Procurement Manager job description



Hanover (Scotland) Housing Association Ltd

|JOB DESCRIPTION |

|Position: |Procurement Manager |[pic] |

|Department: |Chief Executive Department | |

|Reports to: |Business Improvement Manager | |

|Band: |E | |

|Date: |11 July 2018 | |

Purpose of Job

You will be a member of the Centralised Procurement Team (CPT), and will be responsible for the implementation of the Association’s procurement strategy, policy, and procedures.

The purpose of the post is to support the Business Improvement Manager (BIM) to help embed a whole system approach and instil good practice through providing advice and support to staff to ensure that the Association achieves best value from its procurement activity and continuously improves its approach to procurement. This will include the development, delivery through the BIM, and evaluation of a programme of prioritised initiatives, priority action plan) to improve quality, improve performance and create efficiencies.

The post holder will work closely with Directors and senior management.

Main Duties and Responsibilities

1. Strategy

• To contribute to, in coordination with the BIM, the strategic development of procurement activities within the Association, including reviewing and updating of the corporate procurement strategy for approval by the Board.

2. Policy, Procedure and Practice

• To review and ensure the efficient operation of the procurement policy, procedures, systems and processes surrounding all aspects of procurement.

• To contribute to the evaluation, drafting and updating of policy, procedure, practice and quality standards and ensure delegated objectives are achieved.

• To develop and promote best practice in procurement across the Association.

• To make recommendations to the BIM on the contents of a best practice manual. To ensure due diligence and compliance with the procurement process and documentation

• As a member of the CPT, you will assist in ensuring that the systems in place are able to deliver the agreed service and to capture, record and report information (such as tender documentation and reviews) electronically promptly and accurately. 

• To ensure managers follow and enforce the appropriate policies and procedures in the best practice manual with their staff.

3. Contract Management

• In conjunction with key stakeholders, to undertake proactive management of supplier contracts, ensuring cultural alignment of Hanover’s values and adherence to contract terms and conditions.

• To build collaborative relationships with suppliers; develop and negotiate non-financial benefits with suppliers into contracts.

• To contribute to and support departments in the preparation of individual contract terms and conditions.

• To identify and ensure compliance of those contracts which do not meet policy and regulatory requirements.

• To provide guidance to departments in establishing realistic and appropriate SMART KPIs for individual contracts, taking into account customers’ needs.

• To identify non-compliant contracts that are continuing beyond contract end date and support departments in retendering.

• To review contract specification, tendering, evaluation and award with ongoing performance.

• To work with managers in the review of contract specification, tendering, evaluation and award, and ongoing performance quality.

• To assess contractor’s performance in relation to a quality assurance methodology and KPIs.

• In consultation with colleagues, to advise on contract documentation and tender specifications, develop evaluation criteria and to lead with managers on tendering processes, based on a prioritised list of contracts.

• To participate in the evaluation of tenders, obtaining all clarifications.

• To participate in reviewing and approving tender reports submitted by the contract manager.

• To assess, develop and, where appropriate, promote the use of procurement frameworks.

4. Audit and Risk

• To ensure a fully auditable trail exists for all procurement processes in accordance with Association policy and relevant statutory guidance.

• To report to the BIM all significant risks to business continuity and apply remedial measures within own authority and as instructed.

5. Management Control

• To develop a programme and evaluation process of prioritised procurement initiatives, taking account of areas of spending priority and budget pressures.

• To develop with managers a robust evaluation process to support them in relation to the contract award process.

6. Stakeholder Management/Communication

• To contribute and work with Directors and senior management to satisfactory deliver this priority action plan and procurement strategy outcomes, ensuring compliance and good governance.

• To advise and help in the development and delivery of communications to staff, to promote their continuous improvement in procurement procedures and practice.

• To maintain and develop communication channels with suppliers and external agencies.

• To develop external collaborative working and forums to deliver increased efficiency in purchasing activity.

• To maintain and develop strategic links with procurement agencies and statutory bodies.

• To develop and promote strong working relationships with colleagues in all departments to ensure collaborative, cross-functional working.  This is to ensure the whole of Hanover’s capability is accessed and used to its maximum.

• Ensure all bidders are provided with debrief information timeously.

• Ensure appropriate methods in place for the assessment of customer satisfaction.

• To obtain feedback from contractors on our procurement process and contract management and assess their level of satisfaction.

• To liaise with stakeholders to recommend changes to client / contractor relationship management, promoting good partnership working, innovation and improvement.

7. Learning and Development/People Management

• To maintain up-to-date specialist knowledge of legislation, standards and best practice and to share this knowledge with colleagues as required.

• To develop and deliver relevant training courses to staff involved in procurement activity.

• To advise staff at all levels on appropriate procurement routes and provide appropriate support in tendering processes.

• To provide guidance on statutory and regulatory procedures in relation to procurement, particularly EU regulation.

