BROXTOWE BOROUGH COUNCIL

JOB DESCRIPTION

Directorate: DCEX - Deputy Chief Executive

Division: Finance Services

Post No & Job Title: F5 - Procurement and Contracts Officer

Grade: Grade 10

Responsible to: Chief Audit and Control Officer (F3)

Main purpose of the job:
To ensure the efficient and systematic procurement of
goods and services; effective monitoring of contracts;
development of transparent tendering schedules and
good record keeping; providing advice on best methods
of procurement and contract design; developing best
practice in relation to commissioning and procurement;
advising and developing strategy, policy and procedure
in relation to these functions in the context of all the
Council’s services; development and operation of the
corporate purchasing system; and to contribute towards
the successful operation of the Audit and Control team

Main Duties and Responsibilities:

Strategy Development

1. Develop and advise on procurement, commissioning and contract management

strategies. Identify opportunities for better procurement and to develop modern
procurement and contract management practices.

Procurement

2. Ensure the Council achieves best value by leading on specific exercises relating to
the procurement of goods, services and works.

3. Engage and support managers by providing guidance on technical procurement

matters, including advising on appropriate procurement mechanisms, preparing
tender documentation, undertaking tender evaluation including the pre-qualification of
suppliers, checking contractual terms/conditions, interviewing, liaising and negotiating
with potential suppliers, responding to procurement challenges and producing
outcome reports for management and Committee. This will include supporting the
Council’s wholly owned trading companies.

4. Support the Council in identifying opportunities through procurement routes to deliver

savings, maximise income and deliver continued improvement through the use of its
resources.
5. Collect and analyse management information to evaluate potential efficiencies and
savings through corporate and collaborative contracts.

6. Promote the most efficient means of procurement activity, including the development
of e-procurement systems and processes.

Contract Monitoring

7. Ensure and develop corporate adherence to best practice contract monitoring

procedures to ensure that contractors are achieving and evidencing key tasks,
outcomes and performance targets set by the Council and have the appropriate work
programmes to support them.

8. Provide periodic reports to General Management Team outlining contract,

procurement and monitoring activity, including financial and contractual performance
aspects.

9. Ensure the Council is compliant with the law in relation to its procurement activity
(including EU procurement law while it remains relevant to the UK) and to inform and
develop officers as appropriate by providing procurement training and briefings to
Senior Management Team and other groups.

Record Keeping

10. Work with Chief Officers and Heads of Services, in conjunction with the Legal
Department, to ensure that there is a transparent register of contracts and a re-
tendering work schedule covering all significant value transactions for all Council
activities, including both General Fund and Housing Revenue Account activities.

11. Promote good administration throughout the Council in respect of procurement and
contract management.

12. Produce procurement and contract information to meet the requirements of the
Transparency Code, including data relating to the Council’s wholly owned trading
companies.

System Ownership

13. Undertake the system owner role for the e-procurement and contract management
systems, including development, testing and implementation of upgrades, resolving
queries and providing user training.

Other Duties

14. Attend and support meetings with senior management, colleagues, elected members
and key partners as appropriate (such as the Shared Services Governance Board,
Senior Management Team and relevant Committees).

15. Represent the Council at external meetings and on regional groups/forums as

applicable to the role (such as the Nottinghamshire and Derbyshire Procurement
Forum) and to assist with projects on behalf of these groups.
16. Undertake relevant technical and research projects as required.

17. Support the Chief Audit and Control Officer in the delivery of the Audit and Control
team’s wider responsibilities relating to risk management and insurance, corporate
performance management, internal audit and fraud.

18. Deputise for the Chief Audit and Control Officer as appropriate and when required.

19. Undertake any other such other duties that are within the scope and grading of the
post and as may reasonably be required by the Council.

DESIGNATED CAR USER

A designated car user status has been attached to this post.

SPECIAL CONDITIONS
Duties may include attendance at evening meetings and/or work outside normal office
hours.

RESTRICTIONS
This is not a politically restricted post.
The post is subject to exemption with reference to the Rehabilitation of Offenders Act
1974.

NOTE
The above job description sets out the main responsibilities of the Procurement and
Contracts Officer (F5) but should not be regarded as an exhaustive list of the duties that
may be required. As duties and responsibilities change and develop the job description
will be reviewed and be subject to amendment in consultation with the post holder during
the Personal Development Review process.

All employees are expected to maintain a high standard of service delivery and to uphold
the Council’s policies in accordance with equality and diversity standards, and health and
safety standards, and to participate in training activities necessary to their job.