Job Description

POST DETAILS
Directorate / Chief Executive
Location / Primarily based in Dover and required to work within each of the Local Authority partner areas on a regular basis including travel to managed assets/ properties
Job title / Procurement Manager
Reports to (job title) / Chief Executive
Grade / Competency Framework Level / 3 / Politically Restricted Post / No
Disclosure Register / No
JOB PURPOSE
To take responsibility for leading, developing and co-ordinating the strategic procurement and commissioning needs of EKH ensuring all activity maximises value for money within a best practice approach. Delivery of savings from procurement and commissioning activity through innovative approach to service design and procurement to support the budget planning process. To support EKH’s Senior Management Team and leadership in delivering change and innovation to equip EKH for future challenges and budget pressures.
To pro-actively manage the strategic relationships between EKH and the Client Councils ensuring that activity and aspiration is understood and to manage areas of conflict with the aim of optimising mutual benefit.
Provide advice to staff across the EKH on the application of Client Council and EKH Contract Standing Orders to ensure compliance with internal regulations, legislation and best practice to deliver best value contracts for the authority.
To manage and motivate the team to achieve financial and service targets contributing to corporate objectives and meeting customer needs.
PRINCIPAL ACCOUNTABILITIES
·  To provide procurement consultancy/ advice to EKH as required including identification and mitigation of risk of legal challenge from economic operators and third parties.
·  To develop and maintain a Procurement Strategy including ensuring consultation and engagement with relevant stakeholders at all levels of the organisation. To develop and maintain a corporate governance framework for procurement including Contract Standing Orders and Purchasing Guide.
·  To develop and ensure the implementation of EKH and Client Council policies and procedures regarding procurement including meeting legal and regulatory obligations under the Public Contract Regulations & EU Procurement Rules and Contract Standing Orders.
·  To identify and manage the risk profile of EKH’s strategic procurement position ensuring strategies are in place where risk mitigation is required.
·  To continually develop and ensure effective procurement processes exist along with an effective advice and guidance process including provision of necessary staff training to support strategic and operational procurement across EKH at all levels. To develop effective internal and external communication methodologies and systems which ensure all stakeholders are kept well informed.
·  To monitor the external market that EKH works in ensuring, where possible, that EKH positions itself appropriately. To develop, analyse and respond to business intelligence data relating to EKH’s procurement activity. To develop, analyse and respond to management information in order to inform procurement strategy and report on compliance and performance.
·  To engage with Senior Management and the wider organisation to build capacity to ensure staff are equipped with necessary understanding and skills in “end to end” procurement, including but not limited to; working within local rules and meeting legal and statutory obligations, identification of appropriate procurement strategy, whole life costing appraisal, maintaining value and improvement within contract term through proactive contract management, appropriate disposal of assets as necessary.
·  To identify, select, and implement best practice eProcurement systems as appropriate across EKH including but not limited to, lead as Administrator for Purchase Order Processing including; purchase to pay, system development, testing and organisational operation/ user training, spend analysis tools and eSourcing.
·  To provide expert intervention and support as necessary for “high end” procurements and all EU procurements including preparation and publication of all statutory notices.
·  Statutory responsibility, as required under Regulation 40 of the Public Contract Regulations for compilation and timely submission of annual EU Statistical return to the Cabinet Office via Client Council partners.
·  Managing and reporting on the performance of contracts; developing and ensuring effective arrangements are in place for all commercial contracts managed by EKH.
·  Review and update the procurement plan on a regular basis to ensure it reflects an accurate three-year rolling programme, reporting annually to Corporate Management Team.
·  Research and evaluate examples of best practice for procurement in the sector and propose improvements. Develop procurement guides and provide officer training to support effective procurement throughout the organisation, developing effective communication channels to ensure all stakeholders are kept informed.
·  Advise staff leading the procurement of works and services with up to date professional, technical and legal expertise to enable them to determine the correct form of procurement to achieve efficiencies and value for money.
·  Develop category management methodologies to achieve economies of scale through co-ordination of the procurement plan to forecast alignment of procurement activities across all Client Council areas.
·  Work with the Client Council legal and procurement teams to develop the organisations contract terms and conditions together with the technical specifications to incorporate best practice.
·  Research new legislation and comply with all new and existing requirements to ensure all statutory obligations are complied with.
·  Be pro-active in advising EKH on internal controls and compliance with financial regulations and contract standing order compliance in order to achieve operating efficiency and sound systems of internal control.
Generally
·  Work collaboratively with EKH staff, Client Councils, service providers and residents to address and deliver solutions to stock condition/ budget/ investment/ programming related enquiries and reporting obligations.
·  Provide effective and timely reports to staff teams, management and stakeholders (including residents, staff and councils) for all programmes.
·  Adopt a proactive, solution based approach to service delivery.
·  Promote a service culture to develop and maintain high standards of customer care that are consistent with EKH’s values.
·  Ensure the Health and Safety of residents is protected at all times by updating systems and developing work programmes using up to date professional and technical training and experience.
