Function: / Integrated Procurement Team (IPT) / Position Type: / Manager
Location: / Westland House / Reports to: / Head of IPT
Salary Range: / £37,079 - £45,318 / Grade: / Level 4
Job Purpose: / To manage procurement staff and complex procurement projects for strategic capital works goods & services through the tender process, including negotiating best commercial terms with approved suppliers, in compliance with established procurement governance arrangements and the Utilities Contracts Regulations; managing framework supplier relationships post award.
Business Area Responsibilities / The Integrated Procurement Team (IPT) is an integral part of the new Integrated Capital Delivery Model for the procurement and delivery of NI Water’s Capital Works Programme. The team is specifically responsible for developing and implementing the supply framework strategy to support capital investment and for developing the capital procurement and supply chain strategy in NI Water, including related policies and procedures.
At a strategic level, the Integrated Procurement Team informs, and provides support to, NI Water’s business transformation programme known as Achieving Customer Excellence or ACE, through active participation in the Commercial–Procurement Excellence and Integrated Capital Delivery work streams. The key objective of both projects is to deliver a step change in how NI Water procures and manages its goods, services and capital works requirements to drive greater value over contract and project life cycles.
At an operational level IPT is responsible for:
· Identifying, scoping and establishing a programme of supply frameworks for capital works goods & services to support capital investment and operational needs.
· Integrating and aligning the supply framework approach with the capital investment strategy.
· Developing and delivering sustainable, long term and cost effective sourcing strategies for capital works requirements and managing procurement projects through the tender process, including coordinating the evaluation of tender bids and leading commercial negotiations to establish new commercial arrangements at best cost and terms to NI Water.
· Managing procurement outputs in compliance with the Utilities Contracts Regulations 2016 and established procurement governance arrangements.
· Managing supply frameworks over their term, building constructive supply chain relationships, interfacing with suppliers, engineering colleagues, external capital delivery partners i.e. Tier One contractors and engineer consultants, to ensure frameworks are operating effectively and providing value for money to NI Water
· Making a significant contribution to Capex and Opex efficiency savings targets agreed with the Utility Regulator.
Team Structure
Principle Accountabilities
Strategic Sourcing & Category Management
· Work with key internal stakeholders in the Asset Delivery, Customer Services Delivery and Finance & Regulation Directorates to understand their specific business requirements and the implications of same on the procurement cycle;
· Analyse category expenditure on complex capital works goods & services, develop category plans and devise the most appropriate sourcing strategy, securing buy-in from key stakeholders;
· Engage with manufacturers / suppliers and research the market to develop market knowledge and determine market capacity, capability and trends in relation to capital works goods & services requirements.
· Support the Head of Integrated Procurement (IPT) in the development and implementation of sustainable, long term and cost effective sourcing strategies to support Stakeholders in achieving their business objectives & enable NI Water to leverage its buying power in the marketplace to deliver procurement efficiencies;
· Effectively communicate sourcing strategies to key stakeholders, influence strategy development and gain stakeholder confidence, commitment and support while demonstrating the value to be obtained. Participate in relevant forums e.g. ACE projects, Category Councils etc. and represent the Head of Integrated Procurement (IPT) as required;
· Define the most appropriate commercial model to deliver complex procurement projects for capital works requirements, including: stakeholder input, structure and format of documents, supply base capability, tools, technology and terms of reference;
· Assess market proposals in terms of total cost of ownership, challenge and clarify issues with suppliers and stakeholders as necessary, communicate effectively with stakeholders to gain support and buy-in and identify benefits and/or issues;
· Negotiate the best commercial terms with suppliers to maximise value-for-money to NI Water;
· Establish robust contractual arrangements from a commercial, risk management and technical perspective;
· Develop performance focused service levels and KPI’s appropriate to the requirements procured and incorporate them into awarded contracts;
· Manage the procurement and tender process in compliance with the Utilities Contracts Regulations 2016, internal governance arrangements and established policies and procedures.
· Represent IPT at relevant Category Council meetings, providing input and influencing decisions
Supplier Relationship Management
· Manage framework suppliers as essential business partners to ensure maximum value is delivered over the contract / framework period in terms of:
· Contract performance
· Service level compliance
· Capital Programme needs / Demand planning
· Continuous improvement
· Supplier development
· Resource development, up-skilling and training
· Undertake market research and analyses on potential new suppliers and benchmark their capacity and capability against approved suppliers;
· Collaborate and network with relevant industry-wide organisations to enhance procurement capability, knowledge and personal development.
