and effective procurement & contract management service.

Requirements

• team management
• driving licence
• procurement experience
• public procurement
• mcips
• degree

What You Bring

- 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. - Possess a minimum of 5 year’s relevant experience working in a procurement function within a similar environment. - Experience of working in a procurement function in the public sector - Have current membership of the Chartered Institute of Procurement & Supply (MCIPS) - Possess a degree or equivalent qualification

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About Venesky Brown

-Grew from a single office to nationwide coverage via hubs in Edinburgh, Milton Keynes & Birmingham. -Delivers bespoke recruitment for major public-private projects—from energy and rail to higher education and digital transformation. -Team expertise spans Construction, Engineering, IT & Digital, Professional Services and Public Sector frameworks. -Staff volunteered with Cross Tay Link Road project to aid school grounds restoration.

Sector Specialisms