Procurement and Future Fleet Planning Manager

LEEDS CITY COUNCIL; Wetherby; Hybrid; GBP 44,000 - 48,000; Full time

Benefits offered by this job

Competitive salary

West Yorkshire Pension Fund

Flexible and hybrid working

Career development opportunities

Staff benefits

Job summary

Leeds City Council is seeking a Procurement and Future Fleet Planning Manager to lead low-carbon procurement and fleet strategy development. The role focuses on delivering cost efficiencies, governance, and effective supplier relationships across the council fleet.

You will manage a small procurement team, oversee tender processes, and collaborate with fleets, climate teams and clients to meet carbon reduction targets by 2030. Hybrid working is available for this strategic post.

Qualifications

• Experience in public sector tendering and contract management.
• Ability to communicate clearly in reports, written and verbal form.
• Leadership in governance, open and accountable processes.

Responsibilities

• Lead in Fleet procurement and contract management activities.
• Develop a Green Fleet Strategy aligned with carbon reduction targets.
• Manage a small team and ensure KPI delivery and supplier performance.
• Collaborate with internal teams to plan future fleet needs and procurement requirements.
• Ensure compliance with Contract Procedure Rules and procurement legislation.

Skills

Strategic procurement

Contract management

Public sector tendering

Stakeholder engagement

Education

CIPS Level 4

NVQ Level 3 in business admin/procurement/sustainability

Job description

Job title: Procurement and Future Fleet Planning Manager

Salary: PO3 £44,253 - £47,665

Hours: 37 per week

Contract: Permanent

Location: Torre Road Depot, 225a York Road, LS9 7QQ with some hybrid working

The Council is committed to reducing carbon emissions, with the corporate vehicle fleet having a large impact on this area. We require an officer to lead in the task of reviewing and replacing the Council's fleet, including leased vehicles in line with the Fleet Replacement Programme. We are also committed to spending money wisely and effective procurement and contract management is key within this.

About you

As Procurement and Future Fleet Planning Manager you will bring to the role:

• An ethical, strategic and focused leader in relation to delivering effective procurement practices. You will support open, responsive, and accountable governance, ensuring compliance with financial and procurement procedures.
• A good understanding and experience of public sector tendering and contract management processes to ensure our service complies with regulatory requirements and the Council's Contract Procedure Rules.
• The ability to communicate effectively in person, in writing and over the phone. You will be experienced in writing reports which will be key elements in the procurement
• Hold CIPS Global Standard for Procurement and Supply, Level 4.
• Hold an NVQ Level 3 in business admin, procurement or sustainability or equivalent relevant demonstrable experience is required.
• The ability and experience to be able to undertake effective consultation and communications with colleagues, clients, councillors, partners, and other stakeholders in accordance with council policy in relation to fleet planning, delivery, and all procurement requirements.

About the role

Fleet Services are responsible for the essential maintenance, management and repair of the corporate vehicle fleet, which is currently made up of 1,300 vehicles. Based at Torre Road Depot in LS9, with some hybrid working, the successful candidate will join our small but busy procurement team.

This role is responsible for the management and monitoring of procurement within the service to reduce spend, achieve efficiencies, and contribute to secure and effective supplier relationships. In addition, there is a requirement to work closely with Fleet Services; PACS; Climate, Energy and Green Spaces Team; and clients across the council in scoping, planning, and delivering future fleet needs to support the city target of carbon neutrality by 2030.

Our successful candidate will have significant experience of the strategic procurement issues facing the public sector and good commercial knowledge and an understanding of modern methods of procurement and procurement legislation and effective contract management procedures.

What we offer you

We take pride in offering the best employee experience, with benefits including:

• a competitive salary and annual leave entitlement plus statutory holidays
• membership of the West Yorkshire Pension Fund with generous employer contributions
• flexible and hybrid working arrangements subject to service requirements
• a clear career pathway and continuing professional development opportunities
• a range of staff benefits to help you boost your wellbeing and make your money go further

Job Description

Job Purpose: The Council has committed to be net zero carbon by 2030 and therefore requires an officer to lead in the task of reducing carbon emissions from the Council's fleet, including leased vehicles. As the Green Fleet lead, you will have responsibility for developing and delivering a Green Fleet Strategy for the organisation, to ensure emission reduction is achieved in a financially sustainable way.

