Procurement Officer

Kerry County Council’s Central Procurement Compliance Unit (CPCU) operates as part of the greater Finance Department and is responsible for central oversight, compliance and performance measurement of procurement activities for the revenue procurable spend as well as complex Capital Works Projects.

The CPCU includes a tender support team that provides focused training and ongoing advice to all County Council departments, on all aspects of the procurement cycle for procurements above and below EU threshold levels. It implements Kerry County Council corporate procurement arrangements, and manages appropriate contracts awarded by the Office of Government Procurement (OGP) and the Local Government Operational Procurement Centre (LGOPC).

The role of the CPCU also includes:

• implementation and review of the Council’s Corporate Procurement Plan
• maintenance of Kerry County Council’s Contracts Register and leading development of Contract Management system and protocols
• overseeing Procurement Policy & Procedures
• providing advice and guidance to all Business Units of the Council overseeing compliance with Policies/Procedures
• tender preparation – advice and support
• promotion and implementation of Best Practice in Procurement and review of policies and procedures
• acting as a point of contact, liaison and collaboration with the OGP and the LGOPC to develop shared contracts and related procurement initiatives and promote collaborative procurement arrangements
• promoting and guiding value for money in spend across the Council services and identifying areas to achieve greater value for money in procurement
• advancing Green Public Procurement Training, advice and implementation of green procurement with Sections of the Council

Appointments: Subject to the availability of suitability qualified candidates a panel will be formed on the basis of this competition, from which both permanent and/or temporary offers of employment may be made.

Salary: €60,611 - €78,795 - with annual increments payable subject to satisfactory overall performance, attendance, etc.

Offers of appointment to persons who are not serving local authority employees will be based on the minimum of this scale. Where the person being appointed is a serving local authority employee, normal starting pay rules will apply.

Annual Leave:30 days per annum

Hours of Work:While the normal working week will constitute 35 hours, the appointee will be required to work the hours directed by the Chief Executive of Kerry County Council, which will include hours outside of the normal working day associated with the responsibilities and requirements of the post.

A flexible working hours scheme is in operation.

Duties & Responsibilities

The principal duties and responsibilities of the Procurement Officer will be to give to Kerry County Council and to any other local authority or body with which an agreement has been made by Kerry County Council , under the general direction and control of the Chief Executive or of such officers as the Chief Executive may from time to time determine, such appropriate management, administrative, executive, supervisory, advisory and ancillary services as may be required by any local authority or body hereinbefore mentioned in the exercise and performance of any of its powers, functions and duties and to exercise such powers, functions and duties as may be delegated to him or her by the Chief Executive from time to time including the duty of servicing all committees that may be established by any such local authority or body.

The holder of the post will be required to undertaking training as directed and, if required, deputise for an officer of a higher level.

Reporting under the general direction of the Director of Finance to the Senior Executive Officer, the Procurement Officer will provide a comprehensive service to all Council Departments to ensure procurement compliance, developing best value contracts and promoting procurement awareness.

The appointee will be the first point of contact for staff and the OGP in relation to procurement matters and will have responsibility for managing and developing central processes in line with Kerry County Council Procurement Policies and Procedures and national legislation and policy in the area of Procurement. The successful candidate will be responsible for developing and implementing procurement policy and strategy, ensuring compliance with EU, National and local policies and regulations, coordinating purchasing practices and maximising savings and benefits available to Kerry County Council form purchasing activities. They will be responsible for new initiatives, policies and procedures and working with multidisciplinary teams.

Specific duties will include, but are not limited to, the following:-

·       provision of specialised support to and participation in multi-disciplined project teams;

·       provision of strategic advice and guidance on procurement activity in line with procurement policy and practice;

·       Tender preparation – advice and support to staff in the tendering process

·       implementation of value for money contracts both directly and indirectly and provide support and guidance to sections of the Council

·       Expanding categories of spend through centralised procurement and liaising with sections to advance this programme

·       collaboration with third parties on progressing procurement opportunities;

·       aggregation of procurement spend at local level to maximise contract opportunities;

·       promoting procurement awareness within the organisation, provide and organise training and support to sections of the Council

·       monitoring and reporting on the utilisation and uptake of existing OGP, Regional and other framework contracts and engage with OGP on issues of public procurement

·       leading a team in implementing and communicating the goals and requirements as set out in the Corporate Procurement Plan;

·       Support Green Procurement training, initiatives and support implementation with Sections

·       Maintain Contract Register and lead implementation of Contract Management system

·       Keeping Procedures updated and preparation of Plans/Guidance as required

·       Provide regular update reports on procurement activity to staff, senior managers and budget holders

·       Maintaining good governance arrangements and audit requirements

·       Participate in relevant national and regional procurement networks and working groups

·       Provide staff with assistance/advice in the use of eTenders and supplygove.ie

·       such other duties as may be assigned from time to time.

