20150811 DRAFT Recruitment of Procurement staff for the MOD Commercial Function Information Pack MOD Commercial 1
Contents Page Welcome 3 Defence vision 3 Information on: Defence Equipment and Support Head Office and Corporate Services Defence Infrastructure Organisation 4 What does this mean in Practice? 5 Generic Commercial Role Requirements 6 Benefits and conditions of Employment 7 What opportunities are available and how do I apply? 8 What happens next 8 Annex A - Location of Commercial Function Personnel 9 2
Welcome The Ministry of Defence and the Armed Forces work together to defend Britain s interests at home and overseas and to act as a force for good by strengthening international peace and stability. A Civilian role within the MOD allows you to make a vital contribution to this effort while enjoying positions of variety and challenge. The Ministry of Defence (MOD) Commercial Function needs experienced Procurement staff to handle the extremely challenging and complex acquisition projects needed to support our Armed Forces. These projects, covering procurement, purchasing and contracting activities, are amongst the most complex in government and the private sector. Programmes range from the New Queen Elizabeth Aircraft Carriers, the Scout Specialist Vehicles and Typhoon Strike Aircraft, to the supply of medical equipment. We are recruiting to equip the MOD Commercial Function for the future, we are looking for innovative, talented, focused individuals to join us in being instrumental in defending Britain's interest at home and overseas. The Commercial Function provides the opportunity for a truly rewarding career, working on complex, interesting and often sensitive and high profile projects of great significance and consequence, with excellent training opportunities for your continued professional development. We are undertaking a series of Recruitment Campaigns for Procurement Staff at various levels of the organisation, which we call Pay Bands/Grades. We are not recruiting for a specific post, but for a standard at each of the levels and to help us do this have agreed a generic level of skills/experience required. We welcome applications from across Government and the Private Sector to ensure that MOD gets the best people for these roles. Defence Vision: Defence in a Changing World Our mission is to protect our country and provide the ultimate guarantee of its security and independence, as well as helping to project its values and interests abroad. To do this we must meet a complex range of threats and challenges in a rapidly changing world. We will always use our influence to reduce the risk of conflict but we must be ready to fight and win on difficult and dangerous operations against determined opposition. We must adapt to stay ahead, configure our capability to address tomorrow s threats, not yesterday s, build more versatile and agile forces for the future, and ensure our people have what they need to do what we ask of them. We cannot do everything on our own, so we must work effectively with our Allies and partners. And we must spend our budget wisely. We will continue to ask for a lot from our people, regulars, reserves and civilians, whose privilege and duty it is to defend the nation. We will need the best, proud of what we do together, fairly recognised and rewarded for what they achieve. 3
Defence Equipment & Support (DE&S) Defence Equipment and Support (DE&S) is a bespoke trading entity, an arm s length body of the Ministry of Defence. Employing around 12,500 people and with a budget of 14 billion. DE&S plays a vital role in maintaining military operational capability by acquiring and supporting a wide range of world class equipment and services to support the Armed Forces, both in the UK and on operations throughout the world. DE&S is made up of four domains, Fleet, Air, Land and Joint enablers. These in turn are made up of nine operating centres, for example, Weapons, Ships, Combat Air and Helicopters. The role of DE&S is to translate MOD requirements into contracts, manage the suppliers within industry, see equipment successfully into service, maintain and improve it through its operational life, and ensure cost-effective disposal when it is no longer needed. For further details on the MOD and DE&S please refer our website: www.gov.uk Head Office & Corporate Services (HOCS) Head Office and Corporate Services covers a number of elements of the Ministry of Defence, including the Defence Commercial Director area which has functional responsibility for all Commercial activity in the Department and has direct responsibility for specific elements of the Commercial function: namely, Policy, Procedure and Process (P3); Commercial Assurance Scrutiny and Due Diligence (CASDD); and for the Commercial activities of Information Systems and Services (ISS) and the Front Line Commands (Army, Navy, Air, and Joint Forces). The P3 team deliver commercial policy and guidance to meet legislative, Cabinet Office and Departmental requirements, and provide commercial governance services such as performance reporting, on behalf of the MOD Commercial Director. CASDD supports the MOD Commercial Director in his role on the Investment Approvals Committee, and through assurance activity ensures that Commercial business is carried out on a coherent and consistent basis across Defence. The ISS Commercial team, led by ISS Hd Commercial, is responsible and accountable to the Commercial Director and to Director ISS for the delivery of all commercial business within the ISS OC. This includes conducting procurement, commercial assurance and the management of contracts through life. ISS Hd Commercial leads on strategic Industry facing issues including policy and key supplier management for ISS, and manages Cross Government ICT Procurement strategy issues. The Army, Navy, Air and Joint Forces Commercial teams, based at various locations around the UK, deliver Commercial services to the