2 days per week (minimum) Ballymena or Carrickfergus, remainder days remote working

MAIN PURPOSE OF THE JOB

Work as a member of the corporate procurement team providing a comprehensive procurement service to the organisation to include providing support and advice on tendering, quotation and all other aspects of procurement activities to line managers and staff within Mid and East Antrim Borough Council.

Work with procurement officers and actively participate in other cross cutting initiatives within Council to ensure delivery of the agreed Procurement Policy to achieve the Corporate Plan.

Effectively manage, motivate, monitor and develop all procurement staff under your area of responsibility, providing a support service for the wider Council.

MAIN DUTIES AND RESPONSIBILITIES

1. Service Delivery
   • Responsible for the effective and efficient operation of the tendering and quotation process including reviewing and agreeing the procurement documentation, comprising the specification, overseeing evaluation, preparing reports to provide recommendations of tenders to the appropriate Committee, SMT and OMT and debriefing successful and unsuccessful bidders of tenders and quotations.
   • Provision of procurement advice and training to Council officers, Heads of Service and Directors on procurement policy and procedures.
   • Responsible for the creation, maintenance and review of a portfolio of Council wide goods, supplies and service contracts and the operational management of contract database.
   • Supervision of the procurement trainee / administration staff to ensure the efficient and timely processing of all procurement activity, including the provision of training on procedures as and when required.
   • Manage and maintain Procurement information on the Council's intranet and internet sites, such as Procurement Policy, tenders and contracts, standard templates for quote and tender documentation, etc.
   • Liaise with external professional Procurement bodies regarding the procurement of goods and services to identify potential collaborative purchasing opportunities.
   • Assist in the development, implementation and review of Strategic Procurement Policy and Procedures for the Council.
   • Ensure compliance with EU Public Procurement Regulations and other salient legislation.
   • Assist with the development of e-procurement strategies such as electronic ordering system, e-tendering amongst others. Develop and maintain sustainable procurement strategies including keeping local small and medium enterprises (SMEs) briefed on the public procurement process through training and updates.
   • Undertake appropriate research and provide advice to Departments on new and alternative products, services, suppliers and procedures.
   • Participate in regional or shared procurement exercises.
   • Review financial spend within Council to identify procurement opportunities or deviation from agreed Procurement Policy.
   • Represent the Procurement Manager as directed, or in his/her absence, including attendance at the Local Government Officers Procurement Group meetings.
2. Performance Improvement
   • Ensure the Council's performance management framework is consistently implemented and provide advice, support and guidance in setting annual performance improvement objectives at departmental and individual level.
   • Participate in the formulation, implementation and evaluation of the Department Business Plan and relevant Service Plans responding to changing trends and citizen needs.
   • Achieve high standards of personal performance, through meeting agreed personal targets and undertaking planned programmes of professional development.
   • Ensure high standards of performance of all staff, acknowledge good performance and tackle poor performance positively and effectively.
   • Examine opportunities to gain efficiencies and improve effectiveness including collaborative partnerships, joint working and other innovative approaches to achieve best value in the use of public money.
3. Financial and Resource Management
   • Ensure efficient and effective financial management by contributing to the development of and working within agreed budgets and finances to deliver service priorities and by ensuring that these budgets are effectively managed, implemented and adhered to across the department.
   • Contribute to the financial viability of the Council by ensuring that the Department operates as efficiently and effectively as possible, utilising benchmarking and other value for money techniques and complying with all financial targets, the Council's standing financial instructions, standing orders, codes of conduct and accountability.
   • Provide input to audit reports and ensure implementation of recommendations of these reports, ombudsman cases on a timely basis.
   • Seek innovative and creative solutions to help bring about change and service improvements.
   • Pursue as appropriate, additional sources of funding or other resources, which could be used to enhance those available to the Council.
4. People Management
   • Provide clear leadership to staff to ensure the provision of high quality services.
   • Ensure that management structures and practices within the department support a culture of effective team working, continuous improvement and innovation.
   • Contribute to good industrial relations within the Council by ensuring effective communication and working relationships with all staff for whom he/she is responsible as well as relevant trade unions/staff organisations.
5. General Management
   • Promote and ensure equality of opportunity, good relations and diversity in service delivery and employment by adhering to the Council's Equal Opportunities in Employment policies and procedures and avoiding all forms of discrimination both as an employer and a service provider.
   • Ensure that the Council meets its Health and Safety obligations and appropriate arrangements are developed and implemented to ensure compliance with Council's Health and Safety Policy and associated procedures and assure the safety of the workforce and service users.
   • Participate as required in the selection and appointment of staff reporting to him/her in accordance with procedures laid down by the Council.
   • Take such action as may be necessary in disciplinary matters in accordance with procedures laid down by the Council.
   • Assist the Procurement Manager in ensuring the Council meets all statutory obligations and ensure that the highest standards of probity and good conduct are maintained at all times.
6. General
   • Uphold the Core Values of Mid and East Antrim Borough Council and work to achieve the wider organisational objectives as detailed in the Corporate Plan.
   • Participate in the Council's Performance and Development Review process as detailed in the published scheme.
   • Fulfil the legal Health and Safety duties placed on employees by:

• taking reasonable care of your own health & safety and that of others who may be affected by what you do or do not do;
• Co-operating with the Council on Health & Safety matters;
• Ensuring that you use work items provided by the Council correctly and in accordance with the training and instruction received, including personal protective equipment (PPE);
• Ensuring that you do not interfere with or misuse anything provided for health, safety, or welfare purposes.
  • Contribute to Mid and East Antrim Borough Council in fulfilling all of its commitments in relation to anti-discrimination practices, its Equality Scheme and under the Northern Ireland Act 1998 and the Human Rights Act 1998.
  • Comply with all the Council's policies and procedures.
  • Fulfil your legal responsibility for all records held, created or used as part of Council business whether paper based or electronic, including e-mails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulations 2004 and Data Protection Act 1998. Employees are required to be conversant with the Mid and East Antrim Borough Council procedure on records management and to seek advice if in doubt.
  • Maintain high standards of personal accountability.
  • Comply with the Code of Conduct for Local Government Employees and the Local Government Employee & Councillor Working Relationship Protocol.
  • Perform any other duties commensurate with the grade and level of responsibility of this post, for which the post holder has the necessary experience and/or training.

Essential Criteria;

A minimum of 2 A Levels (grade A-C) or equivalent and 5 GCSEs (grade A-C) to include Maths and English or relevant qualifications.

Possess or be working towards membership of the Chartered Institute of Purchasing and Supply (CIPS).*

Have two years' experience in a procurement officer role in a public sector environment, to include:

* Experience of drafting procurement policies and guidance notes
* Experience of participating in the development and implementation of training guides and documentation
* Experience of applying procurement procedures and managing procurement processes to include tenders and quotation processes

OR

If you do not possess or are not working towards membership of the Chartered Institute of Purchasing and Supply*, have four years' experience in a similar public sector role, to include:

* Experience of drafting procurement policies and guidance notes
* Experience of participating in the development and implementation of training guides and documentation
* Experience of applying procurement procedures and managing procurement processes to include tenders and quotation processes

* N.B. Memberships of CIPS must be achieved within 3 years of appointment.