Sourcing and Procurement Officer

Job Title: Strategic Sourcing Officer

Salary: £32,076.00 – £33,945.00

Hours: 37

Contract: Secondment/Fixed Term – 12 months

Location: Civic/Apex/Hybrid

Internal vacancy. Applications will only be considered from existing Leeds City Council employees.

As a Strategic Sourcing Officer, you will excel in enhancing your current abilities while acquiring new, transferable skills. Your daily responsibilities will involve assisting a compact strategic sourcing team with various IT-related initiatives and procurement processes, which encompass software, hardware, telecommunications, IT services, and maintenance.

Leeds City Council, one of the region's largest employers with over 14,000 staff members, is dedicated to attracting and nurturing talented individuals who align with our ambitions - Best City Ambition.

About You

In the role of Strategic Sourcing Officer, you will contribute:

• Support for the IDS Strategic Sourcing team in delivering procurement and sourcing projects effectively and efficiently.
• Guidance on the Council's internal Contract Procedure Rules and external procurement regulations.
• Proficient handling of inquiries from colleagues within the Integrated Digital Service, the broader Council, and external entities.
• A commitment to maintaining confidentiality.
• Assistance in providing detailed information regarding IDS contracts in response to Freedom of Information requests.

About the Role

The successful candidate will gain insights into procurement processes, rules, and policies utilized within the Council and the Public Sector, while developing the organizational skills and commercial awareness necessary to manage projects independently.

This position offers opportunities to enhance communication and relationship management skills through regular interactions and meetings with internal personnel and external organizations. You will also acquire valuable experience in project and time management, essential for conducting procurement exercises and managing multiple projects and priorities.

The role necessitates the use of various Council systems and applications, including Yortender, FMS, Sharepoint, Word, and Excel, with training provided through on-the-job learning or formal sessions.

This position is crucial to our IDS Strategic Sourcing team.

What We Offer You

We take pride in delivering an exceptional employee experience, including:

• A competitive salary and annual leave entitlement, in addition to statutory holidays.
• Membership in the West Yorkshire Pension Fund with generous employer contributions.
• Flexible and hybrid working arrangements, subject to service requirements.
• A clear career pathway and opportunities for ongoing professional development.
• A variety of staff benefits to enhance your wellbeing and financial efficiency.

How to Apply

Please complete the online application form.

Review our guidance for further assistance. Ensure that your information is accurate and that all sections are completed before submitting your application.

A Disclosure and Barring Service (DBS) check will be conducted on preferred candidates. Read our recruitment of ex-offenders policy.

We are committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.

We advocate for diversity and seek a workforce that reflects the population of Leeds. Leeds City Council is ranked 70 on the Stonewall Equality Index 2023. We are also recognized as an age-friendly employer, a Mindful Employer, and a Disability Confident Leader.

All new Leeds City Council appointments are made subject to the satisfactory completion of a six-month probationary period.

This role is based in the UK. Employment is conditional on confirmation of the right to work in the UK - either as a UK or Irish citizen, under the EU Settlement scheme, or having secured any other relevant work visa. If you do not have the right to work in the UK and the role does not meet eligibility for sponsorship, please consider carefully whether you meet the eligibility to apply.

Job Description

Job Purpose

This is a diverse role where you will gain experience in various commercial and procurement skills. Initially, you will assist with the daily operations of the team, and as your experience grows, you will be expected, with appropriate support, to take ownership of specific projects and activities.

This position is an excellent opportunity for someone with prior office or administrative experience who is eager to enhance existing skills and acquire new, transferable skills. Your daily responsibilities will involve supporting a small strategic sourcing team with various IT-related projects and procurements, including software, hardware, telecommunications, IT services, and maintenance.

The successful candidate will learn about procurement processes, rules, and policies utilized within the Council and the Public Sector while developing the organizational skills and commercial awareness necessary to manage projects independently.

This role will provide opportunities to enhance communication and relationship management skills through regular interactions and meetings with internal personnel and external organizations. The successful candidate will also gain valuable experience in project and time management, essential for conducting procurement exercises and managing multiple projects and priorities.

