National Finance and Procurement Division

Location of Post

Strategic Sourcing and Contracting locations are: Cork, Dublin, Louth, Sligo, Kilkenny, Offaly, Waterford, Kildare, Kerry Tipperary, Mayo and many other locations throughout the country.

Logistics and Inventory Management locations are: Cork, Kerry, Limerick, Galway, Sligo, Donegal, Offaly, Louth, Dublin and many other locations throughout the country.

There are currently three permanent wholetime vacancies available in the following locations:

·        St. Stephen’s Hospital, Sarsfield’s Court, Glanmire, Co. Cork

·        St. Dympna’s Hospital, Athy Road, Carlow

·        Clonmel and Waterford

And two specified purpose wholetime vacancies in the following locations:

·        St. Luke’s General Hospital, Kilkenny (End date 17/08/2028)

·        Cherry Orchard Hospital, LILAC Unit, Room 11, Ballyfermot Road, Dublin 10 (12 months)

Two panels may be formed as a result of this campaign for Grade VIII, HSE National Finance and Procurement Division, one for Strategic Sourcing & Contracting and one for Logistics and Inventory Management from which current and future, permanent and specified purpose vacancies of full or part-time duration may be filled.

Reporting Relationship

The post holder will report to the:

·        Assistant Head of Strategic Sourcing and Contracting within Procurement

or

·        Assistant Head of Logistics and Inventory Management within Procurement

or

·        Another senior manager as designated

Direct reports may include a number of staff at Grade III to Grade VII level

Key Working Relationships

The post holder will develop effective working relationships with key internal and external stakeholders, including but not limited to:

Nationally

•        Health Service Divisions

•        Department of Health

•        Section 38 and 39 Agencies

•        TUSLA

•        The Office of Government Procurement

•        The Marketplace and Supply Base

•        Business Trade Organisations

Health Regions

•        Regional Executive Officers and their teams

•        Chief Officers / CEOs and their Leadership Teams

Purpose of the Post

A Grade VIII – Category Specialist in Strategic Sourcing and Contracting will assist in the delivery of a strategic sourcing and contracting approach in order to deliver a quality service and maximise the attainment of value for money. The Grade VIII will lead and manage Sourcing Teams in their assigned portfolio (group of spend categories) and will contribute to the formulation of HSE Procurement strategy and plans.

Each Grade VIII, Category Specialist in Strategic Sourcing and Contracting may be assigned responsibility for specific categories and teams in a distributed model and will be required;

·        To support and deliver sourcing strategies, through the execution of standardised strategic sourcing process

·        To identify, support and deliver value for money solutions, and achieve maximum cost saving potential

·        To work with key stakeholders both internal and external

·        To ensure the Procurement Project Management System (PPMS) is updated as required on all work assigned to enable accurate customer update / report generation

A Grade VIII in Logistics and Inventory Management will operate in a team environment whilst at the same time the post holder will be assigned responsibility for specific Logistics teams in a distributed model. The post holder will assume operational line management responsibility for specific areas of activity and support the implementation of HSE Logistics Strategy (consolidation of fragmented stores infrastructure, development of the National Distribution Centre including regional hubs, expansion of stock management at point of use and utilising optimal supply channel (stock, cross-dock, direct channel, vendor managed inventory).

Principal Duties and Responsibilities

The Grade VIII will work as a member of the HSE Procurement work stream and will be required to;

Strategic Sourcing & Contracting:

• Implement HSE Procurement Strategy (Planning, Sourcing, Logistics & Systems).
• Work individually and as part of a National HSE Procurement Team to contribute to the development, of the assigned procurement business function, and delivery of services to meet the prioritised needs of Health Sector Agencies.
• Manage team(s) of procurement professionals to meet the requirements of the role.
• Utilise the ICT Procurement Systems to ensure efficiencies in service delivery. Procurement Systems including, Catalogue Management, Standard Operating Procedures (SOP) design & development, reporting and analysis.
• Implement and utilise new technologies and systems, including the Integrated Financial Management and Procurement System (IFMS) and SAP S/4HANA.
• Develop and proactively manage customer relationships.
• Develop and proactively manage the supply base.
• Build and develop market analysis skills.
• Develop sourcing and demand management strategies.
• Develop and monitor key performance indicators.
• Solve problems and make decisions in a timely manner.
• Ensure decisions are in line with local and national agreements.
• Actively support co-operative working with other work steams of Procurement.
• Participate in cross functional teams.
• Maintain relationships with key stakeholders.
• Promote co-operation and working in harmony with other teams and disciplines.

