Procurement & Contracts Officer

3 weeks ago

London, United Kingdom Novo-K Limited Full time

Our client in the Charity sector is looking to recruit a Procurement & Contracts Officer to join their established team. The core element of the role is to provide a professional and efficient service in respect of procurement activity and other relatedcontracts, as well as more general contractual activity and advice from time to time. This is a great opportunity for someone looking to take the next step in their procurement career.

Specifically this encompasses working within project teams large and small and managing or providing advice on procurement processes as required.

The procurement process includes:

- Drafting and developing tender documentation;
- Supplier sourcing;
- Pre-supplier engagement;
- Tender process planning and management;
- Tender analysis;
- Obtaining requisite internal approvals; and
- Drafting and negotiating contracts including service level agreements, and so delivering value for money.

The role requires a flexible and creative approach and general ad-hoc contract and commercial advice across all areas of the business, not all directly procurement related.

Key stakeholders:
Internally:

- All areas of the business, at every level of the organisation including HoDs and Directors.

Externally:

- Current and potential future suppliers.
- Procurement Teams within other charitable and DCMS Arms' Length Bodies.
- Legal representative / experts.

Communication with customers is through a combination of face to face meetings, telephone and in writing.

Key areas of responsibility:
1. Value for Money (VFM):
Working independently (whilst supporting the Procurement Manager) to ensure VFM in the whole sense of the term for goods and services are delivered by:

- Contributing to procurement / supplier performance review meetings with key suppliers and internal customers
- Participating in internal project teams and designing / managing tendering exercises;
- Analysis of proposals, and assessment of supplier quality and capability;
- Assessment of risk exposure within contract categories;
- Negotiating contracts, and finalisation / placement of the same ensuring risks are mitigated;
- Assist colleagues in obtaining quotations / tenders for low value/ risk contracts;
2. Probity and Advice:

- To ensure the Procurement process and best practice is upheld and adhered to, and sufficient planning is undertaken to deliver on time.
- Provide guidance and advice on processes to customers as required.
- Manage the whole process for less experienced colleagues
- Provide a more consultancy based type of support to more experienced managers
- Develop and ensure use of standard templates;
- Ensure requisite approvals and authorities to purchase are obtained.
- Ensure financial health checks are undertaken where appropriate.
- To ensure Health and Safety and Insurance requirements are maintained where contractors are required to work on site.
- Ensure variations and extensions to contracts are documented and agreed by both parties and are in accordance with policies.

3. Contract Management:
For all relevant contracts:

- Monitoring and reviewing performance;
- General liaison and relationship building with suppliers;
- Identifying and rectifying non-performance;
- Continually exploring and evaluating efficiency and cost saving opportunities;
- Arrangement of performance feedback from internal colleagues;
- Make recommendations for improvements.

4. Records Management, Monitoring & Statistics:

- Maintain adequate records of existing agreements and contracts.
- Ensure signed contracts and agreements are in place and filed.
- Contribute to maintaining a log of savings, efficiencies and feedback on department performance feedback.

5. Administration:
Contribute to the efficient operation of the Procurement Department through such tasks as:

- Setting up Meetings
- Filing
- Maintenance of Contracts Database
- Management of the potential suppliers listings
- Updates to Intranet site
- Updates to tender process and contract document templates in-line with new legislation or as agreed with the Senior Procurement & Contracts Manager or Head of Procurement and Contracts

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