The Person

Applications are invited from suitably qualified persons who wish to be considered for the position of Procurement Officer. Applicants will be expected to demonstrate, both in their application and if invited for interview, that they possess the required competencies for the position through the experience and skills that they have gained/developed to date, including:-

• the ability to work within and lead multi-disciplined teams
• the ability to motivate, empower and encourage personnel under their control to achieve maximum performance and added value

• a satisfactory knowledge of public service organisation in Ireland
• strong communication, analytical, reporting and interpersonal skills
• the ability to identify and meet targets and savings through optimising portfolio spend
• the ability to deploy financial resources to gain maximum benefit and output within a budgetary control framework

• a strong knowledge of public procurement guidelines, EU Procurement Directives and national procurement legislation
• experience in influencing change and implementing change management prior to and during the procurement cycle

• have an understanding of the role and duties of managers in safety management in the workplace

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.

Education/ experience, etc.:

Each candidate must, on the latest date for receipt of completed applications: -

(a)   hold a recognised procurement qualification

or

have a minimum of 3 years strategic procurement experience

(b)   have practical procurement experience in either managing or establishing commercial arrangements

(c)   have experience of best practice procurement

(d)   have knowledge of OGP/LGOPC National Procurement strategy

(e)   have satisfactory experience in administrative procedures, including adequate practical experience in work of an executive nature, office organisation and control of staff

(f)    have good knowledge and awareness of Health & Safety Legislation and Regulations, their implications for the organisation and the employee, and their application in the workplace

Essential Skills

In addition to meeting the eligibility criteria set out above, candidates must be able to demonstrate that they possess the following key competencies:-

Management and Change

·        Think and act strategically

·        Develop and maintain positive, productive and beneficial working relationships

·        Effectively manage the introduction of change and demonstrate flexibility and openness to change

Delivering Results

·        Contribute to the development of operational plans and lead the development of team plans

·        Plan and prioritise work and resources effectively

·        Establish high quality service and customer care standards

·        Make timely, informed and effective decisions and show good judgement and balance in making decisions or recommendations

·        Delivering funding to advance projects

Leading, Motivating & Managing Performance

·        Lead, motivate and engage employees to achieve quality results and to deliver on operational plans

·        Effectively manage performance

Personal Effectiveness

·        Take initiative and seek opportunities to exceed goals

·        Manage time and workload effectively and operate in an environment with significant complexity and pace

·        Maintain a positive, constructive and enthusiastic attitude to their role

·        Create and maintain positive channels of communication and develop strong and effective interpersonal relationships

·        Manage and supervise staff, including managing performance

·        Stakeholder engagement with an understanding of the economic development agencies

·        Knowledge and experience of operating ICT systems

Knowledge, Experience & Skills

·        Relevant experience at a sufficiently high level

·       Knowledge and understanding of the EU Procurement Directives and national procurement legislation

·        Understanding of the role of Procurement Officer

·        Knowledge and understanding of the structure and functions of local government and of current issues, priorities and concerns and the strategic direction of local government in relation to economic development

·        Experience of compiling, preparing and presenting reports, presentations, correspondence, etc.

·        Effective budget and financial and resource management skills

Candidates will be assessed and marked on the basis how they demonstrate their knowledge, skills and experience at interview.

Format of the Competition

Following the closing date for receipt of completed application forms, Kerry County Council will examine all applications having regard to the requirements as set out above. In the event that a candidate’s application is deemed valid they will then be considered for interview. Depending on the number of applications received, shortlisting may apply based on information supplied on the application form

General Information

Kerry County Council will not be responsible for any expense, including travelling expenses, which candidates may incur in connection with their candidature. Candidates will be asked for details of any special requirements which they may have in attending for interview.

Candidates invited to attend for interview may be asked, at any stage of the recruitment process, to supply further documentation in relation to their academic qualifications, employment history, etc.

Any offer of employment will be subject to verification of information provided on the application form, pre-employment medical examination, reference checks, and Garda vetting if appropriate. An applicant who is found to be ineligible at any stage of the competition will not be further considered. Provision of inaccurate, untrue or misleading information will result in disqualification from the competition, withdrawal of employment offered, or dismissal. Any attempt by a candidate himself or herself or by any person(s) acting at the candidate’s instigation, directly or indirectly, by means of written communication or otherwise, to canvass or otherwise influence in the candidate’s favour, any member of the staff of Kerry County Council or person nominated by Kerry County Council to interview or examine applicants, will automatically disqualify the candidate for the position being sought