JOB DESCRIPTION. Job title. Senior Procurement Manager. 2-year fixed term contract. Band 2. 52,312-64,208 per annum. Main purpose of the job:

Transcription

1 JOB DESCRIPTION Job title Senior Procurement Manager 2-year fixed term contract Band 2 52,312-64,208 per annum Main purpose of the job: The Finance and Procurement Team provides a full range of finance and procurement services to the NAO. The wider team includes some 10 people, of which the procurement unit will consist of a Senior Procurement Manager and a Procurement Manager. The NAO seeks to maintain a procurement practice which is both efficient and streamlined in process, but which is fully compliant with the standards the NAO expects of others. The procurement specialists are responsible for providing high quality procurement management and/or advice to NAO staff at all levels on all the NAO s procurement activities and contracts, ensuring that all risks including non compliance with current EU and UK law, government policy and best practice are fully understood. The Senior Procurement Manager role includes: 1. Drawing on an extensive experience of commercial and contract management to help support teams in the NAO during both negotiation of contracts, advising on commercial risks of contractual commitments, advising on a framework to manage performers of suppliers under the contacts and setting up and overseeing an appropriate contract database to provide office wide visibility of contracts under management. This includes maintaining and develop the supplier performance database to inform future sourcing decisions. 2. Provides strategic direction to the NAO s procurement policy. This includes providing a fully or partially managed service to internal clients for large or medium sized procurement, but also helping develop a set of self-service tools that clients can use to carry out small procurements independently. Developing these tools and ensuring the policy framework is both clear and effective to users is a key part of the role. 3. The ability to find efficient and appropriate solutions to procurement issues within existing frameworks and guidance. In particular, the ability to help shape and determine our future procurement policy in a way which is both efficient, effective and minimises risk that we do not get value for money is desirable. Extensive knowledge of government frameworks and G- cloud market place procurement is essential. We would also place value on procurement experience outside of the public sector, as a means of identify potential for modernising and evolving our approach. 4. The post holder may also provide technical support and assistance to the NAO s audit and value for money teams who are reviewing wider procurement practices across the public

2 sector. This will involve drawing on their background of public and private sector experience of different types of procurement. 5. Good stakeholder management and building external and internal networks. The role could mean representing Finance at internal meetings and the NAO at external events. The person must have confidence and influencing skills to deal with people at all levels of organization. About the National Audit Office The National Audit Office (NAO) is the UK s main public sector audit body. Independent of government, we have responsibility for auditing the accounts of various public sector bodies, examining the propriety of government spending, assessing risks to financial control and accountability, and reviewing the economy, efficiency and effectiveness of programmes, projects and activities. We report directly to Parliament, through the Committee of Public Accounts of the House of Commons which uses our reports as the basis of its own investigations. We employ some 810 staff, most of whom are qualified accountants, trainees or technicians. They work in one of two main areas, financial audit or value for money (VFM) audit. The NAO welcomes applications from everyone. We value diversity in all its forms and the difference it makes to our organisation. By removing barriers and creating an inclusive culture all our people have the opportunity to develop and maximise their full potential. The NAO supports flexible working and is happy to discuss this with you at application stage. Responsibilities/Relationships: Reporting to: Head of Finance and Procurement ( Band 1) Internal/External relationships: Financial Controller, Directors; Finance and Procurement colleagues; Digital Services; Facilities; Financial Auditors and any member of NAO staff with responsibilities for buying goods or services or managing contracts. This will also involve dealing with suppliers and Crown Commercial Services. Staff Resources managed: There are no direct line management responsibilities. However, the Senior Procurement Manager will provide strategic direction to the Procurement Team and will supervise and support the Procurement Manager in technically complex or large procurement activities. Budgetary Resources managed: the Procurement Specialist ensure good procurement practice throughout the NAO, and influences value for money on all overall Office external expenditure. Procurement specialists are responsible for ensuring the customers objectives are met in terms of VFM, timeliness and cost. Page 2 of 5

