JOB DESCRIPTION. Procurement and Contract Management Advisor. Commercial Procurement, Property, and Contracts Team

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1 JOB DESCRIPTION POST: SERVICE: SECTION: Procurement and Contract Management Advisor Solicitor to the Council Commercial Procurement, Property, and Contracts Team BAND: 8 MAIN PURPOSE 1. Provide support to the Assistant Solicitor to the Council (Commercial Procurement, Property, and Contracts) in the development of new contracts, contract management, spend analysis, and contractor performance monitoring to achieve best value. 2. To work with Council services, supporting both high value complex works and the day-to-day procurement activities covering a range of goods, services, and works. To deliver projects identified on the team action plan and play a key role for the Council in streamlining procedures and commissioning value for money contracts. 3. Undertake tendering, evaluation, placement and monitoring of a portfolio of corporate contracts, designing tenders that will identify cost-effective and efficient solutions while working within the relevant regulatory and internal governance frameworks. 4. Provide positive support and guidance on a range of approaches at all stages of the procurement and commissioning cycle, which will include commercial best practice as well as a good governance grounding in local, national, and international regulation. 5. Provide active support, advice, and coordination across Council services in contract management and, where necessary, manage corporate contracts that have cross-service implications. GENERAL INFORMATION Effective whole-life procurement practice is an essential enabler for the Council to deliver effective and affordable services to the community. While the Council has in place devolved procurement to service areas, the Commercial Procurement, Property, and Contracts Team plays a central role in driving the initiative throughout the Council to demonstrate efficient and effective operation and added value to the organisation as a whole. The Procurement and Contract Management Advisor provides a robust, proactive and effective service across the Council and partner organisations as appropriate. The post holder will report to the Assistant Solicitor to the Council (Commercial Procurement, Property, and Contracts) who has specific responsibilities for the management of the service. The Procurement and

2 Contract Management Advisor will provide detailed advice and guidance to the organisation on all aspects of procurement and at all stages of the commissioning and procurement cycle and will design competitive processes to identify the most economically advantageous tender. The post holder will help in the establishment and maintenance of internal procedures and systems designed to evaluate and control procurement processes and will provide relevant information to the business community wanting to engage with the Council. The post holder will provide advice on procurement issues to managers, partners and external parties. The post holder will also undertake market research and benchmarking, undertake spend analyses, and work closely with the Assistant Solicitor to the Council (Commercial Procurement, Property, and Contracts) in the functioning of the Corporate Procurement and Contracts Board. Excellent team working and partnership skills are important to demonstrate as part of the development and maintenance of a variety of relationships. The post holder will assist in developing commercially-effective solutions while maintaining assurance that the governance framework is considered. DUTIES 1. To support the Assistant Solicitor to the Council (Commercial Procurement, Property, and Contracts) in providing high quality, proactive commissioning, procurement, and contract management advice, guidance, and support to the organisation. 2. To maintain an overview, develop, and maintain working practices and systems and supervise staff as appropriate within the Procurement and Contract Management Advisory Service. 3. To provide advice on commissioning and procurement practice and procedure including the interpretation and application of procurement legislation (not limited to the Public Contracts Regulations 2015). 4. To undertake the tendering, evaluation, placement and monitoring of a portfolio of corporate contracts. 5. Maintain a through knowledge of current procurement and commissioning practice and opportunities within the market and review existing supply and contractual arrangements to evaluate potential service improvement, evaluate risk and reward opportunities, and identify potential cost savings. 6. Attend, as appropriate, meetings of external bodies dedicated to effective procurement and any networks designed to help develop the approach to procurement. 7. Develop effective relationships both internally and externally to maintain an overview of good procurement practice. 8. Maintain through knowledge of procurement and other relevant legislation.

3 9. Establish, maintain, and review contract performance indicators and undertake contract benchmarking for corporate contracts as well as supporting development of these in service-specific contracts. 10. Design and development of procurement systems such as e-tendering portals, work flows, and contract register. 11. Undertake research and project work as appropriate on procurement initiatives and activities. 12. Ensure continuing professional development. 13. Understand and actively promote customer services, ensuring the needs of our customers are considered at all times. 14. Assist the Assistant Solicitor to the Council (Commercial Procurement, Property, and Contracts) with the development and delivery of training to internal and external stakeholders on procurement requirements, opportunities, and systems. 15. Effectively and sensitively communicate with existing and prospective suppliers, including at Council events, during day-to-day operations, and during tendering activities. 16. Advise services on establishing and evaluating elements of social value, safeguarding, inclusion and diversity, and other relevant requirements in procurement activity. Any other duties commensurate with the grade of the job and with regard to the Guidelines contained in the Code of Practice for the elimination of discrimination in the field of employment against disabled persons or persons who have a disability. ADDITIONAL INFORMATION Reports To: Assistant Solicitor (Commercial Procurement, Property, and Contracts) Responsible For: Procurement and Contract Management Business Support Analyst

4 PERSON SPECIFICATION Position Title: Procurement and Contract Management Advisor Department: Procurement and Contract Management Advisory Service Date Prepared: Band: May 2015 AF= Application Form I= Interview T= Test Person Specification Essential Desirable Method of Assessment EXPERIENCE 1.1 Experience of working in a busy procurement and contract management unit, preferably within a Local Government environment /T 1.2 Knowledge of procurement legislation, policies, and good practice (including European Union Procurement Directives) 1.3 Experience of developing and maintaining performance indicators /T 1.4 Experience of conducting negotiations and effective working in partnership 1.5 Experience in identifying procurement opportunities and developing fresh approaches Experience of designing, development, and working with systems, portals and databases that assist in the effective management of procurement (e.g. e- tendering, financial systems, project management systems) Experience managing a range of contracts and support others in managing contracts Experience of preparing and analysing organisational and project-specific spend analyses

5 SPECIAL ABILITIES/COMPETENCIES 2.1 Solution-oriented, motivated, self starter who can identify and promote solutions and options for delivery I/T 2.2 Team worker who builds positive relationships with team members and stakeholders /T 2.3 Ability to communicate effectively to a wide range of audiences, including internal and external stakeholders /T Practical knowledge of project management techniques Knowledge of Construction & Building Terminology 2.6 Excellent verbal communication (written and spoken) and numeracy skills 2.4 Ability to engage with and influence managers, staff and other stakeholders in a positive way 2.5 Ability to develop policies procedures and systems to enhance the effectiveness of procurement 2.6 Ability to effectively and proactively contribute to corporate projects 2.7 Competent in the use of relevant software packages AF/T 2.8 Able to deliver quality outcomes to tight deadlines 2.9 Ability to assist in developing and delivering training programmes with regard to procurement and contract management 2.10 Maintain up-to-date, clear, and accurate records of work undertaken EDUCATION AND TRAINING 3.1 CIPS qualified or in progress, other relevant qualification, or equivalent experience AF

6 3.2 Evidence of continuing professional development AF

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