Procurement Manager

Grade: 9

Post Reference: (this relates to the MIS and Personnel will complete)

Conditions of Service: NJC for Local Government Services National Scheme of Conditions of Service

Responsible to: The Head of Procurement and Resources

Responsible for: Line management of all Procurement and Stores Section staff, these being Assistant Procurement Manager (x1), Procurement Officer (x2) and Supplies Officer (x1)

General Description of Post

The post holder will manage the NFRS Procurement and Stores Section and procurement services provided to other budget managers within NFRS.

The post holder will be the subject matter expert and point of contact for the NFRS procurement of all goods, works and services and will be required to work with a full autonomy and under their own initiative to provide effective procurement services within NFRS.

The post holder will be the budget manager covering contracts with values up to an annual contract value of circa £400,000 (per contract) and any other delegated budget as required.

The post holder will be required to identify, develop and write NFRS policies, procedures and strategies to ensure the service is legally compliant with the UK Public Contract Regulations and the NFRS Financial Regulations. 

The post holder is required to ensure that the operational PPE/ clothing and uniform is fit for purpose for all operational and non-operational staff.

The post holder is required to ensure an adequate Business Continuity Plan is in place for the Procurement and Stores Section.

The post holder will, when required to do so, deputise for the Head of Department.

The post holder will represent the interests of NFRS at local, regional and national meetings, committees and forums for procurement.

The post holder will be required to work collaboratively across NFRS and, where applicable, with external agencies and organisations with regards to the procurement of works, goods and services.

Generally

1. 1. Management of the Procurement and Stores Section comprising the stores and inventory management function and the Procurement Section staff; this is to include the line management of all staff, their development, identification of training needs, their supervision, direction, setting of goals, co-ordination and the allocation and work.
   2. Manage, as the budget holder, the cleaning and grounds maintenance contract, the PPE/ protective clothing contract, Uniform contract, the Procurement Section operating budget and any other delegated budget as required (up to £400,000 per year per contract); requisition approvals, Invoice approvals, report monthly to the Head of Department on actual expenditure, committed expenditure and forecasted expenditure of the budgets.
   3. Manage ensuring maximum efficiencies, as the appointed contract manager, the cleaning and grounds maintenance contract, the PPE/ protective clothing contract, Uniform contract and other delegated contracts including, but not limited to, the chairing of meetings, reviewing contract terms, applying contract conditions, ensuring minutes are taken, the issuing of contract amendments and any other duties commensurate with the effective management of contracts.
   4. Deputise for the Head of Procurement and Resources when required to do so.
   5. Manage, direct and oversee all tendering projects carried out by the Procurement Section and ensure best value is achieved from all tendering activities.
   6. Manage the NFRS eprocurement tendering portal.
   7. Manage high value procurement projects and tender exercises and including those over the OJEU threshold from inception to putting in place the contract including, chairing meetings, the development of the Procurement Plan, the management reporting and tender assessment report writing.
   8. Manage the NFRS contracts database ensuring all contracts are recorded with the necessary information relating to those contracts. Ensure an effective system is in place to inform NFRS Contract Managers for any actions due on these contracts.
   9. Manage NFRS PPE and clothing replacement capital projects in excess of £1 million from inception to completion/ delivery.
   10. Prepare, write and submit business cases, project management documentation and management reports to the NFRS management boards and committees providing clear recommendations where appropriate to provide sufficient information to allow strategic management decision making.
   11. Using best and balanced judgement, ensure that best value is obtained by NFRS from all tendering and procurement considering statutory requirements, NFRS policy, any physical and operational needs.
   12. Develop, write and maintain policies, procedures and strategies for procurement and stores management functions.
   13. Ensure the Procurement and Stores Section creates, maintains and records all relevant information (in an electronic format) throughout each procurement project in accordance with statutory requirements, financial regulations and NFRS policy and procedure.
   14. Investigate and co-ordinate responses to operational DB1’s submitted to ensure any issues are resolved or products are changed as required.
   15. Set and review KPIs to actively manage a continuously improving high performing Procurement and Stores Section.
   16. Input, download and analyse data from the electronic procurement and financial management systems. Interpret any related data and provide written reports for use by the Head of Procurement and Resources to identify potential issues, trends, efficiencies and cost savings.
   17. Represent NFRS at local, regional and national procurement meetings, committees, forums, collaborative agreements and collaborative projects.
   18. Be the nominated NFRS lead for the NFCC PPE/ Clothing Committee, and represent NFRS at local, regional and national meetings.
   19. Sit on the FMS Steering group and represent NFRS and Procurement on a tri-service basis.
   20. Actively seek and promote with other organisations collaborative opportunities and joint working regarding the procurement of works, goods and services.
   21. Represent the procurement functions of NFRS at specialist internal steering groups, project groups and committees as required; act as chair when requested by the Head of Department.
   22. Undertake pre-market engagement with commercial companies for research purposes to identify products, goods and services as required and as part of the procurement process to determine the best way to achieve best value.
   23. In conjunction with other Heads of Department and Sections, develop and write the Business Plan for the Procurement Section to meet the requirements of the strategic plans, IRMP and other departmental business plans.
   24. Train, coach and guide other budget holders and NFRS contract managers with regards to the procurement processes and contract management; ensure they are aware of the contract terms and conditions and their responsibilities under these contracts.
   25. Any other duties which may reasonably be regarded as within the nature of the duties, responsibilities and grade of the post as defined, subject to the proviso that normally any significant changes of a permanent nature should be incorporated into the job description in specific terms.

