JOB DESCRIPTION. 1. JOB TITLE: Procurement Officer 2. HRMS REFERENCE NUMBER: HRMS/ ROLE CODE: 4. DEPARTMENT: Chief Financial Officer

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1 JOB DESCRIPTION 1. JOB TITLE: Procurement Officer 2. HRMS REFERENCE NUMBER: HRMS/ ROLE CODE: 4. DEPARTMENT: Chief Financial Officer 5. ORGANISATION CHART: Chief Financial Officer Deputy Bursar Procurement Officer Director of Catering & Conference Services Finance Department Catering and Conference Department 6. JOB PURPOSE: To provide a professional purchasing service to the University, in accordance with the Financial Regulations and the Purchasing Policy. To seek optimum value for money from non-pay expenditure (currently 30 million per annum). 7. BACKGROUND INFORMATION: The role of the Procurement Officer is to promote, develop and pursue Value for Money in all procurement activities throughout the University. This involves: creation and agreement of an annual procurement plan with the Value for Money Steering Committee; engagement, communication and joint working with all budget managers throughout the University; managing and administering tenders, observing University, statutory and European Union Procurement regulations ( OJEU ); monitoring progress throughout the year on the procurement plan and Value for Money (VfM) activities; representing the University at relevant North West Universities Purchasing Consortium (NWUPC) meetings and national groups/organisations.

2 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communicating Effectively Must be able to communicate effectively: To work with budget holders inside the University, raising awareness of the importance of procurement disciplines. Communication required to negotiate purchasing contracts on behalf of the University. Report to VfM and other committees on work and progress. 8.2 Leadership and Working Collaboratively The Procurement Officer works with minimal supervision, reporting directly to the Chief Financial Officer. Manage and administer the Tender process. The Procurement Officer works within the University Financial Regulations and Purchasing Policy and has the authority to select suppliers and products on behalf of the University leading to the award of contracts. 8.3 Liaison and Networking As this is a specialist role, engagement and networking with staff inside and outside the organisation is critical in various elements of work: Actively promote NWUPC and other collaborative contracts throughout the University. Assist and advise Departmental Heads in purchasing activities and engage with University staff at other levels to raise awareness of the importance of VfM and good procurement. Actively engage with the NWUPC fellow procurement officers, suppliers and national groups on behalf of the University. 8.4 Delivering a High Quality Standard of Service Manage all contracts in place. Ensure compliance with the European Public Procurement Directive. The incumbent is not a Budget Holder. However he/she is involved with annual expenditure of up to 30 million, and will be required to quantify savings achieved to comply with the Higher Education Funding Council for England (HEFCE) guidance. 8.5 Effective Decision Making Advising at VfM Committee in order to asses key impact areas within the overall University non-pay spend circa 30 million. Agreeing selection criteria for tender evaluation with departmental ordering staff. Assessing and analysing tender submissions when received with departmental staff. Recommending suitable solutions for a variety of tenders.

3 8.6 Planning and Organising Self and Others Planning and organising workload to meet tender deadlines. Ensure the delivery of strategy meets objectives and key areas of the annual VfM plan. Ensuring that procurement is effective and analyse results. Liaise with a range of stakeholders autonomously in respect of procurement. 8.7 Innovation and Improvement (Effective Problem Solving) Assist with the resolution of any conflict between the University and its suppliers. Develop procurement maturity. The University s current position in respect of this is tactical, looking to progress to planned through action plans which the post holder will work on. Generate improvement within procurement through VfM. Develop category management. Develop the procurement processes within the University, with particular regard to e-purchasing, initiating and implementing procedural change. 8.8 Analysis and Research Undertake market and supplier research as appropriate. Analysis of the University overall procurement position leading to the VfM being able to target work on identified areas. Research markets analysing tariffs and producing a strategy in relation to tender specifics. 8.9 Sensory and Physical Demands Standard office environment 8.10 Work Environment Office environment with no responsibility for the health and safety of others beyond due care 8.11 Pastoral Care and Welfare Expected to show basic sensitivity to colleagues and customers Team Development Not in own team, but responsible for awareness and development of procurement discipline in teams in Finance and budget holders throughout the University Teaching and Learning Support Not Applicable 8.14 Knowledge and Experience Procurement Specialist

4 8.15 General To undertake any other duties commensurate with the grade, and/or hours of work, as may reasonably be required. To take responsibility for upholding and complying with the University s Equality and Diversity policies and for behaving in ways that are consistent with fair and equal treatment for all. To comply with all University Health and Safety policies.

5 PERSON SPECIFICATION Job Title: Procurement Officer Department: Chief Financial Officer PERSON SPECIFICATION Criteria / Method of identification Qualifications: Honours Degree or equivalent. A full member of the Chartered Institute of Purchasing and Supply Proven Experience: Significant Procurement experience Experience in a Higher Education environment Delivering academic and service excellence: Good knowledge of: Contract Law Whole Life Costing EU Procurement Directives VfM Issues Numerate and computer literate with knowledge and experience of MS Office specifically Word and Excel Good influencing and persuading skills Commercial outlook and negotiating skills / / / / / Managing self and inspiring others: Ability to promote good practice throughout the University by influencing others Good organisational and project management skills to work in stand alone role Working together: Specialist role, working together with others inside and outside the organisation is key. Organisational and stakeholder awareness: Awareness of (and ability to influence) various stakeholders is necessary: VfM Committee and senior management, spending departments, external vendors and consortium bodies. Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage.

6 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT PROCUREMENT OFFICER SALARY SCALE University Scale OS9, points 31 34, 31,331-34,223 per annum payable monthly in arrears. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the post-holder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK Monday to Thursday Friday 9.00am pm 9.00am pm (Less one hour lunch break each day) A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. HOLIDAY ENTITLEMENT 22 days per annum (pro-rata during the commencement and cessation years), rising to 27 days after five years' continuous service. Two extra statutory days per annum during the Christmas period. PROFESSIONAL CONTRACT The successful applicant may opt to be employed on a professional contract. Those employed on professional contracts have a holiday entitlement of 35 days per annum. As a minimum they are expected to be present during the core hours of the role, as outlined above, and they are not entitled to participate in the department s flexi-time scheme. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University is an admitted body to the Cheshire local government pension scheme. All support staff are eligible for membership of the scheme, and upon appointment, will be asked to indicate whether or not they wish to join the scheme. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy.

7 PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Completed application forms should be returned to HRM Services, University of Chester, Parkgate Road, Chester, CH1 4BJ, no later than Monday 28 th October 2013, quoting reference number HRMS/ s will be held on Monday 11 th November 2013.

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