Procurement Competence Framework

Procurement Directorate

Procurement Competence Frameworks

1Purpose

1.1This competence framework sets out the technical skills procurement practitioners are expected to have and the professional competence profile for every procurement post in the organisation. It complements the Ministry of Justice Core Competence Framework and ensures that each activity can be undertaken to a required level depending on the post.

1.2The competence framework has a number of uses:

a)Job descriptions/roles

The competence Framework is intended to help align roles with business requirements. It can be used to identify skill and knowledge requirements for different roles, at different levels of seniority. For example, a role may require the individual to have Basic knowledge of some topics and to be Intermediate at Advanced level in others. It is not expected that any one role requires an individual to have the same level of expertise in every skill area, or that every role will involve all the skill areas included in the framework. The skills and associated skill levels defined in each job description should reflect the requirement of the job and not the skills and experience of the current jobholder.

b)Staff development and Career planning

The competence framework will inform an individual’s Staff performance and Development Record (SPDR). It will also enable staff to plan their future development by identifying what skills and knowledge they need to acquire to progress in their careers. Jobholders should be assessed against the agreed skills requirement and competences for the role they have, and for their next career move, and any gaps in skills or experience identified. The jobholder and their line manager can then draw up a learning and development plan to help them to address those gaps.

c)Team building and Recruitment

The competence framework will assist leaders who are building or restructuring the procurement function. When a new job, team or function is created to fulfil a defined purpose, this tool can be used to identify and articulate the new skills requirement, which can then be used as part of the recruitment and selection process.

1.3Competence levels have been set as follows.

Basic (B)-have a basic understanding of the activity and be able to input into the activity

Intermediate (I)-have a broad understanding of the activity and be able to produce the outputs

Advanced (A)-have an in-depth understanding of the activity and be able to produce and/or manage outputs

Leader (L)-have an understanding of the activity and be able to define requirements and outputs

1.4These skills are cumulative, with each level building on the previous one, and so a practitioner at Advanced level will have the skills and knowledge identified in the Basic and Intermediate levels.

Attached is the complete list of the professional competencies. Subsequent sections hereunder state the relevant competence and level for cross-reference to the list of professional competences.

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2.1Director of Procurement

SCS Band 2

Procurement Competency Area / Level
1. Public Procurement Context / Leader
2. Strategic Awareness / Leader
3. Markets / Leader
4. Procurement Processes / Leader
5. Contract Management / Leader
6. Finance / Leader
7. Inventory / Logistics Management / Leader
8. Information technology / Leader
9. Relationship Management / Leader
10. Project Planning / Management / Leader
11. Category management / Leader

2.2Head of Procurement, Category Management

SCS Band 1

Procurement Competency Area / Level
1. Public Procurement Context / Leader
2. Strategic Awareness / Leader
3. Markets / Leader
4. Procurement Processes / Leader
5. Contract Management / Leader
6. Finance / Leader
7. Inventory / Logistics Management / Leader
8. Information technology / Leader
9. Relationship Management / Leader
10. Project Planning Management / Leader
11. Category management / Leader

2.3Head of Procurement,ICT

SCS Band 1

Procurement Competence Framework V7 (July 2012)Page 1 of 28

2.4Head of Procurement, Major Contracts

SCS Band 1

Procurement Competence Framework V7 (July 2012)Page 1 of 28

2.5Head of Procurement, Compliance

Senior Manager B

Procurement Competency Area / Level
1. Public Procurement Context / Leader
2. Strategic Awareness / Leader
3. Markets / Intermediate
4. Procurement Processes / Leader
5. Contract Management / Leader
6. Finance / Leader
7. Inventory / Logistics Management / Advanced
8. Information technology / Leader
9. Relationship Management / Leader
10. Project Planning / Management / Leader
11. Category management / Advanced

2.6Procurement Unit Manager

Senior Manager C

Procurement Competency Area / Level
1. Public Procurement Context / Leader
2. Strategic Awareness / Leader
3. Markets / Leader
4. Procurement Processes / Leader
5. Contract Management / Leader
6. Finance / Advanced
7. Inventory / Logistics Management / Intermediate
8. Information technology / Advanced
9. Relationship Management / Leader
10. Project Planning / Management / Leader
11. Category management / Leader

2.7Procurement Unit Manager (Major Contracts)

