Title of Post s1

TITLE OF POST: EPS Category Specialist (x2)

LOCATION: Limerick

REPORTS TO: EPS Category Manager

CONTRACT TYPE: Specific Purpose

SALARY SCALE: €35,407 - €52,087 p.a.

JOB DESCRIPTION

1. Job Purpose / Conduct competitive tendering on expenditure areas in line with the EPS project plan. Competitions may be run at a national, sector or individual institution level and include multiple partners and stakeholders on a collaborative basis.
Work with the EPS team, budget-holders, internal/external service providers and stakeholders to plan, organize and co-ordinate the full range of contracts necessary for the successful operation of the education sector on a day to day basis.
As the new Office of Government Procurement model is rolled out each Category Specialist will be assigned responsibility for specific categories of expenditure and or sourcing activities and be required to;
·  Drive maximum value for money across the assigned category of expenditure or sourcing activity.
·  Deliver category and sourcing strategies to deliver Government procurement objectives.
·  Put in place the required contractual arrangements which will satisfy customers across the Public Sector.
·  Build and maintain strong working relationships with key stakeholders both internal and external.
2. Key Accountabilities / ·  Provide efficient and timely roll out of contracts or frameworks from collaborative tenders, including completing mini competitions and assessing and reporting on value for money.
·  Complete on time per agreed schedules competitions and tenders under EU directives or Government (national) guidelines and procurement best practice.
·  Prepare strategies for the procurement of goods and services
·  Establish and define requirements with budget-holders, internal service providers and key users in Request for Proposal/Invitation to Tender, adding commercial and specific Terms and Conditions of Purchase.
·  Input into the development and management of an annual plan with agreed targets.
·  Prepare regular reports on project progress, cost savings, efficiency building or quality improvement initiatives.
·  Deal with customer/staff enquiries suggestions and complaints concerning procurement.
·  Assist/perform account control including active and effective handling of Suppliers.
·  Insure closure is achieved on all projects and queries from customers.
·  Conduct all Procurement business with integrity and Diligence in accordance with procurement best practice and Irish/EU law.
·  Keep updated all files and relevant records pertaining to the procurement process on an on-going basis.
·  Conduct training of staff and on the job training of colleagues and new employees in the operation of EPS procurement best practice procedures.
·  Assist in the implementation of system improvements, new systems, process improvement in line with best practice/government guidelines.
·  Maintain and develop category expertise with a particular focus on emerging market trends, recommend strategies for delivering best value for money.
·  Prepare monthly reports on activities, final reports on tender process, commodity strategy reports and other reports as required from time to time.
·  Assist with the running of the Procurement office including providing cover for colleagues on annual leave sick leave or other absences.
·  Provide flexibility in the operation and delivery of the Procurement services to staff and public.
·  Attend IUA, UPCOG, NPS, CMOD OGP and other initiatives and meetings as required.
·  Keep abreast of new procurement rules and initiatives in the public sector and the wider business community, including attendance at training programmes.
·  Insure compliance with Procurement rules and keep accurate records
·  Deliver savings through tendering and Procurement expertise.
·  Deliver procurement services efficiently and expertly
As the OGP model is rolled out across the public sector the role will evolve to include the following main activities related to the EPS sector hub:
·  Take responsibility for categories of expenditure or specific spot buying activities assigned.
·  Deliver specific sourcing and saving projects.
·  Drive innovative approaches in relation commercial arrangements, operating models, specification, etc.
·  Establish close working relationship with all Units and teams within the OGP.
·  Assist with the maintenance of a “category & Spot Buying knowledge bank” as a record of the Category and spot buying information and strategy(s).
·  Aid the development of an online knowledge base for each category, using common templates and structures.
·  Support Category Councils.
·  Provide to Category Councils high-quality market insight and analysis using internal and external resources as appropriate.
·  Run, manage and record tender processes.
·  Work with the communication and customer service teams to publish contract award notifications and make available contracts to the customer base.
·  Manage internal controls to assure process and legal compliance.
