Commercial Procurement Compliance Systems & Procurement Training Officer

Job Reference: )Primary Location : Armagh-Armagh-Armagh OfficeOther Locations :Antrim-Ballymena-Ballymena Office, Antrim-Belfast-Belfast Office, Down-Dundonald-Dundonald Office, Antrim-Antrim-Antrim Board Centre, Antrim-Ballymena-Ballee Centre, Tyrone-Omagh-Omagh OfficeContract Type : PermanentDuration of Contract/Contract End Date : N/AStatus : Full-TimeHours per Week : 36 hours per weekWorking Pattern : Monday - FridayGrade/Scale : Administrative Officer NJC pts 27 - 30 £33,820 - £36,298 per annumAdditional Allowance(s) : Not ApplicableAnticipated Interview Date(s) : TBCAdditional Information: Base location to be determined upon appointment. Suitable applicants who are not appointed to the immediate vacancy will be placed on a reserve list which will remain valid for one year and may be offered similar appointments across all localities at the discretion of the EA during that period.JOB DESCRIPTIONREPORTS TO: Commercial Procurement Compliance ManagerRESPONSIBLE FOR: Possible supervision of 1 to 5 support staffProviding best practice service in an assigned specialised procurement compliance functional area and have responsibility for a specialised area of work.This job description is intended to provide an outline of the level of duties that the post-holder will be expected to undertake across a number of functional areas within the Commercial Procurement Services' Compliance Team. Although the post-holder will be assigned to a specific functional area on appointment in view of the nature of work the post-holder may be required to undertake duties in other functional areas to cover peak periods of work or vacancies.This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.JOB PURPOSEThe post-holder will support the Procurement Compliance Manager and the Procurement Head of Compliance in managing, developing and reviewing, monitoring and reporting on procurement policy and processes, governance, compliance, systems and information and gain organisational approval for applying changes and improvements in these areas across the function, community and practice.Develop and embed the corporate approach to commercial and procurement activity, with an emphasis on effectiveness, improvement and compliance across the organisation.The post-holder will be required to work effectively with senior staff across Commercial Procurement Services and EA to deliver on all aspects of procurement governance, compliance and training, reporting and monitoring.Responsible for the development and management of a procurement compliance and governance service area that is concerned with highly specialised or complex subjects.The post-holder will be required to provide advice, guidance and support to EA budget holders, Principals, Directors, Heads of Service and staff in schools on complex procurement issues across a number of functional areas in accordance with relevant polices and legislative requirements.The post-holder and will give direction in relation to procurement policy implementation, procurement system management and procurement work processes.The post-holder will be responsible and accountable for service delivery in an assigned area.The post-holder will have discretion to make decisions within policy guidelines on contentious or complex matters associated with service delivery.Provide support, advice and training to EA budget holders, Principals, Directors, Heads of Service and staff in schools to facilitate all aspects of the procurement function and to ensure procurement best practice, governance and compliance.MAIN DUTIES AND RESPONSIBILITIESService DeliveryResponsible for best practice service delivery in a designated specialist functional area or a specialised area of work.Assist with the review and revision of systems and work processes as required in consultation with senior staff. Contribute to the delivery of projects and continuous improvement of the procurement service.Assist with all aspects of the Procurement Services' achievement and retention of Centre of Procurement Expertise accreditation.Contribute to the Business Plan setting, reviewing, monitoring, reporting and/or identifying performance measures and targets for the effective and efficient delivery of service.Develop and oversee Procurement Services' QMS documentation and processes as required.Assist in the development, implementation and management of the procurement technology roadmap and assist the Procurement Head of Compliance on the adoption and implementation of any new procurement systems or system improvements or revisions.Provide accurate and timely management reporting information as required.Develop and oversee a robust programme of internal procurement and procurement system audits and prepare reports of non-compliance and recommendations for improvements.In conjunction with the Procurement Compliance Manager and Head of Compliance ensure that business risks are identified, documented, controlled and mitigated.Main Activity AreasThe post is generic and post-holders will be assigned to manage a specialised area of work within the following procurement compliance functional areas in accordance with service need and workload:Governance and ProcessesPerformanceSystems and Training (this post)Governance and ProcessesResponsible for supporting the Procurement Compliance Manager and Head of Compliance in ensuring EA's compliance with all best practice guidelines, procurement legislation, NIPPP, Procurement Guidance and Policy Notes and all other statutory requirements.Development and implementation of a formal external Quality Management System ensuring compliance and governance approaches are adhered to, undertake training of staff as required. Undertake training and become an accredited formal quality auditor for the external Quality Management System. Work in collaboration with the Commercial Procurement Category Management Team to create, develop and deliver toolkits, operational best practice, governance and compliance processes, Quality Management Systems and training to be used in the procurement process across the EA.Continually review current Procurement governance arrangements, policies and procedures in conjunction with the Procurement Compliance Manager, Procurement Head of Compliance, Head of Procurement and the wider Procurement management team ensuring compliance with wider EA policy, Procurement Regulations, NIPPP, PGNs, PPNs and procurement best practice.Provide advice and support in the compilation, preparation and presentation of information and reports to respond to and defend legal challenges and other complaints lodged with outside agencies.Be responsible for initiating regular monitoring and review of the Procurement Services' QMS documentation and processes and managing changes to same.PerformanceTo create, develop and manage organisational and service data analytics.Assist with the development, implementation, monitoring and review of performance metrics and key performance indicators (KPIs) across the Procurement Service and provide timely reports to EA management and Committees on same.Assist with the development, implementation, monitoring and review of benchmarking techniques, procurement analytics, management information, reports and dashboards in order to monitor KPIs, performance metrics, savings, value for money and to display procurement data; provide timely reports to EA management and Committees or external organisations as required.Manage the updating of procurement contract risks on the Risk Register and ensure all such risks are logged and reported monthly to the Head of Compliance.Management of the Procurement Dashboard by providing a Service overview of spend and live contracts.Systems and Training (this post)Support the identification of new developments in information technology promoting continuous improvement of EA commercial and procurement systems; provide reports, advice and guidance on such technology developments to senior management.Develop and lead on e-procurement requirements and configuration, working closely with all relevant stakeholders to ensure the required infrastructure is in place to effectively support the procurement strategy and relevant legislation.Establish and lead cross-functional teams, as required, to manage the development and implementation of new commercial and procurement systems. Work with the Procurement Senior Leadership Team, internal and external stakeholders to align technical requirements with the EA's ICT, procurement and EA wide strategy and policies.Identify and deliver improvements to all of the systems utilised by Procurement Services.Deliver effective expert first-line technical assistance and specialist system support and training for internal users for all Procurement Services IT systems; prepare and maintain user guidance documentation on all Procurement Services' systems.Work collaboratively with all relevant stakeholders to develop systems and processes to ensure a minimum of 80% of contract items are available from the electronic shop.Be the first point of contact with suppliers, end-users and IFS, ICT when required on matters relating to procurement systems.Where required the post-holder will manage a dedicated support team and duties will include assigning work, co-ordinating activities, dealing with recruitment and resourcing issues, approving annual leave requests, and dealing with any attendance management/disciplinary issues.Review the performance of reporting staff, identifying individual/team training requirements and initiating further training . click apply for full job details