JOB DESCRIPTION. 1. JOB TITLE: Assistant Procurement Officer. 4. DEPARTMENT: Chief Financial Officer/Bursar s Office

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1 JOB DESCRIPTION 1. JOB TITLE: Assistant Procurement Officer 2. REFERENCE NUMBER: HR13297a 3. ROLE CODE: APOBO 4. DEPARTMENT: Chief Financial Officer/Bursar s Office 5. ORGANISATION CHART: Chief Financial Officer/Bursar Procurement Officer Deputy Bursar/ Head of Finance Director of Catering Services Assistant Procurement Officer 6. JOB PURPOSE: The Assistant Procurement Officer will provide a professional, high quality, customer service contributing to the University s Value for Money and procurement strategic objectives. Reporting to the Procurement Officer, and working closely with staff from across Academic Faculties and Support Departments, this role will facilitate varied procurement needs, managing competing tender priorities and promoting procurement good practice. Responsible for the procurement of goods and services across a broad range of categories. The role holder will need to demonstrate personal impact and be able to influence internal customers and stakeholders to secure their buy in to see the benefits that procurement can deliver. 7. BACKGROUND INFORMATION: The Procurement Office consists of the Procurement Officer and the Assistant Procurement Officer. The Procurement Officer is responsible to the Chief Financial Officer for the strategic development and management of the Procurement Office ensuring that the Procurement Policy, Financial Regulations, legal requirements and Value for Money objectives are adhered to.

2 The role holder will: support the University s value for money objectives from non-pay expenditure (2014: 34m) and assist in the implementation of the Procurement Strategy; ensure the integrity of tender processes and facilitate procurement procedures; issue and maintain guidance on procurement procedures and the procurement website in accordance with Statutory, European and University s Financial Regulations; liaise with Faculties and Departments, representing the University at relevant North West Universities Purchasing Consortium (NWUPC) meetings and national groups/organisations; exercise tact and diplomacy whilst protecting confidential information. 8. WORK PERFORMED AND/OR KEY RESULT AREAS: 8.1 Communicating Effectively The role holder is responsible for promoting awareness of the importance of procurement disciplines ensuring that the University s Financial Regulations, Procurement and Value for Money strategies are always adhered to and providing compliant advice and guidance to senior managers within the University The role holder will respond to procurement queries and requests for information on a daily basis from suppliers, tenderers, Departments and Faculties via , telephone and the setting up of Users and Suppliers on the University s e-tendering portal, In-Tend. The role holder will prepare and ratify tender documentation, evaluation matrices, and award notifications showing position ranking and percentage achieved by selected criteria. The role holder will have responsibility for the preparation of documents, reports, agendas and minutes as requested by the Procurement Officer. The role holder will undertake spend analysis and produce statistical reports, to meet with sector requirements, eg: HEFCE s EMM returns. The role holder will identify and support training needs on procurement regulations and other University financial processes. The role holder will produce and manage procurement communications, newsletters and organise workshops to support staff with purchasing responsibilities. 8.2 Leadership and Working Collaboratively The Assistant Procurement Officer will report directly to the Procurement Officer.

3 Often the first point of contact with Faculties, Departments, suppliers and external agencies, the role holder will be required to work collaboratively with all stakeholders when advising on procurement related enquiries such as explaining the outcomes of tender awards, handling clarification questions, and debriefing unsuccessful tenderers. 8.3 Liaison and Networking The role holder will engage staff, suppliers and external agencies when responding to enquiries and providing a professional, efficient and effective procurement service. The role holder will coordinate and participate in the Buyers Network, which consists of University staff whose responsibility is to purchase goods and services on behalf of their Department/Faculty and ensuring that the Network is kept up to date with all Statutory and University policies relating to procurement and value for money. The role holder will participate in the North West Universities Purchasing Consortia (NWUPC) to share best practice and review frameworks. 8.4 Delivering a High Quality Standard of Service The role holder is responsible for advising and responding to incoming correspondence, enquiries and requests from staff, tenderers, suppliers and external agencies via , telephone and the University s e-tendering portal in a timely manner. The role holder will attend meetings on behalf of the Procurement Officer and represent the University at external events. The role holder will prepare, issue and administer tender and evaluation documentation, (to include PQQ, ITT, OJEU notices), whilst adhering to European, Public Sector, statutory and the University s financial regulations. The role holder will update and maintain the Procurement website, guidance, template materials, contracts register and work plans. The role holder will project manage existing contracts with colleagues across the University. 8.5 Effective Decision Making The role holder is expected to work with minimum supervision and provide effective procurement advice, compliant with legislation, to members of staff, suppliers, tenderers and external agencies, referring to the Procurement Officer as necessary. The role holder will support tender preparation by clarifying scoping options, identifying alternatives and making suggestions to ensure objectives are met. The role holder will support the Tender Evaluation Panels by reviewing the justification to award and communicating decisions to tenderers.

