Procurement and Contract Officer

4 weeks 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 and will be particularly focused on ensuring value for money is achieved from all expenditures and for making a significant annual contribution towards savings and efficiency targets, through tendering activity and the analysis and monitoring of purchasing across V&A Dundee.

Maintaining positive supplier relations, finding and evaluating suppliers, products and services, negotiate contracts and acquire the most cost-efficient deals without compromising on quality.

V&A Dundee is the trading name of Design Dundee Limited (“DDL”). Prior experience in regulated procurement of goods/services for public sector organisations, coupled with familiarity with public sector procurement practices and regulations in Scotland.

**Duties and Responsibilities**

**Key objectives**:

- Review the Procurement Strategy and Guidance
- Ensure internal staff are familiar with and follow the Procurement Guidance
- Supporting teams through the tender processes
- 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 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_
- Liaise with internal teams to manage the future workflow in a timely manner
- 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
- 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

This is a part-time position, working 22.5 hours per week working in a hybrid flexible environment with a mixture of home working and working from our museum in Dundee. We offer a generous package including 38 days holiday, pension scheme, company sick pay, entry to V&A Dundee paid exhibitions and many more discounts and benefits.

**Job Types**: Part-time, Permanent

**Salary**: From £27,900.00 per year

Expected hours: 22

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