Procurement Assistant
Directorate: Corporate Services
Section: Strategic Change
Location: City Hall, The Castle, Bangor however, may be required to work in any location in the Council
Responsible to: Senior Procurement Officer
Salary: Scale 6 SCP 20 23
Car User Status: Casual
PURPOSE AND FUNCTION OF THE POST
To assist the Senior Procurement Officer in the provision of procurement support across the Council including undertaking tender competitions and providing support to Officers at all stages of the tendering process from initiation meeting with client to award and contract management within the constraints of UK procurement regulations.
PRINCIPAL DUTIES AND RESPONSIBILITIES
To assist with the review of contracts, identify and pursue efficiencies including review of spend information as required.
To assist with the monitoring of all deviation from the procurement policy to review, identify and pursue efficiencies, including assisting with review of local procedures.
Managing contract initiation process and apply quality assurance procedures.
Assisting/shadowing the Senior Procurement Officer with quotation and tendering process and assisting with the drafting of quotations and tender documentation including evaluation reports.
Use of eProcurement platform to include issuing of tenders, system administration, updating and clarification management.
To help raise procurement awareness across the organisation and co-ordinate the provision of procurement training, support and advice to departments as required.
Assisting the Senior Procurement Officer in providing advice and guidance on the procurement processes to individual sections across the Council.
To input and monitor the implementation of new contracts on the financial management system. Monitor contract management across the Council with both Officers and suppliers and report to the Senior Procurement Officer on performance.
To provide technical support to Officers and to provide tender support as required by the Senior Procurement Officer including service unit and contract administration.
To comply with and promote equality, health and safety in accordance with Council Policies and legal requirement.
To undertake any other appropriate duties as may be allocated from time to time in accordance with the general nature of the post.
PERSON SPECIFICATION
The person specification provides information on the qualifications, experience, knowledge and skills required to carry out the duties of the post.
The essential criteria will be used for shortlisting and as part of the selection process.
QUALIFICATIONS
Essential Requirements
2 GCE A-levels or equivalent
Desirable Requirements
Chartered Institute of Procurement and Supply qualification
EXPERIENCE
Essential Requirements
2 years relevant administrative experience in each area below:
Experience in cross departmental working / a collaborative approach to work
Experience in the use of Microsoft Office and related packages, particularly word and excel
Experience in producing accurate work to tight deadlines
Experience in the collation of management information
Organising and prioritising a demanding workload to meet tight deadlines
Desirable Requirements
One years relevant experience of working in a procurement or purchasing function.
Experience in the use of eProcurement
Experience in the use of a Financial Management System
Assisting with the preparation and issue of tender documentation, providing advice and guidance on all stages of the procurement process and contract management
Experience in processing confidential and sensitive information within GDPR principles
KNOWLEDGE, SKILLS AND ABILITY
Essential Requirements
Excellent written and oral communication skills
Ability to meet high standards of quality and professionalism in performance and communicate effectively
Be proactive and self-motivated and have the ability to develop and maintain good working relationships to enhance performance.
Desirable Requirements
Awareness of relevant UK Procurement legislation
OTHER REQUIREMENTS
Essential Requirements
A current full driving licence and access to a suitable form of transport
Applicants without a full driving licence should have access to a form of transport to enable them to meet the nature and requirements of the post
Access to a good internet and WIFI services if working from home or on a hybrid basis
Consent to a basic AccessNI check
*The above alternative (access to a suitable form of transport), is a reasonable adjustment specifically for applicants with disabilities, who because of their disability, are unable to hold a valid driving licence.
The selection panel reserves the right to enhance the shortlisting criteria to facilitate the process when necessary.
WHJS1_NI
…