·  Assist EKH in ensuring that it’s corporate liabilities and risks are up to date, properly recorded and managed using effective communication to team members, service providers, other staff and residents.
·  Develop and maintain good working relationships with EKH staff, client councils, councillors, auditors, regulators, service providers and statutory bodies through regular contact, accurate reporting and open communication.
·  Undertake other duties that are appropriate and commensurate with the grade of the post and as may be required from time to time.
REQUIRED ATTRIBUTES
Values and Competencies
·  EKH values. Upholds ethics and values, demonstrates accountability and integrity, promotes and defends equal opportunities and diversity with staff, teams and the services being delivered, encourages organisational and individual responsibility towards residents, the community and the environment.
·  EKH Competencies. Meets the requirements of the EKH competencies applicable to the post and continually strives to embed these across the organisation and improve upon them where opportunities arise.
Knowledge
·  Expert in Public Sector Procurement and the associated legal & regulatory framework including Public Contract Regulations, EU Procurement Rules & EU Treaty principles.
·  Proven experience in public sector procurement, demonstrating a sound understanding of compliance with statutory landlord obligations and associated legislation, as well as a comprehensive knowledge of European and UK contract law.
·  Sound understanding of property services, contractual arrangements and the various forms of contracts.
Skills
·  Makes prompt, clear decision which may involve tough choices or considered risks, takes responsibility for actions, projects and people, takes initiative, acts with confidence and works under own direction, initiates and generates activity.
·  Upholds ethics and values, demonstrates integrity, promotes and defends equal opportunities and builds diverse teams, encourages organisational and individual responsibility towards the community and the environment.
·  Establishes good relationships with customers and staff, builds wide and effective networks of contacts inside and outside EKH, relates well to people at all levels, manages conflict, uses humour appropriately to enhance relationships with others.
·  Writes clearly, succinctly and correctly, writes convincingly in an engaging and expressive manner, avoids the unnecessary use of jargon or complicated language, writes in a well-structured and logical way, structures information to meet the needs and understanding of the intended audience.
·  Applies specialist and detailed technical expertise, develops job knowledge and expertise through continual professional development, shares expertise and knowledge with others, uses technology to achieve work objectives, demonstrates an understanding of different organisational departments and functions.
·  Rapidly learns new tasks and quickly commits information to memory, gathers comprehensive information to support decision making, demonstrates a rapid understanding of newly presented information, encourages an organisational learning approach (i.e. learns from successes and failures and seeks staff and customer feedback), manages knowledge (collects, catalogues, and disseminates knowledge of use to the organisation).
·  Follows procedures and policies, keeps to schedules, arrives punctually for work and meetings, complies with legal obligations and safety requirements of the role.
·  Works productively in a pressurised environment, Keeps emotions under control during difficult situations, Balances the demands of a work life and a personal lif, Maintains a positive outlook at work, handles criticism well and learns from it.
·  Works hard and puts in longer hours when it is necessary, Identifies development strategies needed to achieve career goals and makes use of developmental or training opportunities.
Experience / A minimum of 5 years at a senior procurement professional level within an organisation equivalent in scale and scope to that of EKH
Experience of procuring maintenance and property contracts
Proven experience in managing a complex, diverse and high volume procurement programme
Qualifications / Essential – Full membership of Chartered Institute of Purchase and Supply (CIPS)
Desirable – Professional Diploma in Procurement and Supply or significant work experience equivalent to this requirement
Desirable – Qualified Solicitor or Legal Executive
JOB DIMENSIONS
Annual budgetary amounts / c£30m (support in procuring contracts to this value annually)
Number of staff reporting to the job holder / None
Any other relevant statistics / Current full driving licence effective in the UK and use of a motor vehicle for business use, or the ability to get to locations in a timely manner equivalent to motor travel in your own vehicle
NATURE OF CONTACTS
Internal / EKH Board/ Corporate Management Team – attend Board/ Corporate Management Team meetings as required to inform members on procurement
Managers and team members within asset management – advise Managers and team members regarding options for procurement solutions, including incorporating best practice into solutions
Operations Managers and other housing management staff – advise housing management staff in regards to procurement rules and processes
Other managers – consult other managers regarding the input required from other areas to support the asset responsibilities
Area Boards and tenant representatives – present to tenants and communicate agreed principles and standards
External / Client officers ,procurement & legal teams in the partner councils – liaise with officers over the best solution to comply with Standing Orders
Councillors and other elected representatives – answer customer complaints and enquiries and clearly outline what can and can’t be done
Tenants and leaseholders – consultation over work programmes and procurement plans
External bodies and procurement clubs – liaise with external bodies, such as, Fusion 21, Northern Consortium, SEC and National Federation of ALMO’s to incorporate best practice from other organisations
WORKING ENVIRONMENT CONTEXT
There may be a need to access confined spaces and work at height
Attendance at evening meetings may be required
Visits to residents homes, estates and various client council premises will be required
ORGANISATION CHART
See separate chart
JOB DESCRIPTION SIGN-OFF
Completed by / Date:
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Dimensions Reviewed/Agreed by / Date:
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