Senior Manager B

Procurement Competency Area / Level
1. Public Procurement Context / Leader
2. Strategic Awareness / Leader
3. Markets / Leader
4. Procurement Processes / Leader
5. Contract Management / Leader
6. Finance / Advanced
7. Inventory / Logistics Management / Advanced
8. Information technology / Leader
9. Relationship Management / Leader
10. Project Planning / Management / Leader
11. Category management / Leader

2.8Procurement Unit Manager (ICT)

Senior Manager C

2.9Procurement Systems Manager (Policy)

Senior Manager D

Procurement Competency Area / Level
1. Public Procurement Context / Advanced
2. Strategic Awareness / Advanced
3. Markets / Advanced
4. Procurement Processes / Advanced
5. Contract Management / Advanced
6. Finance / Advanced
7. Inventory Management / Advanced
8. Information technology / Advanced
9. Relationship Management / Advanced
10. Project Planning / Management / Advanced
11. Category management / Intermediate

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2.10Procurement Systems Manager (Technical)

Senior Manager D

2.11Senior Procurement Category Manager

Senior Manager D

Procurement Competency Area / Level
1. Public Procurement Context / Advanced
2. Strategic Awareness / Advanced
3. Markets / Advanced
4. Procurement Processes / Advanced
5. Contract Management / Advanced
6. Finance / Advanced
7. Inventory Management / Intermediate
8. Information technology / Advanced
9. Relationship Management / Leader
10. Project Planning / Management / Leader
11. Category management / Leader

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2. 12Senior Procurement Category Manager (ICT)

Senior Manager D

Procurement Competency Area / Level
1. Public Procurement Context / Advanced
2. Strategic Awareness / Advanced
3. Markets / Advanced
4. Procurement Processes / Advanced
5. Contract Management / Advanced
6. Finance / Advanced
7. Inventory / Logistics Management / Intermediate
8. Information technology / Advanced
9. Relationship Management / Leader
10. Project Planning / Management / Leader
11. Category management / Leader

2. 13Senior Contract Manager (Major Contracts)

Manager D

Procurement Competency Area / Level
1. Public Procurement Context / Advanced
2. Strategic Awareness / Advanced
3. Markets / Advanced
4. Procurement Processes / Advanced
5. Contract Management / Leader
6. Finance / Advanced
7. Inventory / Logistics Management / Intermediate
8. Information technology / Advanced
9. Relationship Management / Leader
10. Project Planning / Management / Leader
11. Category management / Advanced

2. 14Senior Contract Manager (ICT)

Manager D

Procurement Competency Area / Level
1. Public Procurement Context / Advanced
2. Strategic Awareness / Advanced
3. Markets / Advanced
4. Procurement Processes / Advanced
5. Contract Management / Leader
6. Finance / Advanced
7. Inventory / Logistics Management / Intermediate
8. Information technology / Advanced
9. Relationship Management / Leader
10. Project Planning / Management / Leader
11. Category management / Advanced

2.15Senior Procurement Systems Executive (Policy)

Manager E

Procurement Competency Area / Level
1. Public Procurement Context / Advanced
2. Strategic Awareness / Intermediate
3. Markets / Advanced
4. Procurement Processes / Intermediate
5. Contract Management / Advanced
6. Finance / Advanced
7. Inventory Management / Advanced
8. Information technology / Advanced
9. Relationship Management / Intermediate
10. Project Planning / Management / Advanced
11. Category management / Advanced

2.16Senior Procurement Systems Executive (Technical)

Manager E

Procurement Competency Area / Level
1. Public Procurement Context / Advanced
2. Strategic Awareness / Intermediate
3. Markets / Intermediate
4. Procurement Processes / Intermediate
5. Contract Management / Intermediate
6. Finance / Intermediate
7. Inventory Management / Intermediate
8. Information technology / Leader
9. Relationship Management / Intermediate
10. Project Planning / Management / Advanced
11. Category management / Intermediate

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2.17 Procurement Category Manager

Manager E

Procurement Competency Area / Level
1. Public Procurement Context / Intermediate
2. Strategic Awareness / Intermediate
3. Markets / Advanced
4. Procurement Processes / Advanced
5. Contract Management / Advanced
6. Finance / Advanced
7. Inventory Management / Intermediate
8. Information technology / Intermediate
9. Relationship Management / Advanced
10. Project Planning / Management / Advanced
11. Category management / Advanced

2.18Contract Manager

Manager E

Procurement Competency Area / Level
1. Public Procurement Context / Intermediate
2. Strategic Awareness / Intermediate
3. Markets / Intermediate
4. Procurement Processes / Advanced
5. Contract Management / Advanced
6. Finance / Advanced
7. Inventory Management / Intermediate
8. Information technology / Intermediate
9. Relationship Management / Advanced
10. Project Planning / Management / Advanced
11. Category management / Intermediate