The post holder will manage a small group of staff who are responsible for the contract management of the Council's Fleet purchase contracts, ensuring contractual KPIs are met or exceeded and that carbon emissions are driven down through the procurement and delivery of these contracts.

The post holder will be responsible for the management and monitoring of procurement within the service to reduce spend, achieve efficiencies, and contribute to secure and effective supplier relationships. In addition, there is a requirement to work closely with Fleet Services; Climate, Energy and Green Spaces; PACS; and clients across the council in scoping, planning, and delivering future fleet needs to support the alternative fuel target of 2025 and the city target of carbon neutrality by 2030.

Responsibilities

• Lead in the task of reducing carbon emissions from the Council's fleet, as part of the corporate commitment to be net zero carbon by 2030.
• Lead on and manage procurements of moderate complexity, risk and value, and where appropriate support procurements which are more complex and /or of higher risk and higher value, contributing to the delivery business needs of both services.
• Develop a procurement matrix to track future contract requirements, determining value, complexity and timescales and plan the officer activity to effectively manage these, based on risk factors.
• Provide day-to-day management, and support to a small team responsible for fleet procurement and contract management activities, ensuring effective workload management, performance, service continuity and the delivery of contractual, financial and environmental objectives.
• Develop team members through regular supervision, appraisal, providing training, guidance and support to promote continuous learning, address performance issues appropriately, and ensure consistent compliance with employment policies, procedures and organisational standards.
• Responsible for developing and delivering a Green Fleet Strategy for the organisation, to ensure emission reduction is achieved in a financially sustainable way including future procurement activity.
• Work with relevant clients, suppliers and PACS to determine development of the future corporate fleet and the associated electrical and biodiesel trials underway which will direct these.
• Work with lead officers to undertake all necessary reporting to enable procurement tasks to be undertaken to support the needs of the services and the future fleet requirements. Contribute to identifying and resolution of risks and issues in these procurements.
• Work with the Procurement Category Manager and the Fleet General Manager in providing advice and determining approaches prior to the commencement of procurement exercises, including options appraisal, procurement plan, specification, pricing models, innovative partnership arrangements.
• Work with PACS to manage the tender process including contributing to the development and preparation of tender documents for signoff, setting of evaluation criteria and methodology, publishing of relevant documentation and coordinating input from legal, technical, and financial specialisms.
• Contribute to, and where appropriate manage, the procurement process to Contract Award including evaluation of tenders and drafting and issuing of relevant documentation.
• Provide advice and undertake required actions in relation to managing contract extensions, variations, and termination of contracts.
• Report on spend, required actions and governance in relation to any off-contract, non-contract and quasi-contract spend, achieving a reduction in such spend and ensuring both services remain compliant with corporate requirements.
• Manage procurement activity and contractual arrangements to achieve cost efficiencies, secure value for money, strengthen supplier performance and support by identifying areas suitable for corporate contracts and e-procurement and developing other appropriate contractual arrangements the delivery of the Council's fleet and environmental objectives.
• for corporate contracts and e-procurement and developing other appropriate contractual arrangements.
• Provide advice and guidance on the implementation of, and ensure compliance with, the council's Contract Procedure Rules, relevant legislation, and statutory undertakings.
• Support effective consultation and communications with colleagues, clients, councillors, partners, and other stakeholders in accordance with council policy in relation to fleet planning, delivery, and all procurement requirements.
• Support open, responsive, and accountable governance, ensuring compliance with financial and procurement procedures.
• The duties outlined are not meant as an exhaustive list and will also comprise any other duties within the spirit of the post commensurate with the job evaluation outcome for this post.

Qualifications

• Hold CIPS Global Standard for Procurement and Supply, Level 4.
• NVQ Level 3 in business admin, procurement or sustainability or equivalent relevant demonstrable experience.

