Supply Chain Specialist

Transcription

1 Role Title Job Family Supply Chain Specialist Supply Chain Competency Level Pay Range / Scale Principal Officer/Manager PO6 Purpose To support the council s category management approach to procurement to ensure that it procures its goods, services and works in a cost effective and efficient manner through providing commercial expertise and market knowledge. This role is responsible for developing and implementing sourcing, procurement and contract management strategies, leading on high value complex procurement projects, providing procurement expertise throughout the commissioning framework, negotiating with and developing third party providers. To provide the strategic leadership on the performance management of a portfolio of allocated contracts, including managing change and service development / improvement. To ensure quality and value for money at all times. To ensure the service complies with relevant legislation, regulations and policies. Generic Accountabilities Plan and organise work to ensure the delivery of those aspects of the service for which responsible. End Result/Outcomes Work is completed on time and to the quality and standards required. Changes to priorities are accommodated. Service is delivered to organisational requirements and reflects customer and stakeholder requirements, within organisational constraints. Undertake / support consultation procedures. Identify issues, resolving as appropriate and escalating complex problems if necessary. Collate process and analyse complex information. Ensure all required records and information are maintained correctly. Professional and legal compliance is assured. Activities are undertaken according relevant guidelines / regulations / procedures. Customer / stakeholder views are available to inform recommendations. Data and measurements are accurately recorded. Information / applications are processed according to procedure. Information is managed efficiently and accurately. Data is recorded and stored in compliance with national standards and can be shared, as appropriate, with other agencies. page 1 of 9

2 Prepare and present results / responses / reports / recommendations. Provide authoritative advice, guidance and support to colleagues, customers and stakeholders. Respond to and investigate enquiries / escalated complaints. Contribute to identifying and delivering information / activities to support service delivery / promote the service area /. Challenge customers practice and minimise risk, referring concerns to line manager. Work closely with others to clarify changing requirements. Identify, recommend and support the development and delivery of improvements. Contribute to the development and implementation of policies, procedures and systems. Lead projects or improvement programmes, or contribute to the delivery of larger projects Accurate, complete and relevant information / reports are provided for internal and/or external use. Issues are clearly summarised, progress and implications are reported. The council s position is clearly stated. Information, advice and support are accurate, timely and constructive. Problems are identified. Issues are managed through to a satisfactory conclusion, or escalated if appropriate. Risk to the Council / customers is minimised. Requirements are effectively identified. All materials / activities are delivered to the required standards and timescales. Information / activities achieve desired results. Customer risks are assessed. Relevant health, safety and welfare requirements are met. Improvement opportunities and plans to achieve them are identified and recommended. Agreed improvements are developed, delivered and evaluated. Changes are effectively communicated to others. Practical, effective solutions are developed and delivered in accordance with legislative requirements and good practice guidelines and address any relevant environmental / conservation / technical / design issues. Projects are delivered to agreed specification, timescales and budgets. All project documentation and reports are completed correctly. page 2 of 9

3 Support others in their development, including external organisations / customers where appropriate. Develop good working relationships and communicate effectively with internal / external organisations / partners and stakeholders. Represent specialist area internally and / or externally. Model, demonstrate and promote good practice relevant to the role. Support partnership agreements and partnership working within area of responsibility. Contribute to service / business plans for area of responsibility and to wider service planning and development activities. Contribute to budget planning as required. Quality check documents, decisions and / or presentations before delivery Act in accordance with all policies and procedures which apply to the job and understand the reasons for this. Job Specific Accountabilities: Support the Head of Supply Chain in developing and managing a category management approach to procurement. Identify any changes that may impact the service / profession. Contribute to the development of others (e.g. through sharing knowledge and skills, acting as a coach or mentor, or providing feedback). Relevant work area reputation is maintained or enhanced. Stakeholders are engaged with activity relevant to them. Positive feedback is received from stakeholders. Communications are clear, well planned and effective. Best practice is shared and promoted. Activities which support partnership working are effectively delivered. Partnership working groups produce valid and timely outputs. Service / business plans reflect input. All work meets the required standards All policies and procedures are complied with. Contributes to delivery of third party savings. Commercial and value for money outcomes are achieved. Identifies opportunities for cashable and non-cashable efficiency savings. Provide support, advice and guidance to managers, and lead on aspects of the commissioning framework including market and supplier development and analysis, options appraisal, tender Improved outcomes generated through effective market engagement and knowledge. Specialist advice, information, interpretation and support page 3 of 9

