Procurement Officer

Title of Post: Procurement Officer Reports To: Finance Manager Main Duties The Procurement Officer reports to the Finance Manager and is responsible for the provision of the Procurement Function within the office. The post holder has responsibility for the overall effectiveness of the Procurement Function including, procurement competitions (assisting with tender specifications, T&Cs and other documentation via e-tenders NI), the contracts register, contract management, direct award contracts, contract variations/modifications, collaborative procurement, development of procurement policy and procedures, procurement reporting, liaising with CPD/DOJ, liaising with internal/external auditors, and assisting staff with procurement queries. Key Responsibilities To ensure that all goods and services are procured in line with the Offices Procurement Policy and guidance issued by CPD/DOJ including, Northern Ireland Public Procurement Policy (NIPPP), ensuring Value for Money is obtained in line with MPMNI Develop procurement reporting requirements for Senior Management. To review and update the Offices Procurement Policy in line with best practice including guidance, including guidance issued by CPD/DOJ. To ensure an appropriate contracts register is established and maintained in line with best practice. To ensure effective processes are established for contract management including the allocation of contract managers to each contract and ensuring contract monitoring (performance and value) is completed in accordance with contract obligations. To ensure that an appropriate register is in place to capture all Direct Award Contracts (DACs) that can be reported to DOJ, the Audit and Risk Committee and available for review by internal/external auditors. To ensure that appropriate DAC documentation is completed and retained (electronically and physically) for all Direct Award Contracts and that appropriate guidance and approvals are in place prior to entering into these contracts. To ensure that the appropriate document and advice is obtained for all contract modifications/variations. To ensure that an appropriate business case register is in place to capture all business cases completed (required for expenditure greater than £5k) and that PPEs are issued regularly and completed within required timescales. To ensure that appropriate business case documentation is completed, depending on business case value, and that all necessary approvals are in place before procurement commences. Provide advice to staff involved in procurement including Pre Market Engagements, Tender Specifications, Tender Evaluations (e-Tenders, PPEs and Contract Management) Ensure participation, where appropriate, with collaborative procurements (DOJ/DOF) to ensure value for money on centrally available contracts. Complete relevant documentation to participate in collaborative contracts/tenders and ensure contract management obligations are completed and returned within required timescales. Responsible for records management within the Procurement function. Ensure an appropriate system is maintained for recording of physical and electronic files (HPRM), reviewing security classifications and file destruction and archiving. To have responsibility for all records held, created or used as part of the business, including corporate and administrative records whether paper-based or electronic and also including emails, in line with General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Liaison with external parties including, internal auditors, external auditors, DOJ, DOF, CPD, external suppliers and organisations as required by the duties of the post. To comply with Section 75 duties of the Northern Ireland Act 1998 by having due regard to the need to promote equality of opportunity between: Persons of different religious beliefs, political opinion, racial group, age, marital status or sexual orientation; Men and women generally; Persons with a disability and persons without; Persons with dependants and persons without. 17. Any other relevant duties appropriate to the grade as may be required. Essential Criteria At least 2 years experience in the provision of a full procurement function within an organisation. A working knowledge of the Northern Ireland Public Procurement Policy. Experience of the completion of appropriate DAC documentation within NICS guidelines. Experience of providing advice to all levels of staff on procurement issues.