Commands. These services include market and sourcing options, procurement process, contract and supplier management and a contribution to Departmental strategy and policy development. Defence Infrastructure Organisation (DIO) The Defence Infrastructure Organisation (DIO) plays a vital role in supporting the armed forces by building, maintaining and servicing what the men and women who serve our country need to live, work, train and deploy on operations. DIO manage delivery and maintenance of everything from service homes to hangars. They do this by understanding the needs of their customers, articulating the requirement to the industry partners, commissioning the work and then ensuring it has been done to the standards the customers expect. As one of the largest landowners in the UK, we manage assets worth 21bn, with an annual budget of 3.3bn. Our estate covers around 230,000 hectares and contains military bases, accommodation for service personnel and their families, supply depots, offices and airfields, as well as 170 Sites of Special Scientific Interest and 734 scheduled ancient monuments. DIO also provides all the catering, cleaning, guarding and other services that keep the military on the go. 4
What does this mean in practice? The Commercial Function is responsible for conducting the majority of Contractual Transactions that take place between the MOD and Industry. Day-to-day, MOD Procurement Staff will work with customers and project teams, along side project managers, finance & technical staff and military colleagues to purchase the equipment and services that the MOD requires and ensures all purchases are fit for purpose and achieve the best possible value for money. This could be anything from army boots to new Warships, ration packs to new Aircraft, technical training to medical care, new infrastructure to facilities management and much more. It s a role that directly adds value to the quality and cost effectiveness of the procurement/acquisition of goods, services, assets and works; impacting upon commercial relationships during one or more stages of the procurement cycle, i.e. from product or service conception through to the eventual disposal of the asset or termination of the contract. This will explicitly include the extraction of the value of these goods and services over the lifetime of any contractual arrangement. This will include the development of contracts which secure value for money and comply with legal and policy requirements. Main Responsibilities are: Committing the MOD to contract they sign on the dotted line Negotiating with Industry to get the best value for money on a project Building and maintaining relationships with Industry Giving Commercial advice to Project Teams that work in an Operating Centre/ Business Area. The MOD is bound by European Law to treat suppliers fairly when purchasing goods, works and services. A key part of the role will be ensuring that these principles and laws are upheld, liaising with the MOD s expert legal advisers as required. Officers will publish adverts which invite suppliers to bid for contracts and form part of the team that assesses these bids against the criteria set. For Senior Procurement Staff This could include developing commercial strategies, negotiating with one supplier and one bid or dealing with several, this depends on the nature and complexity of the equipment being purchased. It will involve drawing up the contract and seeking agreement from all parties. Once in place there will be a need for robust contract management to ensure that the contract conditions are kept and the equipment is delivered. Senior Procurement Managers/ Procurement Managers will be given a delegated power to spend money on behalf of the MOD with a maximum delegation level of 100 million. For Junior Procurement Staff This could include negotiating with one supplier and one bid or dealing with several, this depends on the nature and complexity of the equipment being purchased. It will involve drawing up the contract and seeking agreement from all parties. Once in place there will be a need to ensure that the contract conditions are kept and the equipment is delivered. Once competent, Procurement officers will be given a delegated power to spend money on behalf of the MOD dependant on the grade level, ranging from 250,000 to 10 Million, as appropriate. For Procurement Support Staff This could include supporting the Junior Procurement Staff with many aspects of their contracts and assisting in the filing, writing up documentation and general administration duties within the Commercial Team. 5
Generic Commercial Role Requirements To equip DE&S for the future, we are currently looking for innovative, talented, focused individuals to join us in being instrumental in defending Britain s interest at home and overseas. DE&S provides the opportunity for a truly rewarding career, working on complex, interesting and often sensitive projects of great significance and consequence, with excellent training opportunities for your continued professional development. The primary focus for the function (and individuals within it) is delivery of commercial services to our customers. These comprise commercial support throughout the life of projects and programmes from initial procurement strategy development through to project/programme closure and sales of Defence capability. Behaviours Actively seeks to add value, is result s orientated and output focussed Demonstrates energy and personal drive to deliver business outputs Responsive, innovative and seeks out opportunities to effect creative change Flexible/adaptable Builds positive and effective relationships that enable both commercial and/or project team goals to be delivered Willingly contributes commercial advice and judgement in the acquisition process Empowers others Fair, honest and transparent in all personal and professional activities Seeks continuous improvement and builds it