2.19Contract Manager (ICT)

Manager E

2.20Contract manager (Major Contracts)

Manager E

2.21 Assistant Procurement Category Manager

Manager F

Procurement Competency Area / Level
1. Public Procurement Context / Intermediate
2. Strategic Awareness / Intermediate
3. Markets / Intermediate
4. Procurement Processes / Intermediate
5. Contract Management / Intermediate
6. Finance / Intermediate
7. Inventory / Logistics Management / Basic
8. Information technology / Intermediate
9. Relationship Management / Intermediate
10. Project Planning Management / Intermediate
11. Category management / Intermediate

2.22Assistant Contract Manager

Manager F

Procurement Competency Area / Level
1. Public Procurement Context / Intermediate
2. Strategic Awareness / Intermediate
3. Markets / Intermediate
4. Procurement Processes / Intermediate
5. Contract Management / Intermediate
6. Finance / Intermediate
7. Inventory Management / Basic
8. Information technology / Intermediate
9. Relationship Management / Advanced
10. Project Planning / Management / Intermediate
11. Category management / Intermediate

2.23Procurement Systems Executive

Manager F

Procurement Competency Area / Level
1. Public Procurement Context / Intermediate
2. Strategic Awareness / Intermediate
3. Markets / Intermediate
4. Procurement Processes / Intermediate
5. Contract Management / Intermediate
6. Finance / Intermediate
7. Inventory Management / Intermediate
8. Information technology / Advanced
9. Relationship Management / Intermediate
10. Project Planning / Management / Intermediate
11. Category management / Intermediate

2.24Procurement Category Officer

Executive Officer

Procurement Competency Area / Level
1. Public Procurement Context / Intermediate
2. Strategic Awareness / Basic
3. Markets / Intermediate
4. Procurement Processes / Intermediate
5. Contract Management / Intermediate
6. Finance / Basic
7. Inventory Management / Basic
8. Information technology / Intermediate
9. Relationship Management / Intermediate
10. Project Planning / Management / Basic
11. Category management / Basic

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2.25Contract Officer

Executive Officer

Procurement Competency Area / Level
1. Public Procurement Context / Intermediate
2. Strategic Awareness / Basic
3. Markets / Basic
4. Procurement Processes / Intermediate
5. Contract Management / Intermediate
6. Finance / Basic
7. Inventory Management / N/a
8. Information technology / Intermediate
9. Relationship Management / Intermediate
10. Project Planning / Management / Basic
11. Category management / Basic

2.26Procurement Systems Officer

Executive Officer

Procurement Competency Area / Level
1. Public Procurement Context / Intermediate
2. Strategic Awareness / Basic
3. Markets / Intermediate
4. Procurement Processes / Intermediate
5. Contract Management / Intermediate
6. Finance / Basic
7. Inventory Management / N/a
8. Information technology / Intermediate
9. Relationship Management / Intermediate
10. Project Planning / Management / Basic
11. Category management / Basic

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2.27Administrative Officer

Procurement Competency Area / Level
1. Public Procurement Context / Basic
2. Strategic Awareness / Basic
3. Markets / Basic
4. Procurement Processes / Basic
5. Contract Management / Basic
6. Finance / Basic
7. Inventory Management / N/a
8. Information technology / Basic
9. Relationship Management / Basic
10. Project Planning / Management / N/a
11. Category management / Basic

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PROCUREMENT COMPETENCY AREAS / TECHNICAL COMPETENCE (Knowledge and Skills) / TECHNICAL STANDARD (Able to do)
1.Public Procurement Context

Government Procurement Policy
Government Accounting Rules
EU Procurement Directives
Diversity issues
Role of OGC, OGD’s
Policies/procedures

