Procurement Officer

THE COMPETITION:

The purpose of this recruitment campaign is to form a panel from which permanent and / or temporary positions may be filled.

The Procurement Officer is a middle management position within Galway County Council and is responsible for developing and implementing procurement policy and strategy, coordinating procurement practices to ensure compliance, minimise risk and maximising savings and benefits available to the Local Authority from procurement activities.

The Procurement Officer contributes to and implements the strategic and policy decisions of the Council, through ensuring the implementation of operational plans.

The post holder will be expected to work closely with senior managers, staff and elected representatives in delivering services to the highest standard and to contribute to the development and implementation of strategies and policies.

The Procurement Officer is the primary point of contact and liaison with other departments or directorates in relation to all operational matters for Procurement Services.

The Procurement Officer is expected to carry out their duties with an understanding of the political context of local government and in such a manner that enhances public trust and confidence and ensures impartial decision making.

THE ROLE:

The Procurement Officer is a senior role with responsibility for leading, developing and overseeing the implementation of Galway County Council’s procurement strategy in accordance with national policy and best practice, including the achievement of efficiencies and savings identified by the Department of Public Expenditure and Reform, and ensuring full compliance with EU and national procurement legislation.

The role contributes at a strategic level to the achievement of corporate objectives and supports the effective governance of procurement activity across the organisation.

The post holder will have responsibility for providing strategic direction, leadership and oversight in relation to procurement policy, procedures and systems, ensuring that robust arrangements are in place to secure value for money, manage risk and maintain high standards of openness, transparency and accountability.

The Procurement Officer will ensure that procurement practices are applied consistently across Directorates, will advise and influence senior management on procurement-related matters, and will lead the implementation of the Council’s Green and Sustainable Procurement Policy, ensuring that environmental, social and climate considerations are appropriately integrated into procurement activities, in line with national policy and legislative requirements, and will ensure ongoing compliance with relevant legislation, circulars, guidelines and regulatory requirements.

QUALIFICATIONS FOR THE POST

CHARACTER:

Each candidate must be of good character.

HEALTH:

Each candidate must be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

For the purpose of satisfying the requirements as to health, it will be necessary for successful candidates, before they are appointed, to undergo at their own expense a medical examination by a qualified medical practitioner to be nominated by the Local Authority. On taking up appointment the expense of the medical examination will be refunded to candidates.

CITIZENSHIP:

Candidates must, by the date of any job offer, be:

a) A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway; or

b) A citizen of the United Kingdom (UK); or

c) A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

d) A non-EEA citizen who is a spouse or child of an EEA or UK or Swiss citizen and has a stamp 4 visa; or

e) A person awarded international protection under the International Protection Act 2015, or any family member entitled to remain in the State as a result of family reunification and has a stamp 4 visa or

f) A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or the UK or Switzerland and has a stamp 4 visa

EDUCATION, TRAINING, EXPERIENCE, ETC:

Each Candidate must, on the latest date for receipt of completed application forms have:

(a) A third level qualification in a procurement or business-related discipline or similar is desirable.

(b) Up to date knowledge of Irish procurement legislation and modern procurement and purchasing techniques.

(c) A minimum of two years’ experience in a procurement environment is desirable.

(d) Strong analytical skills and full proficiency in Microsoft Office and in particular, Excel is essential.

(e) Satisfactory experience in admin procedures including adequate experience in work of an executive nature, office organisation and supervision of Staff.

Non-Irish Qualifications must be accompanied by a determination from Quality and Qualifications Ireland (QQI) to establish their comparability against the Irish National Framework of Qualifications, overseas qualifications must also be accompanied by a translation document.

THE IDEAL CANDIDATE SHALL POSSESS:

• Demonstrated comprehensive knowledge and understanding of public procurement legislation, policy and best practice, including EU and national frameworks.

• Proven experience in leading and overseeing complex procurement processes, including tendering procedures, e-procurement systems and the application of the Remedies Directive.

• Strong working knowledge of financial management systems, including Agresso FMS, with the ability to analyse, interpret and report procurement and financial data to support strategic planning, governance and decision-making.

• High level of proficiency in Microsoft Office applications, particularly Excel, with the capability to use data to monitor performance, identify trends and support management reporting.

• A comprehensive understanding of the statutory functions, duties and operating environment of local authorities.

• Excellent communication and interpersonal skills, with the ability to engage effectively with senior management, staff, external stakeholders and elected members.

• Demonstrated leadership and people management capability, including experience in supervising staff, managing performance and contributing to organisational development.

