Buyers & Procurement Officer
SKILLS
FULL DESCRIPTION
Summary
The Buyers & Procurement Officer's role is to manage the acquisition of IT hardware, software, and services needed for an organisation's operations. This role will lead and manage complex and strategic collaborative and local procurement projects for [Employer hidden — view at passion-project.co.uk] clients and ensure their effective delivery per our customer requirements and timescales. This post will principally manage digital services and ICT-related procurement activities. The primary objective is to ensure that [Employer hidden] obtains the necessary IT resources at the best possible prices and within the specified timeframes.
Key Responsibilities
- Identifying potential vendors, conducting vendor evaluations, and maintaining relationships with existing suppliers.
- Negotiating contracts and terms to secure favourable pricing and service agreements.
- Receive and review purchase requisitions from different departments within the organisation to understand their IT-related requirements.
- Conducting market research to stay updated on the latest IT products, solutions, and industry trends. Analysing market conditions and identifying opportunities for cost savings and process improvements.
- Ensuring that procured IT products and services meet the required quality standards and meet the organisation's needs.
- Keeping track of IT assets, including hardware, software licenses, and warranties, to ensure proper utilisation and cost efficiency.
Core Requirements/Qualifications/Skills
- Demonstrable experience in drafting, developing specifications, analysing and awarding a variety of goods and services tenders and contracts, of significant complexity and value, including across the ICT and digital services category.
- Demonstrable experience in contract management, including across ICT and digital services
- Ability to benchmark services and market test categories of spend to evidence and support value-for-money principles.
- Ability to provide professional advice and guidance on technical contract matters to internal and external stakeholders, officers, and staff to contribute to the force’s value for money and strategic procurement objectives.
- Evidence of the ability to negotiate at senior levels both internally and externally.
- Computer literate and proficient in Microsoft applications, particularly Word, Excel and Outlook
- Experience in using electronic tender system.
- Excellent report writing skills; ability to draft appropriate content for the report audience.
- Good communication skills with the ability to influence and challenge others from a strategic perspective, including senior officers and staff in a professional manner
- Well organised and the ability to work innovatively under pressure with a flexible approach to ensure delivery of an excellent quality service
- Political sensitivity and high-level interpersonal skills and the ability to establish quickly credibility with senior stakeholders
- Evidence of managing own continuous professional development
Section A: Specific Role Profile
The specific role profile provides key information relating to the salary and working conditions e.g. location of a job, along with the current focus of the job role and a brief description of the main duties.
Role Details
Job Title: Buyers & Procurement Officer JEID IB3/0802 Salary Grade: £30,800.00 per annum Team: ICT Operations Service Area: ICT & Digital Services Primary Location: London Responsible to: Team Lead Service Delivery Responsible for: n/a
Role Purpose
The Buyers & Procurement Officer's role is to manage the acquisition of IT hardware, software, and services needed for an organisation's operations. This role will lead and manage complex and strategic collaborative and local procurement projects for [Employer hidden] clients and ensure their effective delivery per our customer requirements and timescales. This post will principally manage digital services and ICT-related procurement activities. The primary objective is to ensure that [Employer hidden] obtains the necessary IT resources at the best possible prices and within the specified timeframes.
Main Responsibilities
Sourcing and Vendor Management: • Identifying potential vendors, conducting vendor evaluations, and maintaining relationships with existing suppliers. • Negotiating contracts and terms to secure favourable pricing and service agreements. • Receive and review purchase requisitions from different departments within the organisation to understand their IT-related requirements. • Conducting market research to stay updated on the latest IT products, solutions, and industry trends. Analysing market conditions and identifying opportunities for cost savings and process improvements. • Ensuring that procured IT products and services meet the required quality standards and meet the organisation's needs. • Keeping track of IT assets, including hardware, software licenses, and warranties, to ensure proper utilisation and cost efficiency. [Employer hidden] Services, 4th Floor, Silverstream House, 45 Fitzroy St, Greater, London W1T 6EB, UK Email: [contact hidden] | Ph: +44 (0) 2079935780 [company details hidden] | VAT: GB 339658357 • Managing the lifecycle of IT assets, including planning for replacements, upgrades, and disposals
Advice and Guidance:
• Assess requirements of customers across [Employer hidden] and provide professional support, procurement advice and guidance in accordance with best practice, force policy, legislation and value for money. • Provide contract management guidance to continue to deliver the best value for live contracts. • Provide advice and guidance on escalated, varied, and complex issues relating to the work area. • Resolve complex problems independently, referring major issues to senior colleagues when necessary. • Identify and escalate serious problems.