4 process, evaluation data analysis and negotiation to ensure contracts are delivered on time and deliver savings within a best practice framework. are provided on the full range of technical / procedural issues within the area of responsibility. Risk to the Council stakeholders and customers is minimised. Plan and ensure service delivery of contracts within a complex / diverse environment. Procurement activities are legally compliant. The service is delivered to the quality, Council, professional and legislative standards required. Integrated service development and delivery is informed by client, partner and stakeholder views, latest thinking, good practice and legislative requirements. Corporate strategies are effectively implemented within area of responsibility. Plans are developed using a risk based methodology. Manage responses to complex professional or politically sensitive issues within the area of responsibility. Expert opinion, advice, supports and interpretation is provided on all aspects of the area of responsibility. Major issues are managed through to a satisfactory conclusion. Feedback and complaints procedures are developed and managed. Complaints are effectively resolved. Advise Heads of Service, Directors, Strategic Directors, Members and others on issues relevant to the service area. Provide professional challenge and advice to colleagues, managers and partner organisations including operational contract managers. Ensure the development and delivery of continuous improvements in all aspects of service delivery of contracts. Expert professional advice, interpretation, information, support and challenge are provided to Waltham Forest and external parties on the full range of operational, legislative and strategic issues within the field of expertise. Responses to major corporate or partner initiatives / complex strategic or operational issues are managed effectively. Improvements are developed and delivered effectively. Stakeholder requirements are met. Implement a risk management programme and advise on issues affecting Council service areas. Business threatening situations are recognised, planned for and managed or escalated as appropriate. Systems and governance are in place to and respond promptly to critical events. Continuous service is provided. page 4 of 9

5 Prepare and present a full range of reports (both standard and non-standard) covering area of responsibility. Reports are prepared, distributed / presented to the appropriate committee/ to the required standards and timescales. Evidence based recommendations are made. Deputising for the Head of Supply Chain as required at appropriate meetings, and providing support for junior staff including the mentoring of support officers and supervision where appropriate. Continuity of service when Head of Supply Chain is unavailable. Improving skills and knowledgebase of colleagues. Ensuring continued professional service for customers. Contribute to the provision of internal and external training to develop capacity within the council and the supply chain, including SMEs and the voluntary and community sector. Managing strategic contracts to ensure the delivery of high quality, cost effective services that deliver positive outcomes for Waltham Forest residents and the Council. Increased spend with SMEs and other local organisations in accordance with Council policies. Training courses delivered to a range of customers. Providers are held to account to deliver the outcomes required in a cost effective way. Where providers underperform, this is addressed swiftly and effectively. Relationships with providers are open, collaborative and constructive. Provider performance is reported accurately and concisely to a range of internal and external stakeholders as required. Regular reviews are undertaken to ensure performance standards are met/exceeded. Effective and timely action is taken to address suppliers who are underperforming. Risk to the Council and its Residents are minimised. Customer outcomes are clearly understood and specified. Services/goods are delivered on time, to budget and standards agreed. Lead on strategic contract and supplier relationship management on behalf of the Council. Partnership approach developed with key suppliers, with alignment of strategic objectives and supplier contributing to delivery of wider Council aims. Opportunities to improve delivery/capacity/manage page 5 of 9

6 demand of provision are proactively identified and actioned. Expected operational efficiencies are identified and realised. Commercial negotiations result in positive outcomes for the Council Savings and opportunities for efficiencies, including through the management of demand, are realised throughout the lifetime of a contract. Providers bring forward ideas for new, innovative service delivery models that enable the Council to deliver improved services at a lower cost. Work with others to develop the service/market. Options for developing the service / market are identified. Current potential partners/providers are identified. Barriers are recognised and addressed. Ensure that a review of provider / supplier performance is completed during the last year of the contract / service delivery. An overview of performance over the life of the contract is captured Future service design/commissioning is informed by past performance and lessons learned Nature of Contacts Diverse internal (up to Strategic Director level) and external contacts, to represent the service, provide expert advice, guidance and support on complex issues. Consult with stakeholders to identify requirements. Communicate changes in policy, strategies and working practice both internally and to partner organisations / stakeholders. Liaise, communicate and build relationships with customers / providers / stakeholders to offer advice and deal with queries or complaints. May involve dealing with challenging behaviour. Will need to be able to influence senior managers and negotiate with suppliers. Manage political relationships. Manage relationships with key stakeholders and delivery partners including negotiation of complex political issues / contractual agreements / amendments. Initiate and develop internal and external partnerships and liaise with national bodies. Lead partnership working with internal and external services / organisations to develop and maintain page 6 of 9

