JOB TITLEPROCUREMENT MANAGER

COLLEGESERVICES AND CAPITAL

LOCATION NEW MART ROAD EDINBURGH

REPORTS TO SENIOR PROCUREMENT MANAGER

COLLEGESERVICES AND CAPITAL

Purpose of the job

The Procurement Manager College Services and Capital will report directly to theSenior Procurement Manager College Services and Capital. The purpose of this role is to support the establishment and maintenance of customer account management for up to fifteen colleges across a designated region and participate in the implementation of collaborative contractstogether with ad hoc tenders for capital contracts or those generally above the EU threshold.. The post holder will contribute to the colleges’ capability support and development and will demonstrate the highest levels of professionalism and ethical behaviour.

Principal Responsibilities

Responsibility / Competency / Level
1 / Customer account management for up to 15 colleges across a designated region / Relationship Management / 3
2 / Support the development of practical performance assessment programmes, with measures and metrics to assist Scotland’s colleges plan, deliver and report value for money improvements / Results Focus / 2
3 / Manage the implementation of collaborative contracts for client colleges / Procurement Processes / 2
4 / Operate adhoc high value and capital category tenders for client colleges / Procurement Processes / 3
5 / Develop and manage sourcing solutions for client colleges / Procurement Processes / 3
6 / Manage or participate in other projects as required from time to time / Procurement Processes / 2
7 / Facilitate supply/contract management for key individual contracts and collaborative contracts / Procurement Processes / 2
8 / Collating, analysing and disseminating management information / Procurement Processes / 2
9 / Liaising with the various stakeholders to provide and receive key information, providing ad hoc information and analysis as required / Procurement Processes / 2
10 / Required to negotiate within the scope of the role / Negotiation / 2
11 / Demonstrates the strategy development and market analysis skills necessary to carry out duties associated with role. / Strategy Development and Market Analysis / 1
12 / Has the financial knowledge and understanding to enable appraisal of suppliers financial positions, total costing, and the compliance frameworks that exist for public sector finance and procurement. / Financial / 2
13 / Has sufficient understanding of legislative frameworks relating specifically to procurement / Legal / 3
14 / Knowledge and understanding of systems and processes utilised in the procurement of goods and services / Systems Capability / 1
15 / Understanding of procurement roles and responsibilities, how procurement should be organised and where it should sit within the organisation / Organisational Awareness / 2
16 / Responds quickly and flexibly where required, supporting others whilst striving to improve skill application in line with organisational requirements. / Self Management / 2
17 / Shares relevant information and communicates in an effective and timely manner using a variety of means. / Communication / 2

Knowledge and Skills

  • Be of Graduate calibre, with the highest ethical standards;
  • Studying towards (or prepared to study towards) achieving Membership of the Chartered Institute of Purchasing and Supply;
  • Have the essential competencies of clarity of purpose, self confident integrity and strong influencing power; and
  • Have significant knowledge of EU & Equality purchasing legislation as it relates to the Higher Education sector
  • Be conversant with legal aspects of general purchasing
  • Have skills in multi round price negotiation
  • Knowledge of the principles of contract drafting and negotiation
  • Experience
  • Experience of project management processes and of meeting demanding targets and deadlines on a day to day basis
  • Have at least twoyears purchasing experience in an organisation with best in class purchasing practices
  • Be experienced in the tendering and management methodologies
  • Data analysis experience and production of management reports
  • Advanced spreadsheet skills and the ability to use financial models to present efficiency performance
  • Contacts and Relationships
  • The post holder must build strong working relationships with all stakeholders and develop the reputation of APUC Limited as a source of expert guidance and support both to institutional customers and suppliers
  • They must be able to win authoritative respect quickly among the client community
  • Context
  • The collaborative procurement workstream will be responsible for establishing, coordinating and managing more effective procurement arrangements on behalf of the universities and colleges. Utilisation of cost reduction, cost avoidance and demand aggregation opportunities, coupled with enhanced management information, market intelligence and improved supplier management techniques will constitute the first phase of programme of work towards a steady state of advanced procurement.
  • It is recognised that that post holder may have a small amount of competencies either at the level below (which shall be deemed to be areas for development) or the level above that noted as required. Salary levels and actual responsibilities shall vary therefore accordingly.
  • Competencies

