ABOUT LOUGHBOROUGH UNIVERSITY FINANCE DEPARTMENT PROCUREMENT MANAGER JOB REF: REQ15283 AUGUST 2014

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1 ABOUT LOUGHBOROUGH UNIVERSITY FINANCE DEPARTMENT PROCUREMENT MANAGER JOB REF: REQ15283 AUGUST 2014 As part of the University s ongoing commitment to redeployment, please note that this vacancy may be withdrawn at any stage of the recruitment process if a suitable redeployee is identified. JOB DESCRIPTION Job Grade: Management and Specialist Grade 7 Job Purpose: To provide specialist professional management and direction to the University s procurement procedures ensuring the best value for money is facilitated through procurement processes whilst effectively meeting strategic and operational business need. To work closely with internal and external partners and stakeholders of strategic projects, contract management and development activities to ensure the integrity and legal compliance of our procured goods services. JOB DUTIES: Main Functions To manage the full range of procurement support including tendering, advice to School, Department and Professional Services staff, leading training, contract management, strategic projects and other supported as required. To manage and develop procurement strategies that will further the Value for Money agenda within the University

2 To manage the transactional processes of procurement, including but not limited to the annual 7m turnover on purchasing cards, Agresso new supplier creation / amendment and the e commerce activities through a multi skilled team to meet the needs of users efficiently and effectively being responsive to changes in demand. To act as the first point of contact for the delivery of professional procurement services to users and to manage the team-working To deploy resources within the team flexibly to meet demands. To maintain the integrity of the University s procurement operations, honouring contractual terms and guarding against fraud and impropriety. Duties and Responsibilities Ensure the efficient and effective delivery of the following services: 1. Maintain and develop the University s Procurement Procedures, following HEFCE guidelines, statutory requirements and European Directives. Work closely with Schools, Departments and Professional Services to promote good purchasing practice including the provision of advice, support and help in coordinating specific purchasing projects and to introduce efficiencies in the full purchase to pay process. Lead and develop the product and services categorisation strategy to optimise process efficiencies and cashable savings. Provide advice and support on the purchase to pay cycle including EU legislation. Manage, promote and develop the e commerce strategy to achieve cashable savings and process efficiencies. Lead and present training programmes and production of support materials. Maintain and develop Purchasing Office intranet. Manage review meetings with suppliers and facilitate internal support groups to support contract management. Work closely with academics and other departmental/school/professional service staff for all procurements > 25k Represent the University at local, regional and national purchasing groups, including but not limited the promotion of collaborative purchasing. Line manage the procurement team.

3 Deputise for the Procurement and Financial Services Manager during absence. 2. Manage staff within the section, ensuring that probation processes are adhered to, disputes resolved or escalated where appropriate and staff are mentored and encouraged to reach their full potential. This will include conducting annual Performance & Development Reviews and ensuring adequate training. 3. Produce and maintain appropriate procedures and guidance to support business processes and to inform finance staff, internal and external customers. 4. Assist in defining and monitoring KPI s; producing timely and accurate reports to the Director of Finance. Communication Work as an active member of the Procurement / Finance Support team and the wider Finance Office. Liaise with the Finance Shared Services team, Development Accountant and Systems Accounting function to optimise process efficiencies and with the Finance Business Partner team and Tax Manager to ensure the most accurate recording and analysis of procurement expenditure data. Network widely with staff from Schools and Professional Service departments to resolve queries Work autonomously to meet contractual terms and to develop efficiencies of benefit to the University and the Supplier. To ensure audit requirements and corporate governance of the University are maintained. To support training courses for users in areas of direct responsibility To conduct PDR s with all line reports. Where appropriate to act as probation supervisor. To deal with internal and external auditors as required. To work as part of the Finance office to meet the needs of its customers. Training To attend appropriate personal development courses. To raise awareness of issues relating to areas of responsibility.

4 Functional Contacts Management of the procurement team. All areas of the University Finance Office External auditors and inspectors Staff in Schools, Departments and Professional Services Standards of Performance The required standards of performance will be met when: Timely and accurate reporting of EMM (Efficiency Measurement Model) data to HEFCE and Carbon Reporting via HESA using procurement data as part of the annual returns process Post holder can demonstrate key staff and time management skills with direct reports to the post holder and in day to day management of the procurement team Purchasing Card Control account to be reconciled monthly within two weeks of the month end. Agresso updated weekly in arrears with purchasing card data with un-posted transactions appropriately monitored and expedited. Policy and procedure documents are reviewed for appropriateness on an annual basis. All control systems are working and audited without fault. Statistical information, reports and performance indicators are available, timely and accurate. Personal objectives are being achieved. To maintain membership of appropriate professional body (CIPS) Other To undertake such other duties as may be reasonably requested and that are commensurate with the nature and grade of the post. All staff have a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff are therefore required to adhere to the University s Health, Safety and Environmental Policy & Procedures. All staff should hold a duty and commitment to observing the University s Equality & Diversity policy and procedures at all times. Duties must be carried out in accordance with relevant Equality & Diversity legislation and University policies/procedures.

5 ORGANISATIONAL RESPONSIBILITY Reports to: Procurement & Financial Services Manager

6 FINANCE DEPARTMENT PERSON SPECIFICATION Job Title: Procurement Manager Job Grade: Management & Specialist 7 Essential Desirable Stage to be Assessed Experience Management of a procurement function within a large and complex environment. 1.3 Use and understanding of computerised finance systems and procedures. Development and maintenance of policies and procedures relevant to the role. Knowledge of Agresso finance system Experience within a public sector body (EU legislation) 1 Skills and abilities A high level of Microsoft Office skills including knowledge of advanced excel skills such as pivot tables and look ups

7 Strong communication skills to deal effectively with a variety of stakeholders including customers, suppliers and nonfinance staff; able to produce and present both verbal and written reports. Leadership; the ability to motivate staff internal and external to the central Purchasing Office Understanding of VAT fundamentals as they apply to procurement. The ability to prioritise work and meet deadlines. Positive, openminded outlook; innovative, flexible and responsive to changing customer needs Ability to display tact and diplomacy, maintain confidentiality and financial integrity.

8 Training Commitment to personal professional development. Education and Qualifications Relevant professional qualification Demonstrate a commitment to achieving full membership of CIPS Full membership of CIPS (MCIPS). To have and maintain professional registration of appropriate qualifying institute (CIPS) 1 Equality Diversity & Evidence a good working knowledge of equal opportunities and understanding of diversity in the workplace 1, 3 Other Attendance at all compulsory induction activities, adherence to finance regulations and compliance with University policies and procedures. 1, 3 To advocate/lead and role model the mainstreaming of the University s Equality and Diversity policy in all aspects of the role 1, 3

9 Stages in Assessment: 1. Application Form, 3. Interview Conditions of Service The appointment will be on a full time, open ended contract. Salary will be on Management and Specialist Grade 7 ( 38,511-45,954 per annum) at a starting salary commensurate with experience and qualifications. The appointment will be subject to the University's normal Terms and Conditions of Employment for Academic and Related staff, details of which can be found at: s/acadrelatedcos_v1.pdf Informal Enquiries Informal enquiries should be made to Emma Burrow, Finance Departmental Administrator by at: E.K.Burrow@lboro.ac.uk or by telephone on +44 (0) Application The closing date for receipt of applications is on 21 May 2015 at 4pm.