Procurement and Technical Officer

Leeds City Council; Leeds; Hybrid; GBP 60,000 - 80,000; Full time

Job summary

A local government entity in Leeds is seeking a Procurement and Technical Officer to manage the procurement activities of the corporate fleet services. The ideal candidate must have excellent organizational skills and effective communication abilities. Responsibilities include overseeing procurement processes, drafting tender specifications, and ensuring compliance with regulatory requirements. This position offers a flexible working arrangement and extensive employee benefits. Candidates should have or be working towards a CIPS qualification.

Benefits

Membership of the West Yorkshire Pension Fund

Flexible working arrangements

Continuing professional development opportunities

Qualifications

• Excellent organizational skills with keen attention to detail.
• Ability to communicate effectively in person, in writing, and over the phone.
• A good understanding of tendering and contract management processes.

Responsibilities

• Plan and control day-to-day procurement activities and functions.
• Draft tender specifications and assist with contract management.
• Monitor expenditure and income to evaluate contract performance.

Skills

Excellent organizational skills

Confident communication

Can-do attitude

Education

CIPS Level 4 or higher or equivalent experience

Tools

IT software packages for data presentation

Job description

Overview

Fleet Services are responsible for the essential maintenance and repair of the corporate vehicle fleet, which is currently made up of over 1,300 vehicles. Based at Torre Road Depot (Leeds 9), the successful candidate will join our small but busy team who are responsible for purchasing vehicles for the corporate fleet and other procurement and contract management elements needed to support Fleet Services. The post holder will provide the service with effective, efficient and economic procurement arrangements, in order to obtain value for money from all externally purchased goods and compliance with the Council's Contract Procedure Rules. The post holder will assist in the planning and control of the day-to-day procurement activities and functions within the service, undertaking key contract/tender renewal processes, with advice from corporate procurement, including drafting of tender specifications and supporting the contract management of suppliers of goods/services in accordance with agreed deadlines and performance indicators. In addition, the role will help the service reduce procurement costs and record the savings achieved through the introduction of more efficient and economic procurement arrangements. To provide Fleet Services with effective, efficient and economic procurement arrangements taking into account the relevant technical specifications required, in order to obtain value for money from all externally purchased goods and compliance with the Council's Contract Procedure Rules.

• The planning and control of the day-to-day activities required to fulfil the future fleet expectations for both technical and procurement functions for all fleet related activity.
• To ensure the timely and accurate collection of financial data reporting relation in procurement practices within the service.
• To undertake the procurement process in the contract/tender renewal process, with advice from corporate procurement, including drafting of tender specifications.
• To ensure all contracts and clients are invoiced in a timely and accurate manner, with a focus on achieving the corporate objective in relation to supplier efficiencies, reducing re-charges etc whilst balancing the needs of the service.
• To carry out all procurements in a legal, ethical and accountable manner in accordance with regulatory requirements and the Council's Contract procedure Rules.
• To advise the senior management team on viable options appraisal in relation to specifications and the market tendering strategy, and the development of selection and evaluation criteria utilising your specialist knowledge.
• To work in conjunction with the relevant procurement and finance officers to monitor expenditure and income to effectively evaluate contract performance.
• To work with officers and members of the management team to effectively report on our position, project and plan on future positions and our options relating to this.
• To assist the management team to reduce procurement costs across the service and to maintain a record of the savings achieved through the introduction of more efficient and economic procurement arrangements.
• To be responsible for contract management of all suppliers of goods and services in accordance with agreed deadlines and performance indicators.
• Working with the team to maintain records and keep for the service, including recording spend in key procurement areas and cashable and non-cashable efficiencies made as a result of an alternate procurement approach.
• To assist in the management of P cards across the service including authorisation and reporting
• To utilise specialist vehicle experience to effectively liaise, meet and communicate with suppliers, including key supplier meetings in order to effectively monitor and evaluate supplier performance.
• To liaise with Corporate Procurement over tenders, including new contracts and review of existing contract with a focus on key areas such as the management of contract renewal process and utilise specialist experience in relation to vehicle/fleet management.
• To model alternate approaches of key supplies, utilising specialist software for costing as directed by senior leadership within the service.
• To undertake special project work on related issues as directed by the Catering and Fleet Business Manager.
• To oversee any payments to major suppliers against procurement agreements, ensuring contract pricing is correctly applied and coded appropriately.
• To identify potential new products which can support business targets, oversee trials and use evaluations to make recommendations to senior service managers.
• To assist with the efficiencies target in line with the service review, with a focus on continuously reviewing business areas to identify procurement efficiencies.
• To work as part of a team and to share best practice with colleagues.
• To participate in employee development schemes / appraisals and contribute to the identification of team development needs in line with business requirements.
• To ensure duties are carried out in accordance with Council Values and Manager Habits.
• To be a Quality, Environmental and Health & Safety auditor and undertake audits as requested and in line with the services schedule to support continuous compliance and service development.
• To carry out duties in accordance with the Equal Opportunities, Health and Safety and Environmental policies.
• To participate in appraisal, training and development activities as necessary to ensure up to date knowledge and skills.
• To improve own practice through observation, evaluation, discussion with colleagues and appropriate CPD programmes.
• To work collaboratively with colleagues, knowing when to seek help and advice.
• Contribute to the overall ethos, work, and aims of the service by attending relevant meetings, training days/events as requested.
• Be aware of and comply with Leeds City Council policies and procedures e.g. child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person.
• Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding and promoting the values, standards and equal opportunities of Leeds City Council.
• Recognise and appropriately challenge any incidents of racism, bullying, harassment, victimisation and any form of abuse of equal opportunities, ensuring compliance with relevant policies and 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.
• The Council has adopted a flexibility protocol and this role will be expected to work within these parameters.

