Job Description

Job Title: Commercial Advisor

Grade: PO2 – PO5

Reports To: Head of Procurement

Direct Reports: none

The Main Purpose of the role:

To provide procurement advice, support and challenge to procurement and contract lead officers within Lewisham Homes. This will include:

  • Working with Heads of Service and Business Managers to improve procurement and contract management within the organisation and to ensure that legislative requirements are met and corporate objectives and value for money are successfully achieved.
  • Support to the organisational contract register and 3 year procurement plan
  • Managing EU procurement processes using the e-tendering tool

To assist with the delivery of the procurement strategy and related procedures throughout the organisation.

Specific Responsibilities:

PO2– (day to day work directed and fully supervised)

  1. To provide advice, support and guidance to procurement and contract lead officers within Lewisham Homes.
  1. To apply key tasks associated with the work of procurement e.g. carry out market research and analysis, spend analysis, assemble contract documents etc.
  1. To operate systems in relation to procurement e.g. e-tendering portal, approved list etc.
  1. To undertake credit checks on external suppliers
  1. To assist with the production of tender documents
  1. To assist with the production of tender lists for sub OJEU procurement processes
  1. To provide support to the maintenance of the company contract register and procurement plan

PO3 – (day to day work guided and partially supervised) - all tasks above for PO2 plus the following:

  1. To work with senior managers to assist with improvements and streamlining of processes to reduce costs
  1. To advise on procurement procedures and ensure that procedures are complied with by officers and external suppliers
  1. To advise on internal approvals and governance arrangements supporting procurement projects and ensure that procurement decisions are well documented.
  1. To ensure that all communications with suppliers are clear and correct.
  1. To collate data required for the fulfilment of targets for the procurement function
  1. To contribute to the development and maintenance of guidance notes, tools and templates in relation to procurement and contract related activities.

PO4 – (day to day work reviewed with partial supervision) - all tasks above for PO2 and PO3 plus the following:

  1. To provide appropriate challenge on all aspects of procurement and contract management
  1. To assist with the development of departmental and service area
  2. procurement strategies and sub strategies
  3. procurement plans and programmes
  1. To provide support, advice and guidance on the development and management of relationships with suppliers that contribute to performance management, build capacity, enhance control of the supply chain.
  1. To provide support, advice and guidance on procurement related negotiations with suppliers to ensure savings are achieved and value for money and efficiencies are secured for Lewisham Homes
  1. To design effective evaluation methodologies for procurement processes
  1. Stay abreast of developments in best practice, legislative and other changes and integrate them into day-to-day work, the development of strategies and plans across the organisation and relevant guidance note, tools and templates.
  1. To contribute to the provision of internal and external training to develop capacity within Lewisham Homes and the supply chain

PO5 – (day to day work requires no review or supervision) - all tasks above for PO2 – PO4 plus the following:

  1. To support the resolution of disputes, obtaining and managing input from operational colleagues and others as directed e.g. legal
  1. To provide expert knowledge, skills and interventions to influence, challenge and achieve the goals and targets set out under the procurement strategy and business plan
  1. To develop and deliver tailored training to build capacity in procurement and contract management within Lewisham Homes
  1. To contribute to the formulation and review of aspects of the company’s procurement policies and strategies and where necessary report on those issues to Heads of Service, Directors or Board Members as needed.
  1. To advise directors and their senior management teams on proposals for and procurement activities within their departments.
  1. To make an effective contribution to all relevant business initiatives aimed at continuous improvement and to deliver any targets or initiatives to be met by the procurement service.
  1. To deputise for the Head of Procurement as and when required

Generic responsibilities –

  • Maintain excellent customer service in all areas
  • Take responsibility for own learning and development to ensure an effective value added contribution to the Service
  • Complete work in accordance with agreed targets and timescales
  • Ensure all work reflects Lewisham Homes corporate objectives and values
  • Participate fully and effectively in team working and contribute to a culture of continuous performance improvement
  • Comply with the requirements of the PDR process and undertake such development activities as are required to improve performance and ensure that service objectives are met, undertake specific projects as part of individual development
  • Comply with all Lewisham Homes policies, including contractual standing orders, financial regulations and all HR policies and procedures in particular Health & Safety and Equality & Diversity
  • To use a flexible and engaging coaching style of management to support and develop colleagues for the benefit of the individual, service and organisation

This job description is not to be regarded as exclusive or exhaustive. It is intended as an outline indication of the areas of activity and will be amended in the light of the changing needs of the organisation.

If you have a disability and are unable to meet some of the job requirements specifically because of your disability, please address this in your application. If you meet all the other criteria you will be shortlisted and we will explore jointly with you if there are ways in which the role can be adjusted to enable you to meet all of the requirements.