into personal development plan Knowledge Has the technical knowledge required to meet the objectives of the role Knows how to deploy commercial processes, policies and tools effectively Knows how to combine interpersonal and commercial technical skills to engage people and manage relationships Knows how to build networks across functional boundaries to promote knowledge sharing Responsibilities Licensed Commercial Officers are responsible for managing Commercial activities across the spectrum of Acquisition and can have delegation to sign contracts depending on experience and level of competence (Acts under the authority of the Head of Commercial within delegated contractual powers as specified within the appropriate Commercial Licence.) As a member of the Commercial Function you will fulfil a broad range of responsibilities which may include: Working to deliver commercial aspects of acquisition programme objectives Working closely with project colleagues to achieve customer requirements Managing a range of stakeholders in the commercial process within the MOD, Other Government Departments and Industry Contributing to programme planning, procurement strategies and developing contracting strategies Compiling, issuing and evaluating tenders Contract placement Contract management and amendments Providing Commercial advice and guidance Ensuring all Procurement activities represent best value for money Ensuring all activity undertaken is in line with HMG procurement policy, applicable regulations and best practice Driving improvement Supporting commercial assurance process Developing policy, governance and process Improving commercial capability Line management responsibilities for members of staff where appropriate, encouraging training and development ensuring they are given opportunity to broaden their commercial and broader skills Procurement Support staff will assist the Commercial Function in undertaking all aspects of Contract 6
Benefits and Conditions of Employment In addition to the large variety of cutting edge jobs and an excellent opportunity to develop skills through training, including working towards professional qualifications, we also provide first rate benefits for all of our employees. Locations and Facilities The Commercial Function are based within many different sites and locations within the UK and Abroad, ie. Bristol, Corsham, Yeovil, Andover, Glasgow, Bicester, London to name a few. See Annex A Location of Commercial Function Personnel. The DE&S headquarters, for example are based in Abbey Wood, Bristol and, like many other sites, boasts an impressive range of facilities including a fully functioning gym, an on site nursery, a range of restaurants and coffee bistros and a hairdressers. It has great access by rail (Filton Abbey Wood railway station is located adjacent to the site) and by car from the A4174 and the M32. We understand the commitments our staff have, both inside and outside of the office. Our aim is to provide you with a place of work which allows you the flexibility you require to maintain a great work/life balance. Holiday entitlement Employees receive 25 days paid annual leave entitlement and this rises to 30 days after completion of 5 years service. In addition there are paid public holidays of 9 days per year. Training There are excellent training opportunities for continued personal and professional development, including a range of in-house courses and sponsorship to obtain formal qualifications via the Chartered Institute of Procurement and Supply (CIPS) which provides you with the skills and the knowledge to further your career through the Commercial Function. Other Benefits include Professional and personal development on skills, Promotion prospects based on merit Flexible working hours and alternative working practices Generous maternity and paternity package, including workplace nurseries at most locations Summary of Terms and Conditions of Employment Civil Service applicants will have the appropriate terms and conditions of service applied and salary will be through internal rules see (Ministry of Defence Revised Terms and Conditions of Service (TACOS): Employment All successful applicants will be given a permanent employment contract unless otherwise stated in the job advert. Salaries Specific details will be included in the job advert for each Band/Grade and will be dependant on the relevant skills and levels of experience. Pension The Department offers several pension schemes, which are a valuable part of the pay package. New employees will receive an option pack giving details of the schemes that they can join. 7
What opportunities are available and how do I apply? As a Government Department we advertise all opportunities on the Civil Service Jobs website. To submit an application you will first need to register for access. You can register at any time and set up job alerts to keep you informed of all vacancies matching your preferences that are advertised. To view the details of these opportunities use the job search option and select the following: Department: - Ministry of Defence Job Category: - Commercial The list of opportunities detailed above will then be shown, and you should then select the relevant opportunity to make an application. What happens next? Following the closing date of the advert you have applied for, a panel will consider the applicants and undertake a sift based on the criteria detailed within the advert. You will be notified if you are called forward to interview or not. The timeframe for the Interviews dates will be detailed in the specific advert. You will be notified of your Interview result. Limited feedback will be provided at both the sift and Interview stage. Successful candidates must be aware that as part of the Ministry of Defence requirement, health and security clearances will need to be obtained before any post offer can be made. 8
Annex A Location of Commercial Function Personnel 9