·        Apply a project management approach to deliver results in a sourcing setting.

• Maintain a good understanding of internal and external factors that can affect service delivery including awareness of national and local issues that impact on own area
• Agree and support the achievement of Value for Money (VFM) Targets.
• Contribute to the development, communication and implementation of Procurement policies, guidelines, standards to support best practice and provide control assurance regarding HSE policies and procedures.

Service delivery and service improvement

·        Pro-actively pursue continuous improvements to enhance customer value and increase operational effectiveness.

• To update Procurement information systems as required (e.g. the Procurement Project Management System (PPMS) or SAP system or other) on all work assigned to enable accurate customer update / report generation.

·        Work individually and as part of a National HSE Procurement Team to contribute to the development and delivery of a rolling annual procurement plan consistent with the prioritised needs of the HSE.

·        Ensure implementation of the Corporate Procurement Plan

·        Provide support and assistance across the 6 Health Regions

·        Develop and input in the Multi Annual Procurement Plan and contribute to the SUM

·        Contribute to Public Sector Procurement Initiatives including the implementation of the Government Procurement Model e.g. transition of non-health categories and participation on National Category Councils, as required etc.

• Engage with, and have an awareness of, the HSE Transformation programme.
• Embrace change and adapt local work practices accordingly by finding practical ways to make policies work, ensuring team knows how to action changes.
• Encourage and support staff through change process.
• Contribute to the Procurement and HSE Health Improvement Programme
• Where relevant, identify and engage on business processes that are suitable for RPA (Robotic Process Automation) and AI (Artificial Intelligence)
• Where relevant, oversee compliance with all applicable regulations governing medical devices in Ireland and the European Union (EU MDR (Medical Devices Regulation and the IVDR (In Vitro Diagnostic Medical Devices Regulation), and other relevant regulations.
• Awareness and engagement on the procurement approach for emergency management planning to enable an effective and co-ordinated response during a crisis or emergency
• Encourage and stimulate opportunities for green procurement, innovation, social inclusion and participation by SME’s and Micro Enterprises in the procurement process

Logistics & Inventory Management

• Implement HSE Procurement Strategy (Planning, Sourcing, Logistics & Systems)
• Work individually and as part of a National HSE Procurement Team to contribute to the development, of the assigned procurement business function, and delivery of services to meet the prioritised needs of Health Sector Agencies
• Manage team(s) of procurement professionals to meet the requirements of the role
• Utilise the ICT Procurement Systems to ensure efficiencies in service delivery, reporting and analysis.
• Implement and utilise new technologies and systems, including the Integrated Financial Management and Procurement System (IFMS) and SAP S/4HANA
• Develop and proactively manage customer relationships
• Manage the supply base
• Develop Logistics & Inventory Management strategies
• Develop and monitor key performance indicators
• Solve problems and make decisions in a timely manner.
• Ensure decisions are in line with local and national agreements.
• Actively support cooperative working with other work steams of Procurement.
• Participate in cross functional teams.
• Maintain relationships with key stakeholders.
• Promote co-operation and working in harmony with other teams and disciplines.

·        Apply a project management approach to deliver results in a logistics setting.

• Maintain a good understanding of internal and external factors that can affect service delivery including awareness of national and local issues that impact on own area
• Contribute to the development, communication and implementation of Procurement policies, guidelines, standards to support best practice and provide control assurance regarding HSE policies and procedures.

Service delivery and service improvement

·        Pro-actively pursue continuous improvements to enhance customer value and increase operational effectiveness.

·        To update Procurement information systems as required e.g. the IFMS system or other on all work assigned to enable accurate report generation.

·        Work individually and as part of a National HSE Procurement Team to contribute to the development and delivery of the annual procurement plan consistent with the prioritised needs of the HSE.

·        Ensure implementation of the Corporate Procurement Plan

·        Provide support and assistance across the 6 Health Regions

·        Encourage and support staff through change process.

• Where relevant, identify and engage on business processes that are suitable for RPA (Robotic Process Automation) and AI (Artificial Intelligence)
• Where relevant, oversee compliance with all applicable regulations governing medical devices in Ireland and the European Union (EU MDR (Medical Devices Regulation and the IVDR (In Vitro Diagnostic Medical Devices Regulation), and other relevant regulations.
• Awareness and engagement on the procurement approach for emergency management planning to enable an effective and co-ordinated response during a crisis or emergency

Duties applicable to Strategic Sourcing and Contracting & Logistics and Inventory Management

Standards, policies, procedures & legislation

• Maintain own knowledge of relevant policies, procedures, guidelines and practices to perform the role effectively and to ensure standards are met by own team
• Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts etc.
• Maintain a broad knowledge of policies and procedures of the organisation.
• Contribute to the development, communication and implementation of all relevant policies, procedures and guidelines as required.
• Utilise Procurement policies, guidelines, standards and best practices as appropriate.
• Ensure accurate attention to detail and consistent adherence to procedures and current standards within area of responsibility
• Pursue continuous professional development in order to develop management expertise and professional knowledge.

