Description:
The post holder will use the Council’s agreed procurement mechanisms to commission work as required by the operational teams in the Property Management division. This will involve working with the Commercial Project Manager, consulting with the staff wishing to procure and other stakeholders, as well as the Corporate Procurement team. The post holder will administer the systems used to monitor procurement activity and ensure contract awards are compliant with the Council’s governance frameworks.
The duties and responsibilities of the role will include:
- Receive and log procurement request from operational teams.
- Work with the Commercial Project Manager, the operational teams, and Corporate Procurement to agree the appropriate procurement mechanism to be used.
- Work with operational teams to ensure the appropriate documentation is available to enable work commissions to be placed on the procurement portal relevant for the chosen procurement method.
- Monitor activity on the portal against the commission, getting information from operational teams, and other relevant Council staff, where clarifications from potential contractors are requested.
- Ensure appropriate actions are taken when the procurement exercise comes to a close, ensuring appropriate documentation is prepared and sent to successful and unsuccessful contractors and ensuring appropriate logs are updated.
- Act as the co-ordination point between Procurement Hub, Legal Services, Human Resources, Repairs and Improvements and other colleagues to ensure all appropriate workflows for a procurement exercise are logged and monitored and are in compliance with the Council’s governance frameworks.
- Provide governance support for on-going contracts, e.g. facilitation of project core group meetings.
- Maintain the suite of contract administration tools available for the Property Management Division and their operation through SharePoint.
- Act as facilitator where operational staff are unsure of the appropriate documentation required and need assistance to gather the data required for their particular procurement activity.
THE SUCCESSFUL CANDIDATE
The successful candidate will have the following skills and competencies:
- Basic building maintenance terminology
- Procurement processes and the Council’s procurement governance framework in particular
- Be able to work with a wide range of staff at all levels to understand and facilitate the procurement exercise they wish to undertake
- Use of systems to administer and monitor procurement activity