Procurement Support Officer

Overall Role and Context:

The Estates Department undertakes a large portion of procurement on behalf of the university. This includes, but is not limited to, procurement of services, goods, and capital works. In order to ensure that the department is compliant with the university procurement and public procurement guidelines, procurement needs to be carried out on a continuous cycle. In addition, these service contracts need to be continuously monitored to ensure that services and costs align with tendered services. The information held on these contracts is subject to continuous reviews and audits.

The Estates Department requires the support of a Procurement Officer to work within the Estates team based on the Carlow Campus to support the delivery of procurement of services, goods, and works within the Estates team across SETU.

The purpose of the Procurement Officer role within the Estates Department is to support the efficient and effective procurement of services essential to the department’s operations. This role plays a pivotal part in supporting the end-to-end procurement process, from tender document compilation to contract administration, with a focus on obtaining high-quality services at optimal costs.

Principal Duties and Responsibilities:

• Optimising Procurement: The Procurement Officer will support the Assistant Estates Managers/Estates Manager/Capital Project Manager to compile tender documents and support the procurement process to acquire services that meet the department's needs.

• Contract Administration: Management of the lifecycle of contracts is crucial for the Estates Department's operations. The Procurement Officer will assist the Assistant Estates Managers/Estates Manager/Capital Project Manager with contract evaluation, execution, and performance monitoring. This ensures that vendors deliver services as agreed upon, meeting service level agreements and specification compliance requirements.

• Stakeholder Collaboration: Effective communication and collaboration with internal and external stakeholders are essential. The Procurement Officer will support Assistant Estates Managers/Estates Manager/Capital Project Manager with liaison between Estates Department staff and external bodies. They will understand service requirements, procurement processes, and vendor selection in accordance with statutory guidelines.

• Efficiency and Cost Savings: This role will contribute to the organisation's efficiency and cost-effectiveness. Through strategic procurement practices, the Procurement Officer will help the organisation obtain the best services at the best value.

Relationships: Responsibility for People – Supervision/Management:

The postholder will work as part of the Estates team and may have supervisory responsibility for other administrative staff within the Estates function at Grade III level.

Person Specification – Qualifications, Knowledge, Experience & Skills:

• Have the requisite knowledge, skills, and competencies to carry out the role.

• Be capable and competent of fulfilling the role to a high standard.

• Have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher, ordinary, applied, or vocational programmes) or equivalent, or have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being comparable to Leaving Certificate standard or equivalent or higher, or have appropriate relevant experience which encompasses equivalent skills and expertise.

Excellent information technology skills

Ability to work collaboratively and supportively with a wide variety of stakeholders, both internal and external

Excellent organisational skills with the ability to work to established deadlines and develop prioritisation

Excellent interpersonal and team skills

A proactive and problem-solving approach with the flexibility to manage multiple tasks and deadlines

Excellent oral and written communication skills

The post also requires that the successful candidate has the ability to deal with confidential information in a discreet manner

Hours of Work:

The appointee will be required to work 35 hours per week along with such additional hours as may be required for the proper discharge of their duties.

Salary:

Assistant Staff Officer Salary Scale: €38,217 - €54,367

Annual Leave:

23 days annual leave. Annual leave will be in accordance with arrangements authorised by the Minister for Further and Higher Education, Research, Innovation and Science from time to time.