3 Objectives: Some of the key aspects of the role are: Providing strategic direction to the NAO procurement practice. This includes the development and supporting the adoption of improved procurement processes and ways of working including developing the procurement intranet pages and team as an information hub, providing expert advice and guidance on best practice tools and techniques Stakeholder management including establishing a network and knowledge base across the government sector (this will include good working relationships with Crown Commercial Services) Proactively manage a portfolio of procurement competitions, including provision of expert advice; resolving complex commercial issues and contract management. Applying professional judgement to ensure the effective and efficient delivery of procurement strategies and processes, and providing strategic direction to the NAO procurement practice. Ensuring contractual and supplier risks are identified and mitigated in all procurements and agreement of contracts in collaboration with internal clients and contract managers. In particular, experience in reviewing and advising on contractual terms Client management including analysing the internal client s requirements, advising them on the best approach, providing templates, and reviewing their work for compliance highlighting any problematic areas (in particular, making sure that requirements are fair and do not discriminate). Identifying and managing legal and project risk issues and problem solving. Acting as the contact for obtaining legal advice on specific areas of risk, or drawing on procurement specialists expertise to advise internal client Supplier management including providing information and guidance on NAO tender processes and managing clarification requests. Providing up to date professional and expert advice on most the appropriate sourcing strategies in line with NAO procurement policy, public sector procurement law and established best practice. For significant procurements, this will include end to end process: 1. Devising, developing and implementing tailored sourcing strategies; 2. Preparation and issue of legally compliant Invitations to Tender; 3. Evaluation of the cost elements of tenders; 4. Chairing evaluation panels 5. Contract negotiation (providing advice around terms and conditions) 6. Ensuring full disclosure and reporting requirements are met On conclusion of process of significant procurements, responsible for writing tender evaluation reports and recommendations on award decisions for senior stakeholders in NAO Management of the Contract award and decline processes, including development of debrief correspondence (writing to unsuccessful suppliers, and provide feedback and further information in line with procurement regulations) Page 3 of 5

4 Providing ongoing contract management advice and support to contract managers in line with NAO standards on contract management (providing guidance on their responsibilities and skills to manage contracts to internal customers) Review proposals for Single Tender Action against good practice and NAO procurement guidance and advise Financial Controller on whether or not to approve them Assistance and support to financial audit teams under our new framework arrangements for contracting for audit work. Teams will now be required to maintain audit trails of their decision making process for direct awards. Procurement Managers will provide advice, support, templates and guidance. Procurement Managers will also provide assistance with the further competitions for audits of 100k and above. Provide reliable and relevant regular and ad hoc management reports as required Responsible and accountable for maintaining an effective audit trail for all procurements Forward looking view of contracts coming up for renewal or extension and proactively alerting teams so they can start planning well in advance Key skills/competencies required: Technical competencies Good understanding of commercial contract law and demonstrate good commercial awareness (including negotiation, influencing and financial analysis skills) Strategic contract management of service providers to ensure contracts deliver not just tender promises but also continuous improvement and added value Advice and recommendations on the strategic direction of the NAO s procurement policies to ensure the Office s procurement activities are at the leading edge of best procurement practice Professional knowledge: This is a key designated procurement post and therefore the post holder must possess the CIPS Graduate Diploma (or demonstrate an equivalent level technical proficiency) Good knowledge of EU/UK procurement legislation, together with practical experience of this type of procurement (including knowledge of the Public Contracts Regulations 2015) Post holder should at all times be aware of and remain current on any changes to procurement process, government policy and comply fully with EU and UK law Good project management skills (including understanding and application of LEAN procurement principles) and Proficient in the use of e-tendering portals used for majority of NAO procurements Effective communication skills: Written communication eg. must be able to assist with the preparation of specification and prepare contract and invitation to tender documentation, as well as internal briefing, papers etc; Page 4 of 5

5 Interpersonal skills to chair evaluation panels, plus manage queries and issues raised by internal and external stakeholders; and Persuasive presenter, facilitator and negotiator with the ability to confidently and credibly influence in meetings and wider discussions. Ability to present a professional, confident and credible in meetings and wider discussions; the role often means representing Finance at internal meetings and the NAO at external events Good team working Ability to manage time and to prioritise own work effectively, often needing flexibility to deal with concurrent or conflicting timetables Able to monitor/scan external sources of data and intelligence and to proactively share relevant information with others where relevant Page 5 of 5