Job Description. Supply Chain Procurement Law and Contracts Officer

Transcription

1 Job Description Job Title: Post Number(s) Department: Section: Reports to: Supply Chain Procurement Law and Contracts Officer Grade: PO5 Supply Chain Management Supply Chain Development Hub Supply Chain Development Manager PURPOSE OF ROLE: 1. To provide legislative advice to the Supply Chain Management department enabling them to procure in accordance with EU procurement legislation and other relevant legislation.e.g. the Social Value Act; 2. To proactively ensure that the department s practice is fully up to date in respect of any developments in case law or new legislation; 3. To be the departments lead point of contact with Legal Services; 4. To assist Category Managers by populating template contracts. Responsible for: KEY ACCOUNTABILITIES Corporate 1. To take the lead role in ensuring all supply chain activities are undertaken in accordance with all applicable legislation and the Council s own rules and regulations. 2. To work with the Supply Chain Policy and Procedure Officer to ensure that any legal requirements are embedded within policies, templates and guidance in a timely fashion and that colleagues are able to implement such requirements competently. To interpret complex legislative requirements into plan English in order for colleagues and customers to readily understand requirements 3. To provide day-to-day advice, support and guidance to colleagues in respect of legislative matters, taking a solution focused approach to business problems and providing a risk based analysis of options available 4. To participate in the Council s emergency planning and responses to emergency situations when required to do so. 5. To assist in the conduct of elections when required to do so.

2 Functional 1. Populating template contracts for colleagues within Supply Chain Management department. 2. Escalation of any complex or ambiguous matters to Legal Services 3. For low value/ low risk requirements review suppliers terms and conditions and advise the relevant Category Manager of any areas of risk, ambiguity or commercial disadvantage, for example termination clauses, onerous client responsibilities or ineffective performance guarantees. Recommend revisions and highlight the risks if these revisions are not implemented. 4. For medium-high value/ risk requirements where the Council is open to using the supplier s terms and conditions, complete a summary review of the acceptability of the terms as above in order to fully instruct Legal Services 5. Where disputes over contract terms arise, providing initial advice and support to the Supplier Performance team in terms of interpretation of contractual requirements 6. Work with colleagues to ensure that appropriate legal requirements are included in contract terms and monitoring 7. To support colleagues through coaching and training as co-ordinated by XXX 8. Undertake such responsibilities as may be allocated to this post from time to time by the Head of Supply Chain Development. KEY PERFORMANCE INDICATORS 1. All supply chain activities and contracts meet the required legislative standards. 2. Legislative requirements are embedded into day-to-day practice and readily understandable by colleagues and customers 3. Template contracts are populated to a consistently high standard 4. Legal Services are always involved in regard to complex, high risk or ambiguous matters KEY RELATIONSHIPS (INTERNAL AND EXTERNAL) 1. Building strong working relationships across the Supply Chain Management department to develop understanding of current legislation. 2. Build a close working relationship alongside the Council s legal department. COUNCIL STANDARDS Equal Opportunities: The Council has a strong commitment to achieving equality of opportunity and expects all employees to implement and promote this in their own work. 2/5

3 Health and Safety: The Council is committed to a healthy and safe working environment and expects all its employees to implement and promote its policy in all aspects of their work. Confidentiality: The Council is committed to maintaining privacy of all its staff and customers. It expects all staff to handle all individuals personal information in a sensitive and professional manner. All staff are under an obligation not to gain access or attempt to gain access to information they are not authorised to have. SIGNATURES Name of Line Manager:... Signed. Dated. Name of Post holder:... Signed. Dated The duties of this post will change and develop over time. It is the manager s responsibility, in conjunction with the post holder, regularly to review this document and amend it when necessary. [It is important that job descriptions are regularly reviewed and updated. Regular reviews should take place at appraisal meetings and exit interviews. These reviews would not normally require a job evaluation of the grade. Only significant changes or the addition of significant new responsibilities would require an assessment by Human Resources of the need for a re-evaluation of the grade.] 3/5

4 Employee Specification KNOWLEDGE AND EXPERIENCE: The Supply Chain Procurement Law and Contracts Officer should have had previous experience in delivering supply chain/legal activities for public and/or private sector organisations and, preferably, be able to demonstrate that they have experience in the following areas; Demonstrable professional understanding of all the legal aspects of supply chain activity; Ability to keep up to date with current supply chain legislation; Demonstrable cross team working to embed legislative principles to all supply chain activities; Experience in contract drafting and providing paralegal advice to the contract drafting process; Experience of participating in bid evaluation activities and processes; Able to assist supply chain managers to meet legislative requirements; Experience in monitoring compliance and ensuring all supply chain activity meets legislative requirements. SKILLS & ABILITIES: The Supply Chain Procurement Law and Contracts Officer should have the following skills and abilities; Good personal organisational management skills; To be able to act on their own initiative after receiving appropriate direction; Excellent team working skills; The ability to manage work streams and to maintain the momentum of progressing them to satisfactory conclusions; Willingness to develop networking skills; Ability to produce high quality written report drafts; To be able to develop good working relationships with all levels of staff; To be able to support briefings to executive and board level managers; To be confident in the use of office IT systems and programs especially word processing and spreadsheet programs; PERSONAL STYLE AND BEHAVIOURS: The Supply Chain Procurement Law and Contracts Officer must exhibit the following personal styles and behaviours; Works positively with colleagues in the team and across the organisation to ensure consistent good practice; At all times respects the confidentiality and the dignity of others; Ensure that they act professionally at all times in terms of behaviour, time keeping and meeting work deadlines; To participate in any team building initiatives that may involve extra curricular activities. ESSENTIAL QUALIFICATIONS: 4/5

5 Although relevant experience is the key for this post, any relevant professional qualifications at pre graduate, graduate and post graduate levels would be advantageous. An ability to have or, be willing to, gain and develop knowledge of English and Contract law would be also be advantageous. In addition the individual should be willing to undertake academic studies that will qualify them for professional body accreditation (i.e. CIPS, ISTL etc) 5/5