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Procurement Assistant

1 month ago

Neath, Neath Port Talbot, United Kingdom Neath Port Talbot County Borough Council Full time

Procurement Assistant

Job Description

The Corporate Procurement Team at Neath Port Talbot County Borough Council is seeking a motivated Procurement Assistant to assist in shaping the future of procurement within the Council.

The successful candidate will be responsible for providing both business and technical support, as well as assisting in the coordination of information relating to the procurement process. There will be a collaborative element of the role in ensuring directorates across the Council are provided with an exceptional standard of service to guide them through processes.

This is an exciting time to join the team. Contributing to our evolving procurement landscape, you will assist the team in modernizing and raising the profile of procurement activity across the Council.

Main Duties

  • To provide business administration support, attending Procurement Team meetings, taking minutes, compiling and circulating agendas and relevant papers, in advance of the meeting.
  • To arrange ad-hoc meetings by checking attendees' availability, booking venues, circulating agendas and relevant papers, and where necessary, taking minutes.
  • Provide support for the monitoring of the Procurement email inbox, dealing with departmental and supplier queries and communications under the supervision of senior team members. Respond to enquiries and queries, including email, face-to-face, telephone, and to assist where possible, or to take accurate messages for colleagues.
  • To assist with maintaining and organizing the electronic storage system for relevant documents and folders.
  • Assist the team in the development of procurement communications, assisting in the maintenance of Intranet and Internet information, and general Procurement Communications, distributing and promoting procurement resources & material via creation of stakeholder contact details / communication lists.
  • Assist Procurement team members in undertaking customer and local supplier engagement activities, conducting market research into products and supplier groups, spend categories, and via creation of supplier & customer surveys.
  • Attendance at and in support of the Council, and participation in, relevant meetings as required.
  • Provide support in procurement processes ensuring compliance procedures and value for money.
  • Assist in the identification of potential contract areas where savings may be achieved.
  • Assist in the renewal of contract arrangements, as required, and undertake renewals where deemed appropriate and commensurate with the grade.
  • Assist in conducting market research into product areas and supplier groups.
  • Assist in the preparation of procurement documentation, including but not limited to comprehensive tender specifications, terms and conditions, and invitation to tender/request for quotation documentation, and where appropriate, undertake such tender/quotation exercise.
  • Ensure that all contracts are initiated in accordance with the Council's Contract Procedure Rules and all relevant legislation.
  • Assist in the coordination of evaluation assessment panels.
  • Assist in the contract management of corporate contract arrangements, the monitoring of contract usage, complaints, prices, and supplier relations on an authority-wide basis.
  • Assist in the maintenance of agreed key performance indicator data.
  • Assist the team with reviews of Council spend in collating spend analysis data. Conduct spend monitoring in line with approved contracts and ongoing usage of corporate contracts.
  • Provide effective liaison and coordination with staff regarding all aspects of procurement.
  • Assist the Corporate Procurement team in maintaining a corporate register of contracts and developing contract management guidance materials.
  • Provide ongoing support for matters relating to the Council's contract register system.
  • Assist with coordinating collection and monitoring of contract management and supplier performance measurement.
  • Assist the team in raising the profile of procurement activity within the Authority, supporting the senior team members in the promotion of procurement reform measures, and the changes in public procurement rules within the public sector and NPT.

Requirements

  • Experience in/of working within a procurement/purchasing/legal environment.
  • Experience in/of working in a customer-focused environment.
  • Contract procurement/purchasing processes.

Ideal Requirements

  • An understanding and knowledge of Contract Procedure Rules and Procurement Principles in a Local Authority context.
  • 4 GCSE's grade A to C or equivalent.
  • A Legal, Procurement, Administration, or Financial Qualification or suitable relevant experience.
  • Competency in the basic functional of the Microsoft Office suite (Excel, Word, etc.).

About the Role

This is an exciting opportunity to join the Corporate Procurement Team at Neath Port Talbot County Borough Council as a Procurement Assistant. The successful candidate will be responsible for providing business and technical support, as well as assisting in the coordination of information relating to the procurement process.