RELATIONSHIP MANAGEMENT
DEFINITION : Identifies different types of customers and stakeholders and formulates strategy for managing relationships
Skill / Level 3
Manages customer relations / Knowledgeable of customer issues. Can handle complex customer issues, providing a real sense of ownership. Owns the issue to resolution and provides support to other staff.
Differentiates between internal & external customers needs / Is able to interpret customer needs. Will start to pre-empt customer issues based on assessment of customer type. Heads things off at the pass.
Flexes strategy according to customer focus / Knows when to change customer strategy and flexes strategy according to customer priorities.
Recognises wider implications of actions / Knowledgeable of internal and external implications of decisions. Will modify process, policy and practice to adapt to such changes. Will be sought after for advice.
Markets procurement / Good understanding of the process and the concept of marketing procurement. Is aware of the impact on internal and external stakeholders.
Engages with key stakeholders / Has an in-depth knowledge of key stakeholders. Skilfully manages their expectations through the application of identifiable stakeholder management techniques such as stakeholder maps.
Influencing internal and external customers / stakeholders / Has in-depth knowledge of how to use influencing skills. Will use these to lead others to a decision or action.
RESULTS FOCUS
DEFINITION : Is aware of how personal and team objectives contribute to the success of the organisation and continually demonstrates commitment to achieving these.
Skill / Level 2
Sets key performance indicators / Clearly understands. Can identify when corrective action is necessary and able to identify the appropriate action to be taken in relation to individual and departmental BPI's. Will monitor BPI's for higher value/more complex projects.
Tracks benefits and conducts analysis / Understands procurement specific benefits tracking methodology and has used the approach in small projects. Likely to use methodology in completing own procurement projects / contracts.
Monitors quality and plans to meet timescales for delivery / Understands the need to complete on time. Takes ownership and responsibility for completing procurement tasks within the agreed timescale without affecting quality.
Agrees objectives in line with wider organisational needs / Understands the impact own objectives has on departmental objectives. Can relate departmental objectives to strategy.
Measures performance against objectives / Will be appraised and may appraise performance against objectives. Anticipates factors that can have an impact on achievements.
Reports performance to key stakeholders / Understands the need to report individual performance. Will contribute to, or draft, reports to key stakeholders but will seek the approval of others before release.
PROCUREMENT PROCESSES
DEFINITION : Has the sufficient knowledge and understanding in Sourcing and Tendering methods to carry out duties associated with role.
Skill / Level 3
Data Analysis / Knowledgeable and competent in the application of a range of analysis techniques, whether numerical, contextual, empirical or subjective. Recognises and adapts information presentation style to reflect the target audience. May provide guidance to other staff.
Project Management / An established project manager who has formal project management qualifications and/or substantial practical experience. Can lead cross functional / organisational project teams.
Establishes collaborative partnerships (e.g. Cross functional / organisational) teams, inter-government collaborative working, or commercial partnering arrangements. / Understands fully the benefits and issues of collaborative approaches. Skilfully acknowledges when partnering or collaboration should and should not be utilised, ensuring the attendant commercial / procurement relationship is established and maintained.
Specification Development / Supports customer development of complex specifications and can incorporate these into an appropriate EU tender. Readily builds their own technical knowledge.
Sourcing and Tendering / Comprehensive knowledge of the role sourcing and tendering play within the wider strategic procurement process. Routinely responsible for higher level projects (commodities, services or estate works) above EU thresholds. Uses innovative tools e.g. e-tenders, reverse auctions appropriately.
Tender Evaluation / Fully conversant with tender evaluation and processes leading to contract award. Has extensive experience of undertaking more complex, legally compliant, EU advertised tender evaluation for a range of commodities, services or estate works.
Contract Award and Supplier Debrief / Has extensive experience of the contract award and debrief processes for contracts in excess of EU thresholds.
Contract Management / Fully implements contract management strategies and techniques on a project by project basis, and within the procurement function. May provide contract management advice or training to others. Works with customers to ensure that materials/services are delivered according to contract.
Supplier Management / Experience of supplier management and how to ensure ongoing VFM throughout the lifetime of the contract
Supplier Development / Applies supplier development techniques planned through the lifetime of a contract. Develops and applies aspects of partnership working and supplier development with specific organisations within the supply base, while maintaining suitable scrutiny and transparency.
Benchmarking / Clearly understands & uses benchmarking systems, presents and acts upon findings. Actively encourages staff to use effectively. Suggests system improvements.
PROCUREMENT PROCESSES
DEFINITION : Has the sufficient knowledge and understanding in Sourcing and Tendering methods to carry out duties associated with role.
Skill / Level 2
Data Analysis / Understands concepts and techniques for either numerical or contextual analysis. Shows a tendency towards stronger capability in particular analysis techniques.
Project Management / Understands project methods and will adopt them in small projects. Likely to use project methods in completing their own tasks. Practical experience of working with others on procurement projects in a controlled project managed environment.
Establishes collaborative partnerships (e.g. Cross functional / organisational) teams, inter-government collaborative working, or commercial partnering arrangements. / Basic understanding of collaborative approaches. Able to follow pre-determined procedures. Understands issues and benefits of collaboration. Sufficiently knowledgeable to recognise when to seek advice and other support.
Specification Development / Develops less complex specifications with customers, or more complex specifications under direct guidance.
Sourcing and Tendering / Understands that sourcing and tendering are a part of a fuller strategic procurement process. Responsible for sourcing and tendering for commodities, services or estate works, but usually below the EU Threshold. May use e-tendering / reverse auction under guidance. May exceed EU Threshold under guidance.