Risk Management, Quality, Health & Safety

• Adequately identifies, assesses, manages and monitors risk within their area of responsibility
• Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.
• Lead, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service that is in line with the HSE Climate Action Strategy.

Customer Service

·        Develops, implements and sustains customer standards and service plans to achieve the highest possible standards of service excellence.

Human Resources / Supervision of Staff

• Provide line management to assigned staff.
• Ensure an even distribution of workload amongst the team.
• Supervise and ensure the well-being of staff within own remit.
• Ensure the efficient administration of area of responsibility.
• Appropriately delegate responsibility and authority.
• Assist in the induction and training of new staff members as required.
• Create and promote a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships;
• Promote cooperation and working in harmony with other teams and disciplines.
• Co‐ordinate, monitor and review the work of the administrative/ support staff.
• Conduct regular staff meetings to keep staff informed and to hear views
• Identify and agree training and development needs of team and design plan to meet needs
• Manage the performance of staff, dealing with underperformance in a timely and constructive manner

·        Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate

Management

• Act as spokesperson for the Organisation as required
• Demonstrate pro-active commitment to all communications with internal and external stakeholders

The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to them from time to time and to contribute to the development of the post while in office.

Eligibility Criteria

Qualifications and/ or experience

Candidates must have at the latest date of application: 

·     Significant experience working at a senior level in the area of Procurement within a civil or public service environment or comparable and relevant business environment of equivalent complexity which has included one or more of the following:

·      Corporate Procurement Planning

·      Public Sector Contracting and Tender Management

·      Supply Chain Management

·        Experience in strategy formulation and implementation; involving the delivery of results through a project management approach.

·       Experience in leading and managing a team

·        Experience in relationship management and working with multiple internal and external stakeholders, as relevant to the role

·       The requisite knowledge and ability (including a high standard of suitability and management ability) for the proper discharge of the duties of the office.

Health

A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character

Each candidate for and any person holding the office must be of good character.

Other requirements specific to the post

·        Access to appropriate transport to fulfil the requirements of the role as the post will involve travel

·        Flexibility around working hours to meet service pressures

Additional eligibility requirements

Citizenship Requirements

Eligible candidates must be:

(i)               EEA, Swiss, or British citizens

OR

(ii)              Non-European Economic Area citizens with permission to reside and work in the State

Read Appendix 2 of the Additional Campaign Information for further information on accepted Stamps for Non-EEA citizens resident in the State, including those with refugee status.

To qualify candidates must be eligible by the closing date of the campaign.

Skills, competencies and/or knowledge

Professional Knowledge/Experience

Demonstrate:

·    A good general knowledge and understanding of Public Procurement Regulations, Policy, Processes and Issues

·    A strong understanding and knowledge of Supply Chain and Inventory Management practices

·    A strong working knowledge of the operational impact of legislation and regulation pertinent to procurement e.g. EU Procurement Law, Government Procurement Guidelines and Circulars, Commercial Contracts, National Financial Regulations (NFR) etc.

·    Strong business acumen and knowledge of industry/marketplace analysis techniques

·    A good understanding of the marketplace in terms of Financial Analysis, Supplier Analysis, Supplier Diversity and Supplier Negotiation

·    Experience in using a pro-active approach to Customer and Supplier Relationship Management

·    A knowledge of business case development processes and project management methodologies

·    A good knowledge of Green Public Procurement Framework and Governance Green Procurement Policy

Tenure

The current vacancies available are permanent/temporary and whole time.

The post is pensionable. A panel may be created from which permanent and specified purpose vacancies of full or part time duration may be filled. The tenure of these posts will be indicated at “expression of interest” stage.

Appointment as an employee of the Health Service Executive is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointments) Act 2004 and Public Service Management (Recruitment and Appointments) Amendment Act 2013.

Remuneration

The Salary scale for the post is (as at 01/08/2025)

€82,258 - €82,997 - €86,243 - €89,502 - €92,736 - €95,983 - €99,213

New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, Local Authorities, Health Service and other Public Service Bodies and Statutory Agencies.