The role will involve working closely with the Procurement Team to ensure that directorates across the Council are provided with an exceptional standard of service to guide them through processes. The successful candidate will also assist the team in modernizing and raising the profile of procurement activity across the Council.

Key Responsibilities

  • Provide business administration support, attending Procurement Team meetings, taking minutes, compiling and circulating agendas and relevant papers, in advance of the meeting.
  • Arrange ad-hoc meetings by checking attendees' availability, booking venues, circulating agendas and relevant papers, and where necessary, taking minutes.
  • Provide support for the monitoring of the Procurement email inbox, dealing with departmental and supplier queries and communications under the supervision of senior team members.
  • Assist with maintaining and organizing the electronic storage system for relevant documents and folders.
  • Assist the team in the development of procurement communications, assisting in the maintenance of Intranet and Internet information, and general Procurement Communications.
  • Assist Procurement team members in undertaking customer and local supplier engagement activities, conducting market research into products and supplier groups, spend categories, and via creation of supplier & customer surveys.
  • Attend and participate in relevant meetings as required.
  • Provide support in procurement processes ensuring compliance procedures and value for money.
  • Assist in the identification of potential contract areas where savings may be achieved.
  • Assist in the renewal of contract arrangements, as required, and undertake renewals where deemed appropriate and commensurate with the grade.
  • Assist in conducting market research into product areas and supplier groups.
  • Assist in the preparation of procurement documentation, including but not limited to comprehensive tender specifications, terms and conditions, and invitation to tender/request for quotation documentation.
  • Ensure that all contracts are initiated in accordance with the Council's Contract Procedure Rules and all relevant legislation.
  • Assist in the coordination of evaluation assessment panels.
  • Assist in the contract management of corporate contract arrangements, the monitoring of contract usage, complaints, prices, and supplier relations on an authority-wide basis.
  • Assist in the maintenance of agreed key performance indicator data.
  • Assist the team with reviews of Council spend in collating spend analysis data. Conduct spend monitoring in line with approved contracts and ongoing usage of corporate contracts.
  • Provide effective liaison and coordination with staff regarding all aspects of procurement.
  • Assist the Corporate Procurement team in maintaining a corporate register of contracts and developing contract management guidance materials.
  • Provide ongoing support for matters relating to the Council's contract register system.
  • Assist with coordinating collection and monitoring of contract management and supplier performance measurement.
  • Assist the team in raising the profile of procurement activity within the Authority, supporting the senior team members in the promotion of procurement reform measures, and the changes in public procurement rules within the public sector and NPT.

Requirements

  • Experience in/of working within a procurement/purchasing/legal environment.
  • Experience in/of working in a customer-focused environment.
  • Contract procurement/purchasing processes.

Ideal Requirements

  • An understanding and knowledge of Contract Procedure Rules and Procurement Principles in a Local Authority context.
  • 4 GCSE's grade A to C or equivalent.
  • A Legal, Procurement, Administration, or Financial Qualification or suitable relevant experience.
  • Competency in the basic functional of the Microsoft Office suite (Excel, Word, etc.).

About the Council

Neath Port Talbot County Borough Council is a local authority that serves the communities of Neath Port Talbot. The Council is committed to delivering high-quality services to its residents and businesses, and is seeking a motivated Procurement Assistant to join its Corporate Procurement Team.

The successful candidate will be responsible for providing business and technical support, as well as assisting in the coordination of information relating to the procurement process. The role will involve working closely with the Procurement Team to ensure that directorates across the Council are provided with an exceptional standard of service to guide them through processes.

What We Offer

The Council offers a range of benefits to its employees, including a competitive salary, a comprehensive pension scheme, and a range of training and development opportunities. The Council is also committed to providing a supportive and inclusive work environment, and offers a range of flexible working arrangements to help employees balance their work and personal life.

How to Apply

If you are a motivated and experienced procurement professional looking for a new challenge, please submit your application by [insert deadline]. The Council is an equal opportunities employer and welcomes applications from all qualified candidates.

Contact Us

For more information about the role and the Council, please contact [insert contact details].