Customer Service and Representation:
• To present a positive, professional image and service to both internal and external customers, to other organisations and to suppliers. • Individuals are required to effectively engage with internal and external customers at all levels in order to provide a high-quality standard of service. • Maintain confidentiality in relation to data protection issues according to data protection laws like GDPR etc.
Organisation/Planning:
• Plan and organise work to complete it within a set framework, standards, & timescales. • To effectively manage the successful completion of multiple procurements and other work allocated and to advise senior officers and Project Boards on realistic timelines for procurement projects. • To organise, schedule and attend events/meetings as required. • Implement and contribute to the local and collaborative procurement strategy. • Develop, propose and implement approved project/business plans.
People Management:
• Mentor and provide advice to the Procurement Assistants and Administrative staff within the department in order to aid growing internal talent and career progression. • May supervise staff through following force policy and monitoring performance levels • Assist colleagues in the preparation and use of techniques and advise on any specific aspects of work with own area
Project Management:
• Organise and manage the day-to-day delivery of strategic procurement including preparing and planning of resources. • Lead on the procurement elements of a range of high value force/collaborative projects
Risk Management and Legal Compliance:
• Identify risks within own remit and mitigate and inform others on risks. • Provide professional advice and guidance in relation to balancing procurement risks including the risk of challenge from economic operators. • Monitor and ensure compliance with Public Contracts Regulations, Contract Standing Orders and policy guidelines. • Ensure unit meets its obligation with regards to Health & Safety and escalate serious problems. In addition, the post holder must be prepared to undertake such additional duties which may result from changing circumstances, but which may not be of necessity, change the general character or level of responsibility of the post. [Employer hidden] Services, 4th Floor, Silverstream House, 45 Fitzroy St, Greater, London W1T 6EB, UK Email: [contact hidden] | Ph: +44 (0) 2079935780 [company details hidden] | VAT: GB 339658357
Section B: Person Specification
The person specification provides a list of essential and desirable criteria (skills and competencies) that a candidate should have to perform the job. Each of the criteria listed below will be measured through the application form (A), a test/exercise (T), an interview (I), a presentation (P) or documentation (D).
Qualifications - Essentials:
• A graduate-level degree in computer science. • A good standard of education, with a minimum of 2 A levels, plus GCSE Maths and English Grade A-C, or be able to demonstrate equivalent skills.
Qualifications - Desirable:
• Possession of a degree or be able to demonstrate equivalent skills and abilities.
Skills – Essentials:
• Demonstrable experience in drafting, developing specifications, analysing and awarding a variety of goods and services tenders and contracts, of significant complexity and value, including across the ICT and digital services category. • Demonstrable experience in contract management, including across ICT and digital services • Ability to benchmark services and market test categories of spend to evidence and support value-for-money principles. • Ability to provide professional advice and guidance on technical contract matters to internal and external stakeholders, officers, and staff to contribute to the force’s value for money and strategic procurement objectives. • Evidence of the ability to negotiate at senior levels both internally and externally. • Computer literate and proficient in Microsoft applications, particularly Word, Excel and Outlook • Experience in using electronic tender system. • Excellent report writing skills; ability to draft appropriate content for the report audience. • Good communication skills with the ability to influence and challenge others from a strategic perspective, including senior officers and staff in a professional manner • Well organised and the ability to work innovatively under pressure with a flexible approach to ensure delivery of an excellent quality service • Political sensitivity and high-level interpersonal skills and the ability to establish quickly credibility with senior stakeholders • Evidence of managing own continuous professional development
Skills – Desirable:
Experience managing re-licencing of ICT products and services in conjunction with ICT stakeholders and client leads, ensuring timely renewals and best value for money when using re-sellers. • Experience in the delivery and management of collaborative procurement arrangements across multiple organisations. • Experience using the electronic tender system, Multiquote and Contracts Finder portals. • Good presentation skills. • English Language Level 2 - Can understand the essence of a conversation in English, convey basic information, and respond to simple requests in English.
Knowledge - Essential:
• Good understanding of procurement procedures applicable to the public sector. • Excellent interpretation and understanding of the Public Contracts Regulations, procurement legislation, developments in legislation, and best practices to advise stakeholders of the consequences of changes to [Employer hidden] Services, 4th Floor, Silverstream House, 45 Fitzroy St, Greater, London W1T 6EB, UK Email: [contact hidden] | Ph: +44 (0) 2079935780 [company details hidden] | VAT: GB 339658357 contracts and the risks within terms and conditions. • Understanding of Agreements such as Collaboration and Confidentiality Agreements • Good knowledge of General Data Protection Regulations, Information Management and TUPE legislation relating to contracts. • A sound knowledge of administering both goods and services contracts. This must include developing specifications and the preparation and evaluation of tenders within the ICT category.
