Procurement Specialist
2 weeks ago
The Procurement Officer will be responsible for the provision of the Procurement Function within the office, ensuring that all goods and services are procured in line with the Offices Procurement Policy and guidance issued by CPD/DOJ.
Main Responsibilities- Ensure that all procurement activities are conducted in accordance with the Northern Ireland Public Procurement Policy (NIPPP) and the Offices Procurement Policy.
- Develop and maintain procurement reporting requirements for Senior Management.
- Review and update the Offices Procurement Policy in line with best practice and guidance issued by CPD/DOJ.
- Establish and maintain an appropriate contracts register in line with best practice.
- Ensure effective processes are established for contract management, including the allocation of contract managers to each contract and ensuring contract monitoring (performance and value) is completed in accordance with contract obligations.
- Ensure that an appropriate register is in place to capture all Direct Award Contracts (DACs) that can be reported to DOJ, the Audit and Risk Committee, and available for review by internal/external auditors.
- Ensure that appropriate DAC documentation is completed and retained (electronically and physically) for all Direct Award Contracts and that appropriate guidance and approvals are in place prior to entering into these contracts.
- Ensure that the appropriate document and advice is obtained for all contract modifications/variations.
- Ensure that an appropriate business case register is in place to capture all business cases completed (required for expenditure greater than £5k) and that PPEs are issued regularly and completed within required timescales.
- Provide advice to staff involved in procurement, including Pre Market Engagements, Tender Specifications, Tender Evaluations (e-Tenders, PPEs and Contract Management).
- Ensure participation, where appropriate, with collaborative procurements (DOJ/DOF) to ensure value for money on centrally available contracts.
- Complete relevant documentation to participate in collaborative contracts/tenders and ensure contract management obligations are completed and returned within required timescales.
- Responsible for records management within the Procurement function, ensuring an appropriate system is maintained for recording of physical and electronic files (HPRM), reviewing security classifications and file destruction and archiving.
- Liaise with external parties, including internal auditors, external auditors, DOJ, DOF, CPD, external suppliers and organisations as required by the duties of the post.
The successful candidate will have at least 2 years experience in the provision of a full procurement function within an organisation, a working knowledge of the Northern Ireland Public Procurement Policy, and experience of the completion of appropriate DAC documentation within NICS guidelines.
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