Specific Health, Safety and Environmental Responsibilities

2. 1. Write and review Procurement and Stores Risk Assessments as required.
   2. Ensure adherence to any asset management system(s) such that only items which are suitable for purpose are sourced and obtained, maintained as safe to use and disposed of safely.
   3. Ensure that environmental legislation and NFRS policy is adhered to for the management of contracts having environmental risk management ramifications including the waste contract.
   4. Ensure health, safety and environmental risk management matters are appropriately reflected in the contractual terms and conditions applying to the purchase of goods and services.
   5. In liaison with the Health, Safety and Environmental Risk Management section ensure proposed purchasing initiatives encompass risk management principles.
   6. To take account of the environmental issues arising from any service developments, and to ensure that the employees you supervise/manage do likewise.
   7. Throughout tendering processes liaise with the Health, Safety and Environmental Risk Management Section to ensure that associated risk management issues are identified and addressed prior to awarding contracts.
   8. Monitor contractors to ensure they discharge their duty of care in terms of health, safety and environmental risk management at NFRS sites.
   9. Obtain as necessary any risk-assessment-based method statements required from contractors and suppliers working within NFRS and pass onto the Health, Safety and Environmental Risk Management Section.
   10. Ensure that suppliers and contractors for the provision of goods and services provide work/services which apply risk controls they have derived by risk assessment.
   11. Compile and maintain records/files as are necessary to enable health, safety and environmental risk management initiatives to be audited.
   12. In the procurement, installation and maintenance of premises-related equipment ensure the expectations given in the Provision and Use of Work Equipment Regulations and other health, safety and environmental legislation are met as guided by the Health, Safety and Environmental Risk Management Section.

General Responsibilities (all employees)

3. 1. To take reasonable care for your own health and safety and work and that of other persons who may be affected by your work activities.
   2. To co-operate with Nottinghamshire Fire & Rescue’s attempts to comply with health and safety legislation. Where appropriate you must safeguard the health and safety of all persons affected by the work activities you supervise at any premises you have control over.
   3. To work in a safe manner in which you have been trained and instructed and advise your line manager of any health and safety problems you become of aware of.
   4. To familiarise yourself with the contents of the Service’s Written Safety Policy.
   5. To keep up to date with current practice, undertaking training and Continuous Professional Development, as required.
   6. To take proper care in handling, operation and safeguarding of any equipment, vehicles or appliance, used or issued by the Service or provided or issued by a third party for individual or collective use in the performance of the post holder's duties.
   7. To uphold the Nottinghamshire Fire and Rescue Services Fairness at Work and Equal Opportunities policies and practices and ensuring all staff demonstrate a similar view.
   8. To promote and deliver fair and quality services that are sensitive and responsive to customers and to ensure the implementation of customer care by all staff supervised.
   9. Where appropriate you will work with computer and new technologies and associated systems as required. Compliance with computer security measures to protect against unauthorised access to, alteration or disclosure.

Use of equipment and other appliances

3. 10. To take proper care in handling, operation and safeguarding of any equipment, vehicles or appliance, used or issued by the Service or provided or issued by a third party for individual or collective use in the performance of the job holder’s duties.

Equalities

3. 11. To uphold the Nottinghamshire Fire and Rescue Service’s Fairness at Work and Equal Opportunities policies and practices and to treat all colleagues, service users and contacts with respect and in accordance with the expectations laid down by the Service.
   12. To promote and deliver fair and quality services that are sensitive and responsive to all service users.

Code of Conduct

3. 13. To adhere to the standards of the Code of Conduct established by the Service.

Personal Development

3. 14. To keep up to date with current practice, undertake training and Continuous Professional Development as appropriate.

Information Technology

3. 15. To comply with security measures to protect against unauthorised access to, alteration or disclosure of information held on computer and ensure adherence to the principles of the Data Protection Act.
   16. To undertake any training and operation of new technologies and associated systems as required.