Procurement Advisor

HOURS: 37 Hours per week

SUMMARY OF ROLE

The Procurement Advisor will support the procurement of goods and services in line with organisational procurement policies, governance requirements and applicable public procurement legislation. The Procurement Advisor will support and analyse procurement requirements and procurement planning activities, engaging with stakeholders to understand their needs and supporting the development of tender and RFQ documentation for above and below threshold procurement activities.

The role-holder will support procurement governance and compliance activities, including procurement record management, contract register administration, spend analysis, procurement reporting and eTenders administration activities. The role-holder will also support the Procurement Unit in promoting procurement best practice, supporting audit readiness and assisting with the delivery of procurement training and continuous improvement initiatives across Waterways Ireland.

KEY FUNCTIONS

• Procurement Help Desk and Stakeholder Support

• Support the Procurement Unit with Procurement Planning and Analysis

• Stakeholder Engagement and Documentation Development

• Support the Procurement Unit with Tender Management and Evaluation

• Procurement Governance and Compliance Support

• Contract Register Administration and Procurement Record Management

• Spend Analysis and Reporting

• eTenders Administration and Procurement Systems Support

• Procurement Training and Continuous Improvement Support

DUTIES AND RESPONSIBILITIES

The Procurement Advisor will be responsible for the following key duties and responsibilities:

• Support and analyse procurement plans from budget holders to support the Master Procurement Plan.

• Engage with stakeholders to understand their procurement needs and support development of tender and RFQ documentation for procurement activity.

• Support the finalisation and publication of procurement documentation with clarification management activities.

• Support the Procurement team with tender evaluation administration activities and notification letters to suppliers.

• Maintain and manage the central contracts register, including monitoring contract timelines and issuing advance notifications to contract managers to support procurement planning activities and continuity of service.

• Support publication of procurement award notices and procurement information on eTenders and other procurement platforms where required.

• Support eTenders administration activities, including procurement housekeeping and close-out of completed procurement exercises.

• Utilise Finance systems to analyse spend data and generate procurement reports and procurement indicators to support decision-making and compliance monitoring.

• Support the use of appropriate OGP/CPD collaborative agreements and framework arrangements where possible and appropriate.

• Support procurement governance, compliance monitoring, contract reporting and KPI reporting activities in conjunction with contract managers.

• Promote procurement best practice across Waterways Ireland procurement activities, procedures and governance arrangements.

• Support the Head of Procurement and Senior Procurement Specialist in driving continuous improvements in procurement while supporting day-to-day procurement operations.

• Support delivery of procurement awareness and training activities across Waterways Ireland.

• Undertake other responsibilities as required to support the development and effectiveness of the procurement function.

• Comply with and actively promote Waterways Ireland policies and procedures on all aspects of equality.

• Complete all training as required by Waterways Ireland within specified timeframes.

• Support the Procurement Unit in training for all relevant staff.

The above is given as a broad range of duties and is not intended to be a complete description of all tasks. The Procurement Advisor will undertake any other reasonable duties on behalf of Waterways Ireland and as assigned by the Director of Finance & Personnel or Chief Executive, for example leading/inputting on organisation-wide project improvement initiatives, undertaking a representational role at external events, etc.

PERSON SPECIFICATION

Candidates must be able to demonstrate that they meet the Eligibility and Essential Criteria in their application and at interview. Desirable Criteria may be used as necessary in the selection process.

Eligibility Criteria

1. A minimum of three GCE A Levels (grades A–C), or equivalent, and a minimum of five GCSEs (grades A–C), including English and Mathematics, or equivalent, together with a minimum of five years’ relevant experience in a public procurement role, or equivalent*.

*Equivalent refers to experience in a private sector procurement role.

AND

2. Demonstrated commitment to continuing professional development in procurement, including a willingness to work towards a recognised procurement qualification, such as the CIPS Level 4 Diploma in Procurement and Supply.

AND

3. A full current driving licence and/or access to a form of transport which will permit the candidate to meet the requirements of the post.

Essential Criteria

Applicants must be able to demonstrate how they meet the following criteria in their application and/or at interview:

• Experience supporting procurement governance and compliance activities, including procurement reporting, contract register administration, record and file management, and audit preparation/support.

• Experience using public sector procurement platforms including eTenders, eTendersNI, SupplyGov or similar eProcurement portals.

• Experience assisting with development and publishing tender and RFQ documentation, including clarification management activities.

• Strong planning and organisational skills with the ability to manage competing priorities and meet deadlines.

• Ability to communicate effectively with stakeholders and support procurement activities across the organisation.

• Proven ability to work independently with minimal supervision and take initiative in a dynamic work environment.

• Strong problem-solving abilities with the ability to support resolution of procurement and operational issues.

• Proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

• Meticulous attention to detail in all aspects of work to ensure accuracy and quality.

• Commitment to continuous professional development.

Desirable Criteria

• Experience supporting procurement training, awareness or continuous improvement initiatives.

• Relevant professional procurement qualification such as CIPS Level 4 Diploma in Procurement and Supply (or working towards same).