Job Band
Reporting to / Finance Director
Employees reporting to role / None
Financial Responsibilities
Purpose of Job / Identify, procure and best practice management of commercial contracts for a range of goods and services for the Commission’s head office and global suppliers whilst ensuring compliance with EU/UK procurement legislation and the Commission’s procurement and purchasing policies
Maintain relationships with Purchasing Leads in each of the Commission’s Four Geographic Operating Areas- UK, Western Europe, Mediterranean and Africa /Asia
Act as business partner and achieve savings in the purchase of goods and services by deploying commercial acumen and innovative approach
Maintain relationships with key group wide suppliers and ensure internal customers monitor delivery of contract performance with escalation of issues to enable early resolution with the contractor / provider.
Key responsibilities and accountabilities
General
  • Communicate and championincreased compliance with the Commission’s Procurement Policy Procedures Manual and the Purchase Management systemcovering the purchase of goods and services
  • Responsibility for organising and supporting meetings and objectives of the Commission’s newly established global procurement committee.
  • Provide support and advice on procurement procedures & policies to Areas.
  • Encourage the development of best practice in procurement across the Commission, supervising and recommending training and development within the Areas to ensure the implementation of the Commission’s Procurement Procedures
  • Identify and target procurement activities on which cost savings can be achieved
  • Lead the purchasing of Commission wide goods and services on a tender basis, ensuring detailed specification of requirements, appropriate contract performance standards and penalties and negotiating with suppliers
  • Manage the tendering process, and review tender documentation from potential suppliers ensuring regulatory compliance for all significant tenders to include full OJEU likely to include significant procurements of IT software system(s)
  • Support drafting, in conjunction with legal team of appropriate contract documentation including SLA’s for new suppliers
  • Maintain relationships with key Commission suppliers and negotiate prices for goods and services on behalf of the Commission
  • Further deployment across the Commission of its new travel supplier
  • Drive development of contracts register/database
  • Co – ordinate with Head Office Finance team to ensure a co-ordinated approach on procurement and purchase management activity
Team Performance (where applicable)
  • Provide professional advice and support to Head Office staff on all matters relating to contract matters and procurement procedures and support Areas where requested
Project Responsibilities (where applicable)
  • As directed, manage procurement contracts on behalf of Head Office Functions and Commission wide tenders
  • As and when requested, manage procurement activities on behalf of Areas
Other Accountabilities
  • Development of KPI’s for the Procurement function and implementation of a reporting mechanism for such

Key contacts and relationships
  • Providing support and advice to the Commission’s Areas and Agencies and Head Office Managers particularly IT
  • Liaison and relationship building with key suppliers particularly during transition implementation

Knowledge &qualifications/experience required
  • Degree - Chartered Institute of Purchase and Supply (CIPS) or equivalent preferred: or be able to demonstrate substantial professional experience
  • Knowledge and experienceof procurement and contract principles and best practice procedures including OJEU and Public Contracts Regulation tender and procurement processes
  • The ability to establish an effective working relationship with colleagues and peers, including external organisations and individuals in a multi-cultural environment
  • Effective verbal and written communication skills
  • The ability to organise and chair meetings

Competencies & Key Skills (functional/technical)
  • Negotiation
  • Commercial acumen
  • Relationship management and business partnering
  • Communication
  • Good judgement and analytical ability
  • Accuracy and attention to detail
  • Planning and Organising
  • Ability to manage multiple projects

Date of Preparation1

March 2017