Person Specification

The Person Specification details the key competencies (knowledge, skills and abilities) required to complete this role. For the purposes of recruitment and selection the indicators below will be used in the shortlisting and assessment process for this role. Please refer to Lewisham Homes’ Framework for Success for detail of all the organisation’s competencies and examples of behavioral indicators.

Where a tick ‘√’ (essential criteria) appears in the ‘A’ (Application) boxes, this element will be used for the purpose of short listing. Only those applicants who meet these requirements will be short listed. You should therefore address these areas fully in your Application Form or CV and Supporting Statement.

Where a ‘√’ appears in the ‘I’ (Interview) boxes, this element will be assessed during the interview.

Where a ‘√’ appears in the ‘T’ (Test) boxes, this element will be used in testing or other forms of assessment.

PO2
Knowledge, Skills and Abilities / PO3
Knowledge, Skills and Abilities / PO4
Knowledge, Skills and Abilities / PO5
Knowledge, Skills and Abilities / A / I / T
Framework for Success area
Leadership /
  • We do as we say and lead by good example to others.
  • Proactively builds good relationships, contributing to a positive team spirit.
/
  • Sets and communicates clear direction.
  • Gives timely and specific feedback on what has been done well and where there is need for improvement.
/ √
Planning, Organising and Achieving /
  • Considers issues from a customer (internal and external) perspective.
  • Checks own understanding of what needs to be done.
/
  • Identifies priority tasks for self and others, and is prepared for contingencies.
  • Ensures operational, business & project plans are achievable through effective planning (objectives, benefits, resources, deliverables, timelines, costs), utilising LH formal project management processes & techniques for projects.
/ √
Equality & Diversity /
  • Reminds others of the organisations’ values, challenging cynicism and inappropriate behaviour where appropriate towards others.
/
  • Demonstrates integrity and consistency in decision making.
/ √
Managing Resources /
  • Demonstrates understanding of and compliance with the Lewisham Homes policies, procedures and regulations that apply to own job.
  • Keeps up to date with changes to processes, tools, knowledge and technology for job/work.
/
  • Ensures detailed and accurate specifications are produced for procuring supplies in accordance with the Lewisham Homes procurement manual.
  • Assesses relevant projects using the VFM principles – economy, efficiency and effectiveness.
/ √
Taking Initiative, solving problems, Managing Risk /
  • Challenges the status quo, putting forward ideas and suggestions for improving work and reducing risk.
  • Works collaboratively and effectively to solve problems and seek or supply advice and assistance.
/
  • Goes beyond information presented and gets to the bottom of an issue/risk.
  • Considers alternatives, anticipates consequences, and plans solutions.
  • Coaches / encourages effective problem analysis and solving by team members.
/ √
Customer Focus /
  • Identifies and clarifies individual customer’s needs, and expects the best on their behalf from Lewisham Homes and others providing our customer with services.
/
  • Finds different ways to satisfy customer needs.
  • Seeks customer feedback to investigate ways to improve customer experience.
/ √
Communicating with Influence /
  • Asks appropriate questions to clarify understanding.
  • Presents a clear, concise and well thought through case using facts and figures.
/
  • Explains and justifies point of view and persuades and influences others positively.
  • Initiates communication with others regularly, considering in advance the differing needs of others, and adapts style accordingly.
/ √
Managing Change /
  • Gives of their best at all times constantly developing own performance and skills.
/
  • Uses an awareness of the bigger picture along with common sense to interpret and implement policy.
  • Overcomes resistance to change.
/ √
Knowledge / Strong procurement knowledge (ideally in public sector)
Excellent written and oral communication skills / Detailed up to date knowledge of all relevant legislation and rules affecting public sector procurement / Detailed knowledge of contract forms, procurement options, contracting processes, procurement routes, specification design, contract documentation, tendering procedure, tender evaluation models and methodology and contract management techniques to support delivery of complex procurements
An understanding of Leasehold legislation and impact on procurement options / √ / √
Experience / Experience of at least 3 of the following: / Experience in all of the following: / Experience of at least 3 of the following: / Experience in all of the following: / √ / √
Procurement planning
Specification writing
Preparing tender and quotation documents
Tendering including EU procurements
Tender evaluation
Contract monitoring and management / Evaluation design
Contract variations
Dispute Resolution
Contract negotiation
Procurement programme management
Procurement and contract management across all categories
Minimum 2 years of procurement and contract management in supplies, works and services / 3 - 5 years of procurement and contract management in supplies, works and services contracts. / 5 - 10 years of procurement and contract management, in supplies, works and services contracts.
Min 2 years advising others on how to procure and manage contracts effectively / 10-15 years of procurement and contract management in wide range of categories, in supplies, works and services contracts.
Min 5 years advising others on how to procure and manage contracts effectively
Education and Qualifications / CIPS Diploma in procurement and supply or relevant experience at a proven level / CIPS Advanced Diploma in procurement and supply / Qualified purchasing professional (MCIPS) / √