/ BASIC
Limited awareness of public procurement policy and associated implications and requirements. Compliance with administrative and procedural needs through adherence to pre-defined rules/procedures, under close supervision. / Apply the basic rules governing public sector procurement
INTERMEDIATE
Awareness of public procurement policy and associated implications. Compliance with pre-determined rules, accompanied by an understanding of the risk of non-compliance. Through experience has the knowledge and understanding of when to seek advice. / Ensure pragmatic application of the rules
Seek further advice and support as required
ADVANCED
Understands public procurement policy, able to comply with rules through knowledge and experience.
Understands risks of non-compliance. Review compliance options, challenge, and recommend the preferred approach. Has the knowledge and ability to provide sound advice. / Ensures those dealing with procurement fully understand the approved processes and their responsibilities, targets and limits of authority.
Identify CSR issues and incorporate into the procurement process
Balance the risks of non-compliance with the those of compliance
LEADER
In depth understanding of public procurement policy and related legal frameworks. Totally familiar with compliance rules, is seen as a valued source of advice on compliance options/risk of non-compliance. Audit compliance. In co-operation with OGC/ OGD’s, contribute to the further development of policy in this area. / Audit compliance with the rules
Ensure staff are fully briefed as to the rationale behind the rules and can apply them correctly and pragmatically.
Fosters an organisational culture that encourages best practice public sector governance and consistently monitors performance against objectives.

Procurement Competencies

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PROCUREMENT COMPETENCY AREAS / TECHNICAL COMPETENCE (Knowledge and Skills) / TECHNICAL STANDARD (Able to do)
2. Strategic Awareness

Risk management
Benefits Analysis
Business cases
Contracting strategies
Cross Functional Teams
Supplier Management
Supply chain management
Quality management
Risk management

/ BASIC
Limited awareness of strategic agenda and issues. Involvement in supporting or administrative capacity only, under close supervision. / Understand how the organisations commercial strategy links to the organisations objectives.
INTERMEDIATE
Awareness of strategic issues, and identifies circumstances where value and risk require a strategic approach to be taken.
Enough experience of strategic procurement to know when to seek advice. / Contribute to the development of basic procurement strategies, including identifying risks, key outputs and deliverables.
ADVANCED
Experience of operating on strategic projects as part of cross-functional teams. Draw up business cases and project plans, able to manage risk. Identify differing contracting strategies and to recommend preferredoption. Some experience of supplier management. Awareness of the components of a make or buy process. / Able to identify and assess hard and soft benefits of a project.
Able to identify and assess the impact of risks to a project.
Understand and apply supply and value chain concepts.
Able to identify a range of options and recommend the most appropriate.
Work with stakeholders to implement improvements to the supply chain strategy.
LEADER
Through knowledge and skills play a leading role in cross-functional teams handling strategic procurements. Manage all aspects of projects from business case through to delivery. Identify and implement appropriate contracting strategies. Actively manages relationships with key suppliers. / Encourages relationships with key suppliers and ensures they are involved in new initiatives from the outset.
Ensures key stakeholders engage with procurement from the outset of a project.
Establish quality standards and quality assurance procedures.
Develops and delivers a commercial strategy that supports the organisation’s business objectives.

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PROCUREMENT COMPETENCY AREAS / TECHNICAL COMPETENCE (Knowledge and Skills) / TECHNICAL STANDARD (Able to do)
3.Markets

Market knowledge
Product knowledge
Commercial focus
Centralised Procurement

/ BASIC
Awareness of markets as a source of supply, but no detailed market/product knowledge, with limited commercial focus. Administrative/supporting involvement only under close supervision. / Undertake market research and sourcing activities under close supervision.
INTERMEDIATE
Basic knowledge of markets and products, apply basic procurement processes in search of best value. Some commercial focus, with enough experience to know when to seek advice. / Keeps abreast of market developments through industry magazines, trade exhibitions, discussions with current suppliers and other procurement professionals.
Able to make recommendations on alternate sources of supply to inform specifications.
ADVANCED
Thorough experience and knowledge of specific markets; exploit them through application of well developed procurement skills. Commercially aware and credible externally. / Understands where product or service sits in the supply chain and uses this to source suppliers.
Uses a range of market specific intelligence to inform decision making.
Identifies supply options to meet the requirements of the specification.
LEADER
Skilled and experienced in market exploitation. Identify appropriate tactics dependent on supplier position in the market. Very focussed commercially, very credible externally. / Actively seeks to develop markets where there is little competition.
Uses market knowledge to inform strategy making e.g. moving up a supply chain (backwards integrating) to a more competitive market.
PROCUREMENT COMPETENCY AREAS / TECHNICAL COMPETENCE (Knowledge and Skills) / TECHNICAL STANDARD (Able to do)
4.Procurement Processes

Specifications
Sourcing and Supplier Appraisal
Invitations to Tender
Legal, T&Cs
Bid evaluation
Negotiation
Award of Contracts
De-briefing
Contract administration
E-procurement
R2P
Spend analysis
Construction

Claims
Service pricing mechanisms

Benchmarking techniques

/ BASIC