CUMBRIA COUNTY COUNCIL. Strategic & Commercial Procurement

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1 CUMBRIA COUNTY COUNCIL Strategic & Commercial Procurement JOB PROFILE Post Title: Procurement Services Supervisor Responsible To: Senior Manager: Strategic & Commercial Procurement. Grade: BS.5S Main Purpose: To supervise the Procurement Business Support team to provide consistent and coherent support across the unit for effective service delivery and meet objectives in the Corporate Procurement Service Plan while offering efficient and cost effective high quality services to front line County Council directorates. To manage the preparation and delivery of key management/performance reporting information to the Senior Manager for Corporate Procurement and other members of the Corporate Procurement management team. To administer the daily application of the E5 Procurement tool, its associated catalogues and other key functions and modules on purchase to pay systems and to deliver training where required and attend meetings, including the e5 Board as lead for the corporate e-procurement system. To monitor the monthly budget and report on any variations to the Senior Manager Principal Accountabilities To effectively supervise the Procurement Business Support team to develop a flexible teamwork approach which is responsive to change and provides an excellent standard of customer care. Supervise, motivate and support the development of the staff within the team to achieve effective and efficient performance. Responsible for performance appraisals of team members and appropriate development reviews identifying key training needs and ensuring continuous professional development. Support the Corporate Procurement management team by co-ordinating the collection, collation and production of key performance data to strict deadlines on

2 a weekly/ monthly/annual basis on key performance indicators including Performance Plus; IIP; Freedom of Information; Risk Management; E5 Procurement data; CIPFA benchmarking; Contract and Tendering schedules. To participate in the Corporate Procurement management team by providing effective advice, guidance, co-ordination and support across CCC on all aspects of the business support, budget monitoring and the E5 Procurement system Supervise the Procurement Business Support team in the development, installation and maintenance of the electronic content of the E-Proc system. Develop and manage systems to support and maintain further electronic catalogue ranges through working closely with Corporate Procurement colleagues, across CCC directorates, partner organisations and suppliers Supervise the administration, control and integrity of purchasing cards throughout CCC To supervise a key advisory service for CCC requisitioners on the operation of the E5 Procurement system ( e-proc Helpline) Responsible for the implementation of effective customer feedback sessions on the E5 Procurement programme and recommend changes and take action on key issues arising from the sessions. Produce reports on the feedback sessions to the Senior Manager and the Corporate Procurement management team. Responsible for the production of key management information for the Senior Manager of Corporate Procurement, Procurement Project Mangers and Category Managers through the effective operation of the Cognos financial reporting tool, Spendpro electronic analysis tool, and both E-Procurement and E5 programmes. Hold main Cognos operators licence for SCPU. Take the lead on the provision of training, support and advisory work on E- Procurement both on receipting and requisitioning for all CCC departments. (Including attendance at any relevant meetings as a Corporate Procurement representative for e-procurement ) Advise CCC departments and Directorates on the use of e-procurement and other modules of e5 including PCR and Inventory Management. Work closely with the e5 Systems Team to ensure the e-procurement system is working correctly. Report any issues and undertake UATs to test repairs to faults where applicable.

3 To support the Procurement Projects Managers by taking responsibility for the maintenance of the CCC content and input in the use of the electronic tendering portal, The Chest. Act as lead in the mentoring of new Youth Pathways to Employment trainees allocated to Corporate Procurement Promote efficient working by regular monitoring of work methods and systems to propose continuous improvement for the unit. Continually and proactively promote the range of goods and services and contracts available from Corporate Procurement to ensure optimum utilisation by CCC directorates and external partners/customers. Ensure strict levels of confidentiality at all times

4 Cumbria County Council Strategic & Commercial Procurement Person Specification February 2011 Procurement Services Supervisor Qualification/Training/ Competences Relevant Experience ESSENTIAL NVQ Level 3 in relevant business discipline or equivalent procurement qualification or equivalent level of experiential learning in a business/commercial service environment Procurement Level 1 Training in the use of electronic procurement/financial systems Project Management Level 1 Extended level of experience of working in a busy office environment as part of a service delivery team Extended level of experience of working within a purchasing and tendering function in a complex service driven environment Extended level of working within an e-enabled business Extended level of experience of electronic procurement systems and production of management information from them DESIRABLE Willingness to train towards a further business services qualification and the acquisition of further supervisory skills Experience of working with schools, Local Authorities or similar operations. Experience of utilising e- procurement systems including the preparation, coding and installation of electronic catalogues Experience of successful delivery of arrange of electronic procurement tools to a wide customer base Experience of staff supervision and development

5 Knowledge Extended level of experience in delivery of high level of customer care. Customer relationship management Modern administration procedures Public Procurement regulations and processes Electronic procurement systems and their use in a public sector and commercial environment Goods and Services Acts Information management and data analysis techniques Effective staff appraisals Local government reporting processes Use of financial management programmes for the production of procurement management information Project Management Knowledge of procurement processes including tendering and request for quotations Skills Logical systematic approach to own workload Effective oral, written and presentation skills Numerate and literate Computer literate key ICT applications Customer focussed desire to understand customers and their

6 service needs and behaviours to anticipate, deliver and exceed their expectations Well developed interpersonal skills with an ability to instil trust and confidence through effective communications Ability to operate with confidence, resilience and integrity Decisive Promote innovation and learning Ability to use own initiative Ability to meet targets and deadlines and work under considerable pressure Team player Car driver Special Circumstances

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