JOB DESCRIPTION PROCUREMENT OFFICER PROCUREMENT MANAGER

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1 JOB DSCRIPTION JOB TITL: RSPONSIBL TO: DPARTMNT/ SCTION: PROCURMNT OFFICR PROCURMNT MANAGR FINANC & PROCURMNT SALARY ( ): 18,033-20,098 Grade 6 Pt MAIN PURPOS OF TH JOB To provide administrative and business support to the Procurement section of the Finance and Procurement service with key responsibilities for the following areas: To input and validate information relating to the procurement of goods services and materials To analyse procurement and payment information. To act as the first point of contact for procurement queries from internal and external customers To support and advise other administrative staff within the organisation with regard to procurement activities To maintain the corporate contracts register ensuring that procurement exercises are commenced early enough to ensure that the procurement process is completed on time. To maintain the corporate register of approved works contractors and suppliers and ensuring that all the necessary information required from contractors and suppliers, included on the list, is accurate and up to date. To provide administrative support to the Corporate Procurement section Monitor and report on compliance with procurement policies and procedures within the organisation VISION AND VALUS This post will help Cartrefi Cymunedol Gwynedd achieve its vision: To be a leading provider of quality housing meeting the needs of customers, valuing communities

2 By keeping to our values: Fair Accountable Open Innovative Approachable KY RSPONSIBILITIS General To monitor and manage the Procurement address and resolve any issues arising. To monitor CCG s -trading system in conjunction with the Assistant Procurement Manager Tendering / Procurement of Works, Goods and Services To manage the advertisement of all procurement opportunities CCG may have in accordance with national and uropean requirements. To attend pre and post tender, contract negotiation and departmental meetings as required. Scan and prepare tender, contract and questionnaire documents for the purpose of uploading onto shared drives Assist in recording and sorting incoming and outgoing electronic mail, to include any tender related queries from bidders. Assist in rolling out purchasing contracts and frameworks across the organisation, monitoring and ensuring business compliance. Statistical Information and Returns Prepare reports, information and statistics on purchasing activity as required To analyse purchasing data and payment information in order to generate standard and ad-hoc reports as required To control the collection of KPI procurement data to meet internal and external requirements. Budgetary Control and Financial Management To assist with the management of allocated budgets for any categories that are managed by the procurement section.

3 Manage the payment of invoices for any categories of procurement that are managed by the section. Identifying opportunities for reducing purchasing expenditure Advice & Guidance Assist and provide advice and support to managers and budget holders on daily and non strategic procurement matters in line with agreed processes and procedures for low value, low risk contracts. Working with colleagues to provide purchasing and commercial advice to support daily non strategic activities. Administration Create and maintain an electronic filing system of all opportunities and contracts for CCG in line with the organisations requirements. nsure that all relevant documentation is available on the appropriate shared drives To maintain a register of all approved suppliers and contractors and ensure that all information relating to contractors and suppliers is up to date and accurate. Manage and arranging meetings, courses and seminars as required. To undertake administrative tasks as directed including, but not limited to, typing, filing, photocopying, and assisting with invoice processing work. To manage the administration of CCG s corporate purchase card system General Maintain an understanding and awareness of CCG s procurement policies Maintain knowledge of current and new legislation that relates to the Procurement function Maintain an understanding and knowledge of online procurement systems such as e-auctions and e-tendering. To have an understanding and knowledge of CCG s Corporate Policies, in particular: o Financial Regulations o Procurement strategy o Value for Money Strategy o Contract Rules

4 Performance and Quality To assist in the development and improvement of working methods, systems and procedures to maximise performance and efficiency. Utilise and contribute to the development of IT systems to continually improvement the performance and efficiency of the service. Look for efficiency savings through operational supply chain management and more streamlined purchasing processes GNRAL MANAGMNT RSPONSIBILITIS To contribute to the broad development of the organisation in meeting its mission, and to constructively challenge traditional ways of working and develop innovative responses; To ensure compliance with the organisation s Standing Orders, financial regulations, standards of probity relating to the organisation s charitable status and Welsh Assembly Government Regulation. To ensure that all organisation s Corporate Policies are implemented within his/her sphere of management in particular: o Health, Safety, Quality and nvironment o qual opportunities and BM Policies o Risk Management o Performance Management To constructively challenge traditional ways of working, develop innovative responses and be committed to continuous improvement To ensure that tenant and customer interests are identified and fully taken account in those services within his/her sphere of influence. No job description can cover every issue which may arise within the role at various times. In order to maintain an effective service you may be required to undertake any other reasonable tasks, which is broadly consistent with those in this document as determined by your line manager, Head of Service or Director

5 PRSON SPCIFICATION SSNTIAL/ DSIRABL QUALIFICATIONS 5 GCS (Grades A-C), including Maths and nglish CDL or equivalent I.T. qualification Chartered Institute of Procurement and Supply (CIPS) level 3 or equivalent D XPRINC, KNOWLDG AND SKILLS xperience of dealing and negotiating with suppliers / contractors xperience of working in a busy purchasing environment within a housing association or public sector organisation. xperience of working with and analysis data from a purchasing system Track record of working with KPI s Ability to analyse problems and provide solutions Able to use Microsoft office suite of software applications to maintain systems and records and produce documentation such as letters, reports, graphs, presentations etc. To be IT literate with financial purchasing and payment systems. The ability to work in accordance with and making decisions within, guidelines and procedures. xcellent attention to detail and the ability to rationalise situations involving complex data and/or situations Adheres to and promotes the organisation s business values. Deals with customers and colleagues with commitment, integrity and respect. Recognises and respects the individual value of all employees. Adopts an open, flexible and receptive approach to working with others. Produces accurate and high quality work to meet deadlines. Uses initiative and consults with manager where required. Articulates opinions, ideas and information confidently and clearly. Actively listens to the communications of others. D

6 Supports and shares information with team members, Assists in identifying and defining problems, taking appropriate measures to resolve them through consultation with team members and manager. Communicates objectives clearly. Meets deadlines through planning and monitoring delivery with team, keeps all appropriate parties informed of progress. Demonstrates judgment and the ability to take decisions at a local level, seeking advice and information when appropriate. Is aware of main organisation objectives, demonstrating flexibility in task management and priorities as required. Contributes ideas to facilitate change and improve services. Uses clear oral and written 2-way communication to share information. In possession of a full driving licence OTHR Full clean, valid driving licence D LANGUAG RQUIRMNTS A fluent bilingual Welsh/nglish speaker and writer

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