Procurement Advisor

MAIN PURPOSE

As an integral member of the Finance Team, provide a modern, professional and responsive procurement and contract management service, supporting the Procurement and Contracts Manager in ensuring the efficient procurement of goods and services required to meet the needs of the communities it serves. The post-holder will provide procurement advice and guidance, undertake transactional processing and deliver quality assurance across procurement and contract management activities.

Location: Lisburn (Valid UK driving license)

Job Type: Temporary 

Duration of booking: Expected to last 3 months with possible extension

Proposed start date: ASAP

Pay Rates: £20.98 per hour PAYE inclusive of holiday pay

Hours / Working Days: 36.25 hours per week / Monday to Friday, 9am – 5pm 

Sector: Healthcare 

Based: Office / Hospital

Summary of Key Responsibilities:

Procurement & Contract Management

• Support the Procurement and Contracts Manager to deliver an efficient procurement and contract management service.
• Advise stakeholders on tendering, quotations, contract management, legislation, policies and procedures.
• Support compliant, value-for-money procurement of goods and services.
• Work with Centres of Procurement Expertise (CoPE), BSO Procurement and Logistics Service (PaLS) and Central Procurement Directorate (CPD) on procurement planning and tenders.
• Help deliver procurement awareness training for internal stakeholders.
• Monitor procurement KPIs and contract and non-contract expenditure, report findings and identify efficiencies.
• Support contract managers with day-to-day management of contracts and Service Level Agreements (SLAs).
• Monitor supplier performance, prepare reports and lead or participate in contract review meetings.
• Resolve procurement and contract queries and complaints promptly.
• Check and approve orders within delegated limits; support invoice clearing, requisition approvals and goods and services set-up in the e-procurement system.
• Maintain the Contract Management Database.
• Complete final quality checks on procurement transactions within Procure to Pay.
• Provide procurement information for statutory returns, regulatory returns and external requests.

Governance, Data & Information Assurance

• Keep up to date with procurement legislation, Procurement Guidance Notices, policies and procedures, and share updates with staff.
• Advise stakeholders on Procurement Strategy, NI Executive requirements and public procurement best practice.
• Support procurement assurance and accountability frameworks, maintaining strong governance, financial controls and probity.
• Handle personal data in line with GDPR and information governance requirements.
• Maintain procurement records, including electronic and manual retention and disposal arrangements.
• Provide accurate, timely information for Freedom of Information requests, Assembly Questions, audits, legal representatives and statutory bodies.
• Quality-check procurement information requested by departments and external stakeholders.
• Record and report suspected or actual fraud in line with policies and the National Fraud Initiative.

Systems and Service Improvement

• Administer and maintain new and existing contracts in the e-procurement system.
• Monitor system performance and work with internal teams and external providers to resolve issues.
• Help develop systems and procedures that improve procurement, customer journeys and management reporting.
•  and contract management systems and processes.
• Support system and process migrations, taking ownership of operational changes where appropriate.

People Management & General Support

• Deliver and attend training on relevant legislation, policies, processes and procedures.
• Support the Accounts Team Manager and Procure to Pay Administrators with procurement duties; maintain Accounts Payable knowledge to provide cover when needed.
• Prepare business cases, tenders and quotations in line with financial and procurement rules and corporate deadlines.
• Provide high-quality customer service and take ownership of internal and external queries and complaints through to resolution.
• Support projects, recruitment, selection and organisational change as directed.

Essential Criteria

• HNC or equivalent qualification in a relevant discipline, such as Finance, Business Management or Governance.
• Minimum of two years' demonstrable experience working in a procurement environment within a large organisation.

OR

• Five GCSEs at Grades A*–C / 9–4 (or equivalent), including English Language and Mathematics.
• Minimum of four years' demonstrable experience working in a procurement environment within a large organisation.

Skills & Competencies:

• Excellent planning, organisation and delivery skills, with strong attention to detail.
• Excellent relationship management skills and the ability to influence management.
• Experience using IT systems, including Microsoft Office and management information and/or financial systems.
• Demonstrable knowledge of procurement processes and the procurement lifecycle, including public sector procurement legislation.
• Ability to provide accurate, timely and professional advice and guidance to internal and external stakeholders.
• Ability to manage competing priorities and deliver high-quality work within required deadlines.