Requirements / Qualifications

• As Procurement and Technical Officer you will thrive on developing and undertaking effective procurement exercises. You will be familiar with managing a wide range of procurement tasks, ensuring these take into account the relevant technical requirements while also delivering on value for money. You will have excellent organisational skills and have a keen eye for detail. You will be a confident communicator with a can-do approach who can work with a wide range of stakeholders.
• A good understanding of tendering and contract management processes to ensure our service complies with regulatory requirements and the Council's Contract Procedure Rules.
• An ethical, organised and focused team member in relation to delivering effective procurement practices.
• Work effectively both independently and as part of a team with a can do attitude.
• The ability to communicate effectively in person, in writing and over the phone. You will be experienced in drafting reports which will be key elements within the procurement process.
• Achieved or working towards CIPS Level 4 or higher or have an equivalent qualification / experience.
• To communicate effectively with a diverse range of people internally /externally to the Council
• To work effectively as part of a team
• Excellent organisational skills
• To be self-motivated and able to work on own initiative
• Ability to set targets and indicators and assess performance against self and organisational objectives
• Ability to devise and implement evaluation mechanisms
• Ability to assess risk and advise plans/actions to mitigate risk within the areas of procurement
• To assimilate new information quickly, adopt a methodical approach but be willing to accept new ways of working.
• Ability to maintain complete confidentiality and understanding of Data Protection/GDPR
• To adopt an innovative yet methodical approach
• Ability to analyse and present information, particularly financial data, using IT software packages and the ability and willingness to use to use technology to its full capacity
• Knowledge and experience to effectively manage procurement processes and contract management to achieve objectives
• Ability to complete all the necessary procurement reports
• A commitment to the Department's and the Council's policies including Equal Opportunities, Green Strategy and Health and Safety. Detailed knowledge of contract management and how it relates to the service areas.
• Knowledge and an understanding of modern methods of procurement, procurement legislation and effective contract management procedures.
• An understanding of, and commitment to, sustainability in strategy and service delivery.
• A knowledge of Leeds City Council's Financial Regulations and standing orders in respect of contracts
• Understanding of principal aims and objectives of effective public sector procurement.
• Understanding of the principles of internal and external customer focus and client satisfaction
• Experience of the procurement and contract of goods and services
• Experience of gathering, analysing, problem solving and providing and presenting reports Experience of effective budget monitoring and reporting
• Experience of assisting in the effective management of procurement contracts, supporting difficult procurements, and applying different strategies for solving procurement issues to achieve objectives.
• Experience of reviewing systems and procedures to improve service delivery
• Experience of communication with a diverse range of people /suppliers both verbally and writing

Desirable

• Knowledge of the CIPS diploma
• Understanding of the financial data within the service and the areas that need to be considered when reporting and forecasting.
• Road Transport Manager CPC holder
• Experience of advising on sustainability in strategy and service delivery.
• The role may include 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

Notes

If you do not have the right to work in the UK, you must consider your own eligibility for sponsorship for a particular role through the Skilled Worker visa route before applying. To be eligible for sponsorship you'll usually need to be paid the standard salary rate of at least £41,700 per year or meet one of the other eligibility criteria. Ensure you are eligible before applying.