ICT Vendor and Procurement Manager

Role Purpose

The purpose of this role within the relevant business unit and for HIQA as a whole:

The ICT Vendor and Procurement Manager is responsible for supporting the planning, execution, and delivery of procurement activities for technology and Information Division requirements across HIQA. The role ensures that procurement processes are conducted in a compliant, efficient, and value-driven manner, in line with organisational policies and public procurement regulations.

This position contributes to the effective acquisition of goods and services within approved budgets, while facilitating clear and structured engagement between internal stakeholders and external suppliers to ensure procurement outcomes are aligned with organisational needs and strategic objectives.

A key aspect of the role is the proactive management of vendor relationships, ensuring effective collaboration, performance oversight, and alignment with HIQA’s operational and strategic priorities.

The role also supports HIQA’s Digital and Data Transformation agenda by enabling the timely and compliant procurement of modern technology solutions, including digital platforms, data analytics and AI capabilities, and secure infrastructure. This includes engaging with vendors on their product roadmaps, identifying innovative and scalable solutions, and ensuring that procurement decisions contribute to enhanced organisational capability, data-driven decision-making, and improved service delivery outcomes.

Behavioural Expectations

The way that HIQA people are expected to work to role model HIQA values:

The incumbent of this role is expected to demonstrate HIQA’s values in the delivery of everyday work and interactions with clients and colleagues, by putting people first, being fair and objective, being open and accountable, demonstrating excellence and innovation and working together.

Common Tasks

Team Member

• Seek clarity on the tasks associated with own role

• Complete tasks in compliance with policies and procedures

• Adhere to relevant legislation, standards and internal audits

• Fulfil any mandatory or professional competency requirements

• Maintain confidentiality and a professional approach

• Raise any concerns in relation to workplace health and safety

• Actively identify learning needs and development opportunities

• Actively contribute as a team member

• Follow direction and take on new and different tasks

• Set and achieve performance goals that contribute to HIQA strategy

• Regularly seek feedback to meet performance expectations and goals

Common Tasks

Manager

Team management:

• Set clear strategic direction and action plans for direct reports

• Build team cohesion and cultivate an engaged, productive environment

• Undertake regular coaching, performance feedback and development conversations with direct reports

• Ensure direct reports access appropriate training and development

• Plan for and manage recruitment activity and vacant roles

• Manage staff retention and attrition effectively

Operational management:

• Contribute to business planning and knowledge management

• Forecast and manage resources in line with available budget

• Ensure that policies and procedures in area are current and adhered to

• Ensure compliance with workplace health and safety standards

• Meet audit requirements and ensure legislative compliance

• Report on performance and relevant business measures as required

• Identify risks, and develop contingency plans where necessary

• Identify inefficiencies and implement improvements to work practices

Role Specific Tasks

The key tasks and activities associated with the role:

The nature of the tasks and activities associated with the role will vary accordingly. It will involve:

• Manage the end-to-end procurement lifecycle for ICT goods and services, from planning and sourcing through to contract award

• Ensure all procurement activities comply with organisational policies, procedures, and public sector procurement regulations

• Support and maintain the procurement pipeline, including upcoming, active, and completed procurement processes

• Monitor and manage contracts, including budgets, timelines, renewals, and supplier obligations

• Track and analyse procurement spend across categories and vendors to support value-for-money outcomes

• Build and maintain strong relationships with vendors and service providers, including monitoring supplier product roadmaps and communicating relevant updates to key stakeholders

• Identify, assess, and onboard new suppliers to enhance service quality, innovation, and cost-effectiveness

• Prepare procurement documentation, including requirements, specifications, tender documents, and evaluation materials

• Collaborate with internal stakeholders to understand business needs and ensure procurement activities align with organisational priorities

• Monitor supplier performance, including SLAs and KPIs, and support regular vendor reviews and issue resolution

• Support contract negotiations to achieve optimal commercial and service outcomes

• Ensure timely and accurate processing of purchase orders and invoices in line with financial controls

• Contribute to the delivery of digital and data transformation initiatives by enabling the procurement of modern, secure, and scalable technology solutions

• Maintain clear and effective communication with stakeholders at all levels regarding procurement activities and outcomes

The contents of any role description are not exhaustive and are intended to be indicative of the scope of the role.