·  Liaise and work with the Chief State Solicitors Office to ensure all sourcing activity is performed in adherence with all applicable laws and policies, ensuring the appropriate use of forms of contract and commercial protection.
·  Ensure compliance to the Category Sourcing Process, ensuring appropriate customer sign-off at appropriate decision points.
·  Develop and proactively manage customer relationships.
·  Monitor and report on key performance indicators.
·  Using agreed methodologies, report on forecast savings and deliverables for each procurement project.
·  Implement business reviews and risk assessments with agreed key suppliers at agreed frequencies.
·  The above is intended as a guide to the general range of duties and is intended to be neither definitive nor restrictive. It will be subject to periodic review with the post holder.
3. Context
3a Key Working Relationships & Contacts / Key working relationship will be within the EPS procurement team, liaising with the category manager, portfolio manager and partner stakeholders. Good team skills and excellent communication skills will be essential. A professional, flexible and customer friendly relationship is necessary with the partner organizations and stakeholders, where you will be providing procurement services to budget holders. The relationships with external stakeholders such as suppliers, competing suppliers and funding providers are key requiring the Procurement officer to have excellent skills and be able to develop mutually agreeable outcomes with people at all levels.
3b Working Environment/Special Circumstances / The volume and complexity of competitions requires careful planning and scheduling to ensure that timeframes are maintained and the competitions are bought to a successful conclusion within agreed time limits.
The role involves balancing of the needs of the EPS with the partner requirements and the requirements of the Procurement directives and guidelines.
The EPS business case is based on achieving efficiency and value for money through aggregation and sharing of service provision. This requires achievement of efficient delivery of projects and achievement of value for money goals.
3c Job Boundaries / The role involves interaction with higher education staff at all levels, the general public and suppliers, providing expert knowledge and making important commercial decisions and ensuring adherence to complex directives and guidelines.
4. Dimensions
Budget
Staff
Customer
Operational
Administrative / You will work as part of team, the Higher education procurement spend is approximately €600 million. The EPS have a staff of approximately 9 staff.
Section 2: Knowledge, Qualifications, Skills, Experience & Competencies
5. Knowledge, Functional Skills, Experience & Qualifications / Requirement / Essential/ Desirable
Knowledge
Working knowledge of best practice rules of Procurement
Functional/Work-based Skills
Microsoft office proficient, good presentation skills, analytical skills, communication skills and excellent negotiation skills
Experience
Experience in a procurement sourcing role, in a medium or large public sector or regulated organization
Experience of dealing with suppliers and internal customers
Experience of preparing complex detailed tender documents
Public sector procurement experience
Qualifications
Holding or pursuing IIPMM Degree/Diploma or degree in relevant discipline or equivalent / Essential
Desirable
Essential
Desirable
Desirable
Desirable
Essential
6. Behavioural
Competencies / Enablers of Success / Level / Comments
Customer Focus / Be customer focused / High
Planning & Organising / Project plan and manage EU, National and Collaborative tenders / High
Using Initiative, Achieving Goals / Develop solutions adhering to the Procurement guidelines and directives to deliver the required product/service at best value for money / High
Decision Making & Problem Solving / Ability to understand complex presentations, and to provide sound business decisions from the information contained in submissions / High
Effective Communication / Ability to communicate effective and clearly / High
Team & Collaborative working / Ability to work as part of a small team to provide services to a range of customers while dealing fairly with potential suppliers / High
Effective Networking and Relationships / Keeping up to date with happenings in the business community, e.g. new suppliers and new solutions to potential problems with existing suppliers / Medium
Innovation & Creative Thinking / Ability to think creatively in the operation of the Procurement policies and directives / Medium
Change, Adaptability and Flexibility / Ability to adapt to different circumstances as required by the business / High
Leadership / Provide leadership in the delivery of projects / High
Continuous Development / Keep up to date with Procurement regulations and developments / High
Thinking & Acting Strategically / To be able to recognize strategic opportunities when planning procurement projects and to direct tenders so as to take advantage of the new opportunities / Medium

Job description