4 8.6 Planning and Organising Self and Others The role holder will work autonomously, liaising with University staff, when planning and prioritising own workload so as to manage competing tender and project timescales. The role holder will develop and monitor Service Level Agreements as part of on-going contract management. 8.7 Innovation and Improvement (Effective Problem Solving) Based on a thorough understanding of the University s procurement policies and financial regulations, the role holder will resolve queries while ensuring compliance and adherence to legislative requirement, referring complex queries to the Procurement Officer. The role holder will develop improvements in procurement processes across the University by applying a whole-life costing approach so as to enhance overall value for money objectives and efficiencies; The role will devise and support new approaches or preventative measures so as to improve procurement processes. 8.8 Analysis and Research The role holder will collate data from Topaz and InTend to prepare supplier and spend analysis so as to enhance focus on delivering value for money objectives for the University and to assist the Procurement Officer in the strategic direction of Procurement s Forward Plans. The role holder will regularly research and monitor industry trends and legislative changes in order to continuously drive procurement good practice. 8.9 Sensory and Physical Demands Standard office environment Work Environment Office environment with no responsibility for the health and safety of others beyond due care Pastoral Care and Welfare Show basic sensitivity to colleagues and stakeholders and apply tact and diplomacy when responding to enquiries and dealing with confidential information Team Development Provide information and guidance on administrative processes to any new members of staff in the Procurement Office.

5 8.13 Teaching and Learning Support The role holder would be required to train and assist members of staff, tenderers and suppliers on use of the University s e-tendering portal and to develop awareness of procurement discipline with all University staff. Regular on-going support and advice would be conducted via telephone, on a one to one basis or as a formal training session Knowledge and Experience The Assistant Procurement Officer must: be able to work with minimum supervision, prioritise own workload and have excellent organisational and time management skills so as to meet tender and project deadlines; be numerate and computer literate, have excellent attention to detail with practical experience of MS Office, particularly MS Word and Excel, as the majority of the work involves producing tender documents, interpreting data, ratifying evaluation analysis and managing documents on the University s e-tendering portal; undertake training (e.g. CPD), to refine skills and develop professional knowledge and capability within Procurement General To undertake any other duties commensurate with your grade, and/or hours of work, as may reasonably be required of you. 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.

6 PERSON SPECIFICATION Job Title: Assistant Procurement Officer PERSON SPECIFICATION Department: Chief Financial Officer/Bursar s Office Criteria / Method of identification Qualifications: Degree or equivalent qualification Member of the Chartered Institute of Purchasing & Supply or willing to achieve within 4 years Application Form Application Form Proven Experience: Experienced user of Microsoft Office, specifically, Word and Excel Experience in dealing with commercially sensitive information Experience of Public Sector Procurement Regulations, EU Procurement Directives and Consortia Frameworks Experience of ERDF Procurement Projects Experience in a Multi-disciplined / Higher Education environment Delivering academic and service excellence: Understanding and good knowledge of: Principles of Value for Money and Whole Life Costing Commercial outlook and persuading skills Managing self and inspiring others: Excellent organisational and time management skills Ability to work with minimum supervision, prioritise own workload Working together: Effective communication skills to engage and work collaboratively with others Ability to promote good practice throughout the University Interview Organisational and stakeholder awareness: Effective problem solving skills Project management experience 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. Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Method of identification is where the selection panel will match the candidate s skills and abilities to the required criteria outlined (i.e. application form, interview, test)

7 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT BURSAR S OFFICE ASSISTANT PROCUREMENT OFFICER SALARY SCALE University Scale OS7, points 23 26, 25,513-27,864 per annum, payable monthly in arrears. HOURS OF WORK 36.5 hours per week Monday Thursday 9.00am 5.30pm Friday 9.00am 4.30pm (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. The Faculty of Health and Social Care operates a flexi-time policy. 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. 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 during the Christmas period. 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 operates two pension schemes for support staff: The default scheme is the Higher Education Defined Contribution Scheme (HEDCS), which is administered by Friends Life. The Cheshire Local Government Pension Scheme, to which the University is an admitted body. All support staff are entitled to participate in one of these schemes. Some staff will be automatically enrolled into a scheme, depending on their age and earnings, but if they do not wish to remain a member of the scheme, they will be entitled to opt out after enrolment. 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.

8 PROBATIONARY PERIOD A nine months' probationary period applies to all University posts. CLOSING DATE Application forms must be submitted through our online webrecruitment page quoting reference number HR13297a by 10 December 2014.

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