Essential requirements

Candidates will only be shortlisted if they can demonstrate that they meet all the following essential requirements.

• Extensive knowledge and practical experience of public sector procurement and contract management, including procurement legislation, tendering processes, commercial principles, effective contract lifecycle management and complex procurement activity.
• An good understanding of the complexities that affect the business in relation to the climate emergency and and making key business changes to moving toward becoming a carbon neutral service in partnership with colleagues.
• Experience of analysing, setting, monitoring and reporting against performance targets, using performance data to drive service improvements and address emerging issues.
• Ability, knowledge and experience of presenting information in a clear and concise manner using a variety of presentational formats e.g., reports and other formats for a range of audiences.
• Proven ability to influence, negotiate and build effective working relationships with senior stakeholders, partners and services, balancing differing priorities using clear communication approaches to achieve positive outcomes.
• Ability and experience of leading, managing and supporting colleagues with a range of management styles which focus on achieving results in terms of outcomes for staff, partners, suppliers, and clients.
• Experience of leading continuous service improvement initiatives, driving customer-focused, high-quality service delivery and developing a culture that improves standards and performance.
• Knowledge and experience of assessing risk and putting in place plans / actions to mitigate risks
• Experience and ability to work flexibly and demonstrate a commitment to developing a consistent approach.
• Strong analytical and problem-solving skills, with the ability to interpret complex information, develop practical solutions and communicate recommendations effectively.
• Strong project, organisational and time-management skills, with experience of managing multiple priorities and projects simultaneously within changing environments for self and team.
• Excellent IT, literacy, numeracy, and analytical skills
• Awareness of the Council's 'O' licence requirements, transport legislation, health and safety legislation, food safety legislation.
• Able to maintain complete confidentiality, and to ensure all staff understand and comply with Data Protection legislation.
• Knowledge of the City Council's Financial Regulations and Standing Orders in respect of contracts.
• Experience of achieving a high level of customer satisfaction through the quality-of-service delivery
• Experience of reviewing systems and procedures to improve service delivery
• Of management experience within a multi-service / disciplined environment.
• Experience with client consultation processes including negotiations, implementation and monitoring of contracts and service level agreements.
• Experience, knowledge and skills for report writing and presentation to Director level.

Essential behavioural and other characteristics

• Understand and embrace Leeds City Council values and behaviours and codes of conduct
• Committed to continuous improvement in all areas and work towards delivering the Leeds Ambitions of health and wellbeing, inclusive growth, thriving strong communities, and a resilient sustainable city
• Willingness to be a Quality, Environmental and Health & Safety auditor and undertake audits and relevant training as required.
• Able to understand and observe Leeds City Council policies and procedures
• Carry out duties having regard to an employee's responsibility under Health, Safety and Wellbeing
• Participate in appraisal, training and development activities to ensure up, to date knowledge and skills
• Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding equality and diversity of Leeds City Council
• Recognise and appropriately challenge any incidents of racism, bullying, harassment, victimisation, and any form of abuse, reporting any concerns to the appropriate person
• Flexible and adaptable to change to assist other services as required commensurate to grade.
• Demonstrate drive, energy, resilience, and self-management skills as well as integrity, openness, and awareness of others.
• Able to manage and support staff contributing to their development through appraisal, supervision, and training, enabling them to feel motivated and engaged in the values, vision, and direction of both services, promoting the values of the Council through appropriate behaviour and professionalism.
• The Council has adopted a flexibility protocol and the role will be expected to work within these parameters

Desirable requirements

• Knowledge and understanding of commercial organisations and markets
• Knowledge of climate change targets within Leeds City Council as they pertain to both services.
• Knowledge of Catering and Fleet regulations, responsibilities, and legal duties to meet statutory requirements.
• Knowledge of the Council's Recruitment & Selection Procedure.
• Knowledge of Local Authority organisation and the decision-making process
• Experience of working within an accredited Quality system.
• Experience of implementing procurement and project management methodology to drive service improvement
• Experience of business relationship management within complex multi-disciplined environments.