7 joint working. Chair internal / external working groups. Influence their decisions. Procedural Context The post-holder will support the achievement of the objectives of the Council s Corporate Procurement Strategy by effectively and efficiently developing and implementing sourcing strategies for categories of spend, realising cashable savings for the Council whilst assuring quality of service. The expectation is that the post-holder will think creatively, and use initiative to produce solutions, whilst remaining compliant with the legal framework. Significant savings need to be delivered as a result of this role. Work within a policy framework and regulatory guidelines. Objectives and targets are developed and agreed in line with service plan. Work to broad managerial direction, with scope to exercise initiative within a framework of both local and national policies, strategies and legislation. Exercise expert judgement in assessing complex stakeholder requirements, potential risk and managing quality assurance of service. Monitor and evaluate performance / service delivery and action outcomes. Developing and delivering robust and effective contract management plans for each contract. Think and act strategically in problem solving and decision making in a complex political / commercial environment often in situations where there is ambiguity and a significant degree of judgement is required in relation to risks outside the remit of existing policy. Lead in strategy development for own area and make recommendations for organisational change. Identify problems and design and develop creative and innovative solutions which enhance the quality and efficiency of services and reputation of the council. Plans own time and co-ordinates the work of others. Plan, organise and deliver interventions and actions. Responsible for professional advice, assessments or referrals. Exercise professional judgement in assessing stakeholder requirements, potential risk and quality assurance of service. Monitor and evaluate performance / service delivery, ensuring all parties are informed of progress / issues as required. Provide support to customers, colleagues and other stakeholders through applying knowledge of systems, procedures and best practice. Responsible for meeting performance standards within a policy framework and regulatory guidelines. Accountable for proper use and security of information, resources, equipment and/or facilities within area of responsibility. Use initiative to deal with complex issues and respond appropriately in an unpredictable work environment. May involve isolated working outside core hours. Occasionally the post will be expected to work from other locations page 7 of 9

8 Reports to Head of Supply Chain Key Facts and Figures The Council s spend with third party providers is circa 260m therefore Procurement is a key enabler to driving out savings for which this post is key to making it happen. Enable others to understand changes and developments in specialist area and learn new processes / procedures. Responsible for ensuring contractors / providers deliver to agreed standards. Responsible for monitoring / processing /reconciling significant financial transactions / budgets. Resourcing Budget Responsibilities: NIL Supervisory Responsibilities: NIL Knowledge, Skills and Experience Experience of developing and successfully delivering sourcing, procurement and / or contract management strategies; realising cashable savings. Delivering projects on time and to budget using a structured methodology e.g. PRinCE2 Significant experience of the range of public procurement procedures including Competitive Dialogue. Relevant experience as a professional expert in a large complex organisation with expert knowledge in the specialist field. Substantial relevant experience in contract/performance monitoring/management of service related contracts Extensive knowledge of the service and partner / provider relationships and wider sector / external influences. Expert knowledge and understanding of the systems, policies, procedures, professional guidelines, legislation, best practice and emerging developments within the scope of the service area. Experience in assessing the impact of / requirements for change and developing appropriate strategic responses. Experience in strategy / market development. Significant experience of producing long term plans which meet strategic requirements. Good ICT skills including Microsoft applications and specialist systems. Strong communication, interpersonal and influencing skills. Strong presentation skills. Authority and credibility to build relationships influence and engage successfully with page 8 of 9

9 colleagues, partners, providers and stakeholder at all levels in complex or politically sensitive situations. Experience of leading partnership working and representing the organisation externally. Excellent persuasion and negotiating skills, in order to motivate people and partnerships and influence outcomes critical to the organisation. Experience of identifying and managing risk. Excellent research, analysis, interpretation and evaluation skills, demonstrating the ability to identify and diagnose complex problems/issues / requirements and develop innovative strategic solutions. Indicative Qualifications Degree or equivalent or vocational qualification in relevant subject or area Relevant professional qualification CIPS / IACCM (desirable) The above profile is intended to describe the general nature and level of work performed by employees in this role. It is not intended to be a detailed list of all duties and responsibilities which may be required. This role profile will be supplemented and further defined by annual objectives, which will be developed in conjunction with the post holder. It will be subject to regular review and the Council reserves the right to amend or add to the accountabilities listed page 9 of 9