Tender Evaluation / Understands the concepts of contracting and tender evaluation. May evaluate and let contracts for less complex tactical purchases (commodities, services or estate works)
Contract Award and Supplier Debrief / Is involved in awarding less complex/lower value contracts and providing constructive feedback to suppliers based on evidence.
Contract Management / Understands the role of contract management and works closely with customers at an operational level to monitor progress against contract.
Supplier Management / Understands the principles of SM, but has limited commercial focus and awareness beyond the tender stage
Supplier Development / Understands the principles of SD, but has limited commercial focus and awareness. Supplier Development takes place, but without adequate structure and rigour.
Benchmarking / Understands benchmarking systems for price and processes. Will use appropriately and can present findings in a clear concise manner.
NEGOTIATION
DEFINITION : Has the ability to negotiate within the scope of the role.
Skill / Level 2
Conducting the Negotiation / Understands the principles of when and how to negotiate. Has some practical experience of leading and conducting negotiations for non-business critical projects, or against pre-agreed objectives, or supporting negotiations on more complex EU projects.
Planning and preparation / Understands the importance of planning and preparation, but with limited experience and only on non-business critical projects.
Setting objectives and tactics / Understands basic tactics but with limited experience of negotiating. Will only set limited objectives and lead negotiations on non-business critical projects.
STRATEGY DEVELOPMENT AND MARKET ANALYSIS
DEFINITION : Has the strategy development and market analysis skills necessary to carry out duties associated with role.
Skill / Level 1
Commodity Specific Knowledge / Aware of specific commodity features. Completes market research (or an element of), although still applies generic solutions.
Procurement Related Strategy Development / Does not develop strategies, but may provide some input to others developing such strategies.
Market Analysis / Aware of specific types of markets. Will initiate analysis when aware of market activity or when directed.
FINANCIAL
DEFINITION : Has the financial knowledge and understanding needed to carry out duties associated with role - elements include appraisal of suppliers financial positions, total costing, and the compliance frameworks that exist for public sector finance and procurement.
Skill / Level 2
Financial Appraisal / Can perform financial appraisals under guidance, providing ratio analysis to enable others to identify where potential issues may arise. Alternatively identifies the need for financial appraisals, and seeks help from others in their completion.
Whole Life Costs / Understands the application of total life cycle costing and will perform such calculations under guidance. Main focus is still direct monetary commercial transactions.
Business Case Development / Conversant with the techniques of business case development and able to contribute to business case development led by others.
Audit / Accounting Compliance / Understands audit and compliance needs and acts accordingly to ensure processes are used and adapted accordingly.
Supply Chain Costing Methods / Understands principles of techniques such as Zero Based Pricing, Open Book Costing, Supply Chain Operations Reference model (SCOR). Can undertake limited application of these types of techniques beyond the tender stage.
Foreign Exchange / International Finance / Understands principles of foreign exchange rates and impact on price. Will seek advice when necessary.
LEGAL
DEFINITION : Has sufficient understanding of legislative frameworks relating specifically to procurement to carry out duties associated with role.
Skill / Level 3
Legal boundaries (FOI, TUPE, Monopolies etc) / Knowledgeable on many legal aspects and their effect upon the procurement function or delivery of projects. Can interpret these areas and predict where encroachments may lie. Takes mitigating actions well in advance. Able to provide advice to procurement staff but knows when to seek advice.
EU Public Procurement Legislation / Has a clear working knowledge of EU procurement legislation and case law and operates within the boundaries when managing contracts. Is able to offer advice to others within the department.
Diversity and equal opportunities / Can provide policy advice and guidance to others regarding inclusion of equality & diversity factors into procurement activity. Able to conduct or contribute to the procurement element of an impact assessment so that projects achieve their objectives.
Corporate Social Responsibility / Incorporates social and environmental considerations into complex specifications and/or tender evaluation models. May provide policy advice and guidance to others regarding inclusion of CSR into procurement activity.
Intellectual Property Rights (IPR) / Has a good working knowledge of intellectual property law and considers its relevance in decision making.
Terms and Conditions / Develops useable and effective terms and conditions for specific contracts in consultation with legal advisors.
SYSTEMS CAPABILITY
DEFINITION : Has the knowledge and understanding of systems and processes utilised in the procurement of goods and services. Specific system competencies may be localised to specific systems.
Skill / Level 1
Data Management and Control / Aware of the various systems and mechanisms. Will follow set processes and procedures, relating to data management and control. May seek help and advice on the most suitable for purpose.
Application of technology / Uses systems and technology following predefined processes. Seeks advice and authority to deviate from process.
Procurement Systems (e.g. P2P, eTendering, ) / Demonstrates an awareness of the systems available to procurement. Will use as and when necessary
Awareness of other systems impacting on procurement (e.g. finance ledger, management information systems,data management systems, data sharing) / Demonstrates an awareness of other systems that impact on procurement operations. Will use as and when necessary.
ORGANISATIONAL AWARENESS
DEFINITION : Clearly understands roles and responsibilities, how procurement should be organised and where it should sit within the organisation
Skill / Level 2
Identifies roles and responsibilities / Understands the different roles, and knows how they interact. Fully understands who is responsible for certain procurement tasks.
Positions procurement within organisation / Understands where procurement sits within own business structure and the broader public sector. High level awareness of the Procurement Reform Programme.
Can identify various organisational structures / Understands different types of structure, their advantages / disadvantages and how they can affect performance.
Implements policy / Understands policies. Can relate their impact to their own role. May need to refer to policy documents for specific points. However does so without requiring guidance.