Qualifications

The qualifications that are essential to effectively meet the requirements of the role:

In determining your eligibility the following are the essential qualifications that will be assessed as part of the shortlisting stage of the selection process.

• A relevant third-level qualification (Level 7 or higher on the National Framework of Qualifications or equivalent) in Procurement, Business, Supply Chain Management, ICT, or a related discipline deemed relevant by the Authority

The qualifications that are desirable to effectively meet the requirements of the role:

• Professional procurement certification (e.g., CIPS or equivalent) is desirable or a willingness to work towards same

Experience

The experience that is essential to effectively meet the requirements of the role:

In determining your eligibility the following are the essential knowledge and experience that will be assessed as part of the shortlisting stage of the selection process.

• Minimum of 5 years’ direct experience in delivering various procurement requirements with an emphasis on IT related procurement

Other knowledge and experience that are deemed necessary for the role.

• Demonstrated experience in procurement, sourcing, and vendor management, ideally within the public sector or a regulated environment

• Strong knowledge of public procurement rules, governance, and compliance requirements and high attention to detail and compliance and excellent contract management skills

• Experience in managing ICT procurement, including hardware, software, and technology services

• Proven ability to manage supplier relationships, including performance monitoring, contract management, and negotiations

• Strong analytical and financial awareness, including experience in budget tracking and value-for-money assessments

• Excellent stakeholder management, communication, and interpersonal skills, with the ability to engage effectively across all organisational levels

• Strong organisational skills with the ability to manage multiple priorities and deliver within deadlines

• Ability to apply critical thinking and to work independently or as part of a multi-disciplinary team

• Ability to learn, adapt, understand, and apply new technology requirements

• Excellent ICT skills in all Microsoft tools, such as Project, Visio, Word, Excel, PowerPoint and Outlook

The experience that is desirable to effectively meet the requirements of the role:

• Demonstrable experience of working within a Regulation environment

• Adept at conducting market research into product and service-related issues

• Strong knowledge of purchasing regulations and requirements for public sector organisations

• Experience in supporting or enabling digital and data transformation initiatives through procurement of technology solutions

Principal Conditions of Service

Probation

A probationary period of six months applies to this position.

Pay

Candidates will be appointed on the minimum point of the salary scale (€75,448) and in accordance with the Department of Finance guidelines. The rate of remuneration will not be subject to negotiation.

The incremental progression for this scale is in line with Government pay policy. The salary scale for this position is as follows:

Engineer II (PPC)

€75,448 €77,172 €78,891 €80,619 €82,342 €82,801

€84,499 €86,262 €89,133¹ €92,011²

After 3 years’ satisfactory service at the maximum

After 6 years’ satisfactory service at the maximum

Entry will be at the first point of the scale. An exception may occur where an appointee has been serving elsewhere in the public service in an analogous grade and pay-scale. In this case the appointment may be assimilated to the nearest point of the advertised salary scale with their incremental date adjusted accordingly.

Please note the rate of remuneration may be adjusted from time to time in line with Government pay policy.

Superannuation

Pensionable public servants (new joiners) recruited on or after 1 January 2013 will be members of the Single Public Service Pension Scheme. Please note that the Single Public Service Pension Scheme applies to all pensionable first-time entrants to the public service, as well as to former public servants returning to the public service after a break of more than 26 weeks. In certain circumstances, for example, where the public servant was on secondment or approved leave or remains on the same contract of employment, the 26-week rule does not apply. The legislation giving effect to the Scheme is the Public Service Pensions (Single Scheme and Other Provisions) Act 2012.