Working with Others
• Works co-operatively with others to get things done, willingly giving help and support to colleagues • Is approachable, developing positive working relationships and good team spirit. • Explains things well, ensuring instructions are understood and talks to people using language they understand. • Listens carefully and asks questions to clarify understanding, expressing own views positively and constructively. • Persuades people by stressing the benefits of a particular approach, keeping them informed of progress and managing their expectations. • Is courteous, polite and considerate, showing empathy and compassion. • Deals with people as individuals and addresses their specific needs and concerns • Treats people with respect and dignity, dealing with them fairly and without prejudice regardless of their background or circumstances
Essential Criteria
Assessed By: Good literacy and numeracy skills A, I To be able to independently interpret and analyse information and facts to solve A, I varied problems To be able to communicate, in person and/or in writing, a variety of information to A, I a range of people To be able to use a keyboard with some precision and speed A, I To be able to work with some initiative and little close supervision A, I To be able to use own initiative to respond independently to problems and A, I unexpected situations The ability to work under pressure including meeting deadlines and dealing with A, I interruptions The ability to cope in situations where there is an emotional demand arising from A, I the work being undertaken Ability to supervise a small team, including work allocation, monitoring performance A, I management and support Experience of accounting for considerable sums of money A, I Experience of handling and processing manual or computerised information A, I
Desirable Criteria
Assessed By: Experience of procuring ICT equipment A, I Experience using Xero/Quickbooks and Freeagent softwares A, I [Employer hidden] Services, 4th Floor, Silverstream House, 45 Fitzroy St, Greater, London W1T 6EB, UK Email: [contact hidden] | Ph: +44 (0) 2079935780 [company details hidden] | VAT: GB 339658357 Experience working with Education sector A, I Experience using MS Office products A, I Experience working with Project Management tools like Zoho Projects, Getflow A, I Experience / Knowledge of new ICT Technologies A, I
Section C: Working Conditions
The working conditions relate to those non-contractual elements of the job that may impact on the holder of the position, as well as those workplace-based responsibilities that are part of this job. These are not contractual but provide a guide to the working conditions and the potential hazards and risks that may be faced.Health & Safety at Work To take responsibility for your own health, safety, and well-being, and undertake health and safety duties and responsibilities for your role as specified within Warwickshire County Council Health and Safety Policy and all other relevant health and safety policies, arrangements, procedures, systems of work as specified for the post/ role.
Potential Hazards & Risks
The potential significant hazard(s) and risk(s) for this job are identified below (those ticked). The purpose of recording this information on the job description is so that the health status of the potential and actual post-holders can be assessed with regard to the significant hazards and risks. These hazards and risks should be based on the appropriate activity, process and/or operation risk assessment whereby all of the significant risks are identified, recorded and appropriately controlled. The list below is, therefore, not an exhaustive list because it is the risk assessment that details all significant risks that could arise out of or in connection with the work activity, but any others will be identified in the ‘other’ section. Provision of personal care on a regular basis Driving HGV or LGV for work Regular manual handling (which includes Any other frequent driving or prolonged driving assisting, manoeuvring, pushing and pulling) of at work activities (e.g. long journeys driving people (including pupils) or objects own private vehicle or WCC vehicle for work purposes) Working at height/ using ladders on a regular/ Restricted postural change – prolonged sitting repetitive basis Lone working on a regular basis Restricted postural change – prolonged standing Night work Regular/repetitive bending/ squatting/ kneeling/crouching Rotating shift work Manual cleaning/ domestic duties Working on/ or near a road Regular work outdoors Significant use of computers (display screen Work with vulnerable children or vulnerable equipment) adults Undertaking repetitive tasks Working with challenging behavior’s Continual telephone use (call centres) Regular work with skin irritants/ allergens [Employer hidden] Services, 4th Floor, Silverstream House, 45 Fitzroy St, Greater, London W1T 6EB, UK Email: [contact hidden] | Ph: +44 (0) 2079935780 [company details hidden] | VAT: GB 339658357 Work requiring hearing protection (exposure to Regular work with respiratory irritants/ allergens noise above action levels) (exposure to dust, fumes, chemicals, fibers) Work requiring respirators or masks Work with vibrating tools/ machinery Work involving food handling Work with waste, refuse Potential exposure to blood or bodily fluids Face-to-face contact with members of the public Other (please specify):