Stakeholder Relationship Management
· Develop and foster constructive working relationships with key internal stakeholders (budget owners) to build confidence and credibility in IPT procurement / commercial strategies and secure buy-in and commitment; influence direction and proactively anticipate issues and / or identify future cost saving and value add opportunities;
· Liaise with F&R colleagues to secure complete, accurate and timely management information reports and data on relevant purchasing expenditure and trends, agree procurement benefits / efficiency savings delivered by IPT.
Organisational Development
· Promote best practice procurement / supply chain management and continuous improvement and maximize the use of procurement systems, processes, tools and techniques to improve service delivery;
· Actively contribute to the management and development of the procurement capability in NI Water by improving knowledge, competence and personal development;
Budget and People Management Responsibilities
· Provide procurement advice and support to colleagues / category management (stakeholder) teams tasked with developing tender, contract documents and specifications for strategic capital works requirements. Act as commercial lead in negotiating and concluding contract / framework award.
· Undertake line management responsibility for category managers and buyers, as required
· Manage the procurement process efficiently and negotiate new commercial agreements at best cost and terms, providing a positive impact on capital and operational budgets and delivering best VFM for NI Water.
· Manage all procurement / contractual activities in line with the Financial & Procurement Delegations Policy, established procedures and governance arrangements
Essential Criteria
By the closing date for applications, candidates must have:
· Membership of the Chartered Institute of Purchasing & Supply (MCIPS) or evidence of working towards MCIPS at the time of application.
· A minimum of 4 years’ experience, 2 of which should include experience of managing complex procurement projects with a value over £3m. Experience must demonstrate:
a. Development of Life Cycle Costing models to assess the best whole life cost (capex and opex) for strategic capital works goods & services.
b. Application of a range of procurement tools and techniques including cost analysis, value analysis, stakeholder engagement, process mapping and tender management;
c. Undertaking effective commercial negotiations resulting in significant cost savings / cost reduction.
· Proven track record of managing stakeholder relationships and managing procurement projects, with evidence of delivering successful outcomes against agreed objectives, budgets & timelines.
· Proven track record of managing supplier relationships to ensure delivery of outcomes within agreed quality, cost & timescales.
· Managing & leading a team to achieve objectives;
· Competent in using Microsoft Office software including Outlook, Word, Excel & PowerPoint (a high level of competence in Excel is required for spend and data analysis)
· Experience of using an e-tendering platform to manage tender competitions.
DESIRABLE CRITERIA
· Experience of procurement and category management within a public sector or a utility environment.
· Experience of procuring plant, equipment and materials for capital works projects.
Competencies
Strategic Perspective
· Ability to design and implement effective mechanisms to integrate and align the supply framework strategy with the new Integrated Capital Delivery Model to deliver improved benefits and Capex / Opex efficiencies
· Ability to identify & deliver procurement benefits / savings resulting from developing effective sourcing strategies in line with corporate goals and objectives; with particular focus on capital investment.
· Ability to challenge existing business processes, to identify improvement opportunities and to embrace change as an opportunity for improvement and growth; with particular focus on capital investment.
Problem Solving & Decision Making
· Ability to make decisions under pressure, anticipate potential issues or problems & provide sustainable cost effective solutions;
· Ability to use analytical problem solving skills and techniques to assess options;
· Ability to develop practical and cost effective solutions to solve business problems.
Customer Focus
· Ability to understand customer & stakeholder needs and work in partnership with them to achieve practical outcomes at best cost and terms to NI Water;
· Ability to develop professional credibility and “trusted advisor” status with key stakeholders and suppliers.
People
· Ability to successfully work in a team environment, leading, supporting and motivating team members;
· Ability to identify training and development needs for self & team members to maximise individual & team performance.
Information & Communication
· Ability to communicate effectively using influencing & negotiation skills and gain the commitment & support of stakeholders;
· Ability to present information clearly and comprehensively though various media to a wide range of internal and external stakeholders;
· Ability to build & maintain a network of effective business relationships.
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