The role requires the use of various Council systems and applications, including Yortender, FMS, Sharepoint, Word, and Excel, with training provided through on-the-job learning or formal sessions.

Responsibilities

• Collaborate with the IDS Strategic Sourcing team to assist in the effective and efficient delivery of procurement and sourcing projects.
• Provide guidance on the Council's internal Contract Procedure Rules and general external procurement regulations with support.
• Address all types of inquiries from colleagues within the Digital and Information Service, the broader Council, and external organizations effectively.
• Maintain a high level of confidentiality.
• Support the provision of detailed information regarding IDS contracts in response to Freedom of Information requests.
• Assist in the:
  • Production of Invitation to Tender and other procurement documentation.
  • Creation of evaluation criteria for straightforward procurements.
  • Evaluation of tenders and other supplier proposals.
  • Routine communication between the Council, other stakeholders, and suppliers.
  • Provision of contract management support to Contract Managers.
  • Offer specialist advice on the procurement of all ICT goods and services with support.
  • Undertake all other duties commensurate with the post.

The duties outlined are not exhaustive and will also include any other responsibilities within the spirit of the post, commensurate with the job evaluation outcome for this position.

Essential Requirements

Candidates must demonstrate the following criteria for the post. Only those who meet all essential requirements will be shortlisted for an interview.

Role Specification Essential Requirements

Personal Effectiveness

• Excellent organizational, numerical, literacy, and analytical skills.
• Experience of working effectively on your initiative and with minimal supervision.
• Experience of setting and adhering to quality standards.
• Experience of prioritizing and organizing work while maintaining flexibility to manage conflicting demands, an unpredictable workload, and strict deadlines.
• Awareness of requirements for handling and maintaining confidential information.
• Experience of positively supporting various meeting and workshop types, including effective minute/record keeping.
• Ability to communicate key issues effectively and appropriately, both verbally and in writing, to diverse audiences.
• Ability to identify different options and articulate the strengths and weaknesses of each.
• Commitment to self-development.

Communication

• Experience of using a range of IT software, including Word, Excel, and Outlook.
• Experience of preparing and presenting information concisely and clearly.
• Experience of drafting and proofreading documents to a high standard of written English.

Working with Others

• Experience of collaborating with colleagues and providing support to projects.
• Experience of exercising judgment in addressing internal and external inquiries.
• Willingness to cooperate and work as a team with other staff members to deliver a flexible and responsive service.
• Ability to resolve or escalate issues, such as those related to projects, procurements, or supplier management.

Policies and Processes

• Ability to ensure compliance with policy/strategy and the effective and efficient operation of associated strategic sourcing processes.

Role Specification Desirable Requirements

Project Management

• Awareness of project and program management techniques, reporting, risk management, and benefits realization.

Requirements Analysis

• Ability to interpret and represent business or technical requirements.

Strategic ICT Commissioning

• Knowledge of the ICT commissioning lifecycle.

Essential Behavioral and Other Characteristics

• Understand and embrace Leeds City Council Values and Behaviors and codes of conduct.
• Committed to continuous improvement in all areas and working towards delivering the Best City Ambition of Health & Wellbeing, Inclusive Growth, and Zero Carbon.
• Able to understand and observe Leeds City Council equality and diversity policies.
• Carry out all duties with regard to an employee's responsibility under Health and Safety Policies.
• Willingness to actively participate in training and development activities.
• Flexible and adaptable to change to assist other services as required, commensurate with grade.
• Participate in appraisal, training, and development activities.
• Be aware of and comply with Leeds City Council policies and procedures.
• Be aware of and support differences and ensure equality for all, working in an anti-discriminatory manner, upholding the equality & diversity policies of Leeds City Council.
• Recognize and appropriately challenge any incidents of racism, bullying, harassment, victimization, and any form of abuse, reporting any concerns to the appropriate person.
• The Council has adopted a flexibility protocol, and the role will be expected to work within these parameters.