• Strong organisational and strategic planning skills, with the ability to prioritise competing demands and deliver objectives within agreed timeframes in a complex environment.

• Ability to exercise sound judgement and decision-making at a senior management level.

• Demonstrated ability to work collaboratively across Directorates and as part of multidisciplinary teams to achieve corporate objectives.

• Proven analytical and problem-solving skills, including the ability to identify risk, develop controls and implement continuous improvement measures.

• Demonstrated experience in budgetary management and financial oversight appropriate to a senior management role.

• Experience in supervisory and management responsibilities, including allocation of resources and oversight of work programmes.

DUTIES AND RESPONSIBILITIES:

The following is a non-exhaustive list of duties associated with the role of Procurement Officer:

• Ensure that Galway County Council complies with procurement Directives, Legislation, Circulars and other legal requirements.

• Support Galway County Council’s service delivery and fulfil the strategic objectives in the Galway County Council’s Corporate Plan.

• Achieve greater value for money by:

➢ ensuring that purchasing is carried out in a co-ordinated and strategic manner.

➢ reviewing and, where possible, streamlining existing procurement processes;

➢ Identifying opportunities for savings, for example by utilising national and regional aggregated contracts or other means.

• Facilitate economic, social or environmental objectives through procurement, e.g.

➢ identifying opportunities for social or green procurement;

➢ engaging with businesses and suppliers.

• Ensure that Galway County Council’s Corporate Procurement Plan is implemented in full by the prescribed dates.

• Have up to date knowledge of relevant public procurement legislation, guidance and circulars and ensure compliance with Sectoral, National and EU Rules.

• Provide procurement guidance and support to Council personnel.

• Introduce best practice methods to ensure that goods, services and works are procured in compliance with all relevant legislation and guidelines, while managing risk and achieving value for money.

• Actively promote the procurement function within Galway County Council including the development and improvement of training and skills of staff involved in the procurement and purchasing process.

• Develop and maintain standard documentation and templates for use in procurement process.

• Identify risk of non-compliance and co-ordinate aggregation of requirements.

• Lead savings initiatives / strategy.

• Develop, maintain and implement procurement policy, plans and procedures.

• Maintain the Registers of Procurement and Register of Contracts.

• Act as Administrator for the Council’s presence on Supplygov and eTender portals.

• Complete the annual Quality Assurance requirements of the Public Spending Code and comply with all requests in relation to data returns to relevant bodies.

• Engage with National Procurement Strategy on implementation of National contracts, liaise with LGMA, OGP, LGOPC and any other relevant bodies.

• Engage with Local Authorities at Regional level to leverage best value in the marketplace.

• Monitor and report on procurement performance.

• Monitor supplier performance and contract management.

• Carry out such duties as may be required by the Directorate / Head of Section or other designated officer.

To deliver these objectives, the Procurement Officer will be required to:

• Interpret policies and develop and implement procurement policies and strategies in Galway County Council.

• Play a key role in influencing all staff levels of Galway County Council to manage risks, ensure compliance and drive efficiencies.

• Promote and facilitate continuous improvement in procurement, considering full lifecycle costs and assessment of alternative methods of service delivery.

• Represent Galway County Council at regional and national levels.

• Any other duties as may be assigned.

Other Duties will include:

• Supervision and Management of staff.

• Working closely with other public bodies.

• Manage workload effectively within team ensuring that the targets set for that work area is reached.

• Report to Senior Manager regarding any issues arising or as requested.

• General Office management ensuring that services are delivered efficiently and in line with Corporate Objectives.

• Project management as required.

• Supervise and Participate in the Performance Management Development System.

• Prepare, analyse and report as required.

• Create and maintain any records as required.

• Successfully manage the relationship with internal departments and external service providers as provided.

• Use all technology and equipment assigned.

• Complete all essential training successfully.

• Manage budgets as required.

• Possess a high degree of initiative and be able to work both as an individual and as a team member.

• Maintain appropriate records, reports and documentation as required.

• To ensure that effective and appropriate monitoring procedures are carried out to record project activities and progress.

• Pro-actively use information and communication technology to improve service delivery and efficiency.

• Undertake research as required into proposed projects / local initiatives.

• Any other duties as may be assigned from time to time.

REMUNERATION:

Entry to the scale shall be determined having regard to Departmental Circulars. Starting pay for new entrants will be at the minimum of the scale. The rate of remuneration may be adjusted from time to time in line with Government pay policy.

€60,611 - €78,795 per year