JOB VACANCIES. Contract Management & Compliance Officer - Property Services Ref: 254

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1 JOB VACANCIES Contract Management & Compliance Officer - Property Services Ref: 254 Salary Level 7: 25,440-28,746 South Essex Homes are currently looking for a Contract Management & Compliance Officer to work within the Property Services Department. Within this role you will undertake end to end procurement for the Departments annual 12M building maintenance and improvement programme ranging from low value tenders to full EU procurement exercises. You will also undertake a compliance function for procurement and capital expenditure management, working closely with stakeholders and providing monthly progress and budget analysis reports. This is an exciting opportunity within a small team, working to increase the profile and strategic importance of procurement within the organisation. South Essex Homes were short listed as Finalists in the GO Procurement Team of the Year Award 2015/16. Experience of undertaking end to end procurement projects including tendering and contract award in a public sector environment; building and managing relationships with customers, and internal stakeholders and working in a team or project environment are highly desirable. The successful candidate will also have excellent oral and written communication skills with the ability to communicate at a variety of levels, able to manage the delivery of multiple activities in parallel, identifying and resolving potential delivery conflicts in advance and process excellent IT skills in a Microsoft Windows environment Some technical knowledge of construction and housing improvement experience is advantageous, however training will be provided to develop the successful applicant s existing skills. To apply, please to request an application form or phone Jonathan Hare on Closing date for applications is Friday 1 st May South Essex Homes is an Equal Opportunities employer

2 SOUTH ESSEX HOMES SECTION: PROPERTY SERVICES JOB PROFILE Job Title Reports To Main Purpose of the Job Duties & Responsibilities Contract Management and Compliance Officer Contract Management and Compliance Team Leader To implement end to end procurement process and ensure pre and post contractual compliance of work undertaken by Property Services Group and monitor capital budgets, financial expenditure and performance monitoring systems To implement end to end procedures to ensure the proper flow of pre and post contract documentation, liaison with Contractors, checking specifications and tender details. If leaseholders are included in the works being tendered, make sure that Notification to tender is sent to RTB/Leaseholder department and wait the 28 days before going to tender. Also making sure that there are no RTB on the property list and removing them unless RTB is cancelled Use of Constructionline, other online resources and sector knowledge to obtain correct contractors for relevant works, direct negotiation with contractors to obtain pre and post contract documentation to ensure that works achieve target dates Prepare ITT letters, contract file ready for tendering, checking specifications, dates, correct contract is identified, whether contract needs to be sealed or signed under hand, if performance bond is applicable summary allows for it to be priced. Form of tender has obtainable dates for return. Contact contractors before going out to tender Setting up of tender exercises via eprocurement portal, uploading documents and arranging evaluation once the tender closes. On return of tender, do an arithmetical check and log tender price before implementing and managing the evaluation process. If leaseholders are included in works, get the block costs for all properties to enable 2 nd notification to be sent by RTB/Leaseholders Department and wait 28 days before awarding contract. On award of the contract, draw up relevant contract, that is identified within the specification, compose letter of intent, Direct negotiation with contractors to obtain the Form of Bond (Surety) in order to achieve target dates. Monitor and request release of Bond. Send all relevant documents to wining contractor for them to seal / or sign under hand. Inform unsuccessful contractors, update contract file. Once Contract documents received back, depending on value, pass to relevant SEH Director or pass to Town Clerks at SBC for sealing. Once all preliminaries are done, send start letter to officially start works

3 Maintain Contract register To process contract payments to meet contractual requirements and maintain a proper register of those payments. Compiling and providing reports to the Contracts Administrators. To prepare reports indicating the financial status of contracts within budget headers/expenditure codes and arrange for these to be regularly updated. To comply with the Council s standing orders in respect of contract and other payments. Co-ordinate the selection and rotation of contractors, if appropriate, engage with contractors to identify trends and good practice to ensure value for money is obtained on behalf of the Council. In respect of maintenance/construction contracts to assist the Contracts Administrators with the vetting of Principal Contractors resource, in terms of quality, past experience, quantity, time allocation, cost and the management of Health and Safety. Assisting in the vetting of all final accounts (prepared by others) in conjunction with the Quantity Surveyor for possible submission to the Council s Chief Internal Auditor where in excess of 25,000 and further their verification prior to release of contract retention. To liaise with Contractors, other Departments and other bodies as necessary in connection with their required duties, including the administration of the provision of information for the service of Section 20 Notices to leaseholders when work is undertaken and financial information to determine Service Charges. To assist with the development and maintenance of information storage systems concerning property details, performance monitoring, input levels, payment reports and other matters to prepare the reports required. To retrieve and input information from computerised systems to provide management information and update property/contract files where appropriate. To assist in preparing reports of work completed within the Department. For the better performance of the Property Services team, the Post holders will be expected to liaise and co-operate fully with any other officer of the Council as appropriate. Use and operation of Departmental computer systems as required. To undertake, as and when required and directed by the Property Services team, including specifically raising orders and the checking and payment of invoices. To provide cover for other members of staff as required. You are liable to undertake such other duties as may reasonably be required of you, commensurate with your grade, at your present place of work or at any other of South Essex Homes' establishments. To implement South Essex Homes equal opportunities policies ensuring fair treatment for all. The Job Description is current at the date shown. In consultation with you, it is

4 Statutory Obligations liable to variation by management to reflect or anticipate changes in or to the job. Compliance with EU and National Procurement Legislation Please delete as appropriate This role requires a Standard Disclosure from the Criminal Records Bureau.

5 PERSON SPECIFICATION POST Contract Management & Compliance Officer PHYSICAL ATTRIBUTES ATTAINMENTS / QUALIFICATIONS GENERAL INTELLIGENCE ESSENTIAL Able to manage the delivery of multiple activities in parallel, identifying and resolving potential delivery conflicts in advance Methodical and accurate worker Calm disposition Experience of undertaking end to end procurement projects including tendering and contract award Experience of Public Sector procurement procedures Excellent IT skills in a Microsoft Windows environment Working knowledge of Access Literate Numerate Common Sense Logical Thinking Ability to grasp ideas/concepts quickly DESIRABLE Experience of building and managing relationships with customers, and internal stakeholders Working Knowledge of Sx3 Northgate Housing Management System Working Knowledge of Business Objects SKILLS Excellent oral and written communication skills with the ability to communicate at a variety of levels An understanding of database structures Able to sort and analyse data Accuracy and attention to detail Efficient and Organised Able to prioritise workloads Able to write clear, concise instructions and document procedures Background knowledge in building/property maintenance Understanding of Local Government An understanding of the Freedom of Information Act Basic understanding of systems development and implementation Experience of database maintenance DISPOSITION Patient Flexible Adaptable Self-motivating Industrious Enthusiastic Communicative Experience of working in a team or project environment

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