Procurement and Contract Officer

8 months ago

Dundee, United Kingdom V&A Dundee Full time

**Who are we?**

We are Scotland’s design museum. Designed for everyone, firing imaginations and sparking curiosity in design across Scotland and around the world. At V&A Dundee we are on a mission to inspire and empower through design.

Design shapes our world, it's part of everyday life and it's everywhere. We are a museum with energy and have a vision of the future where everyone is inspired through design and recognizes its far-reaching impact in our lives.

We are a welcoming place for people of Dundee to explore design and to use as an everyday part of their city, as well as inviting visitors from around the world. We are part of the V&A family of museums that celebrate creativity in all its forms from across centuries, for everyone.

**Role Profile**
You will be responsible for providing a source of expertise for procurement activity across the organisation with a particular focus on ensuring value for money is achieved from all expenditures and for making a significant annual contribution towards savings and efficiency targets. You will do this through supporting tendering activity and being responsible for the analysis and monitoring of purchasing across V&A Dundee.

You will help maintain positive supplier relations, find and evaluate suppliers, products and services, negotiate contracts and acquire the most cost-efficient deals without compromising on quality.

Prior experience in regulated procurement of goods/services for public sector organisations is desirable. Familiarity with public sector procurement practices and regulations in Scotland is essential.

**Duties and Responsibilities**

**Key objectives**:

- Review the Procurement Strategy and Guidance
- Ensure internal staff are familiar with and follow the Procurement Guidance by providing training where necessary
- Supporting teams through all aspects of the tender processes from producing score documents to assisting with assessing tender responses
- Contract administration (from tendering to termination/completion)
- Maintaining positive supplier relations and identifying ways V&A Dundee, as a publicly funded organisation, can maximise the impact of the use of those public funds
- Support the Head of Finance to analyse organisational expenditure to identify trends, efficiencies and opportunities

**Responsibilities**:

- Procurement Strategy and Guidance_
- Periodically review the Procurement Strategy and Guidance to ensure it remains compliant to legislation and relevant to the activities of V&A Dundee
- Maintain an awareness of best practice and changing legislation
- Liaise with and utilise the founder and sector network of procurement knowledge and skills to support the delivery of the Procurement Strategy
- Staff Training_
- Train staff to follow V&A Dundee procurement guidelines
- Tender Process_
- Support internal teams through the tender process
- Review tenders and scopes for completeness and advise on changes needed as necessary
- Assist with administration of tenders and liaise with prospective suppliers/service providers
- Contract Administration_
- Maintain a contract database
- Ensure new contracts are processed in line with policy and support the internal requestor to review
- Using professional experience to review contracts
- Alerting internally to key contract dates (e.g. termination notice, extension, performance review etc)
- Supplier Relationship_
- Helping build a positive supplier relationship to ensure a successful relationship while ensuring proper contract performance and quality
- To identify opportunities to ensure suppliers follow similar values to V&A Dundee (e.g. fair work framework, sick pay, H&S etc) and to support DCC initiatives around Community Wealth building
- Analysis and Monitoring_
- Annually review the effectiveness and benefits of the Procurement Strategy
- Monitor internal compliance of guidelines

**Key Relationships**:

- Head of Finance
- Budget holders and staff undertaking procurement
- Procurement counterparts at our founders, for advice and support. Founders: Dundee City Council; University of Dundee; Abertay University; Scottish Enterprise; V&A.

**Personal Specification**
- Essential_
- Experience in writing and running tender processes
- Writing guidelines, procedures and policies
- Ensure efficient systems and processes are embedded
- Public sector Procurement legislation in Scotland
- Solid communicator
- Well-developed interpersonal and relationship building skills
- Attention to detail and highly organised
- Desirable_
- An industry recognised certification such as the Chartered Institute of Procurement & Supply (CIP) certification / NVQ certifications in Supply Chain Management or equivalent is desirable
- Delivering internal training and workshops to upskill staff
- Supporting contract performance reviews with the lead manager
- Awareness of obligations on charities
- Supporting contract performance reviews with the lead manager
- Working with Public Contract Scotland notice

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