• To take personal responsibility for your own personal development and, in consultation with your line manager, to ensure it is appropriate and adequate to help you discharge your responsibilities and grow in your job.

8. Finance

• At budget time, obtain from the Finance Director and other Directors their proposed spend which will involve the procurement of services and new contracts together with information to inform senior managers in the next financial year.

• Monitor procurement compliance by preparing documentation to monitor this in relation to the procurement of contracts and manage any deviation.

• To ensure that, by developing appropriate evidence based measures that procurement initiatives deliver best value for the Association.

• Working with key stakeholders, challenge business need and balance cost and quality of service.

• Analyse key areas of spend and assess/identify areas for improvement eg through frameworks and batching if appropriate.

• Analyse final costs v original tender/budgeted costs, identifying any variations in spend and working with managers to identify the reasons for variances and learning points.

• Identify, analyse and report on variances, cost savings and overspends, providing from budget holders reasons for these.

• Apply whole life costings to individual contracts to ensure a balance between cost, quality and sustainability while maximizing community benefits.

• Collect, analyse and report on data to inform future procurement initiatives across all areas of spend.

• Develop and implement, in conjunction with all stakeholders, I.T. systems to improve the Association’s efficiency in managing the procurement and invoicing activity.

9. Compliance/Governance

• Develop systems of governance and accountability for all procurement activity.

• To prepare and submit procurement returns to regulatory and statutory authorities.

• Develop a management reporting framework on procurement activity including spend analysis, supplier selection and performance for Chief Officers and the Board.

• To ensure that, within the posts remit, the CPT operates in accordance with relevant legislation, the Association’s policy, procedures and the application of key performance indicators.

10. Performance Management and Control

• To operate within the CPT

• To work within a performance culture, which is underpinned by a strong, personal performance motive and belief in continuous improvement.

• To provide and work to a Personal Performance Plan, which includes SMART KPIs, in liaison with the BIM.

• Promote and encourage Equality and Diversity with customers and staff as detailed in the Equalities Strategy.

11. Health Safety and Wellbeing at Work and Environmental

• To discharge all specific duties allocated to the post in the Policy on Health, Safety and Wellbeing at Work and as otherwise instructed.

• To ensure that responsibilities for Health Safety and Wellbeing at Work delegated to reporting staff are understood and applied.

• To undertake other duties as assigned by the BIM and/or Chief Executive.

Person Specification

Job Title: Procurement Manager

As part of the Disability Symbol accreditation, the Association has made the commitment to interview all applicants with a disability who meet minimum essential criteria for the post.

|Criteria |Essential/Desirable |

| | |

|Skills/Abilities/Knowledge | |

|This section specifies the skills, abilities and knowledge the post holder must have to perform satisfactorily. | |

|Ability to build relationships with both internal & external stakeholders. |Essential |

|Ability to implement priority actions and operational objectives to achieve good results. |Essential |

|Strategic thinker able to align procurement to business objectives and vice versa to optimize service value and quality.|Essential |

|Ability to plan and prioritise effectively. |Essential |

|Good analytical, data analysis and finance skills. |Essential |

|Ability to think innovatively and creatively. |Essential |

|Communicate effectively with a range of individuals/organisations including the private sector and public sector. |Essential |

|Ability to negotiate with suppliers to achieve best value for Hanover. |Essential |

|Ability to effectively challenge and support others. |Essential |

|Ability to meet deadlines. |Essential |

|Basic computer skills, including experience using Microsoft Windows, word-processing & e-mail. |Essential |

| | |

|2. Experience | |

|This section specifies the level and quality of experience required. | |

|Experience of EU and UK procurement legislation |Essential |

|Experience in all aspects of tendering: providing guidance to customers on the specification and the procurement |Essential |

|process, conducting evaluations and supplier negotiations and contract formation. | |

|Experience of leading procurement initiatives |Essential |

|Professional procurement experience |Essential |

|Experience of risk management |Desirable |

|Experience of facilities management |Desirable |

|Experience of project management |Desirable |

|Experience in a commercial environment |Desirable |

|Experience within a public or voluntary sector environment |Desirable |

|Experience of organisational budgets and financial and variance analysis |Desirable |

|Experience of governance and regulation |Desirable |

| | |

|3. Education/Qualifications | |

|Degrees or diplomas obtained abroad are acceptable if they are of equivalent standard to UK qualifications. | |

|Degree or equivalent work experience |Essential |

|Holds fully qualified Membership of the Chartered Institute of Purchasing and Supply |Desirable |

| | |

|4. Other | |

|This section specifies other factors which may be necessary. | |

|None | |

| | |

|5. Equal Opportunities |Essential |

|This Association is working actively to promote equality of opportunity both in its employment practices and in the | |

|delivery of its services. It is essential that the post holder is willing to work in accordance with existing policies | |

|and codes of practice | |

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