Document Sample
Procurement_Officer_JD_Sept_2011 Powered By Docstoc
					National Portrait Gallery

Procurement Officer

The National Portrait Gallery houses a unique collection of all forms of portraiture of the people
who have made or are currently contributing to British history and culture; the collection is the
most comprehensive of its kind in the world. With around 1.8 million visitors each year and a
strong national and international presence through touring exhibitions and special projects, the
Gallery is one of the country’s most important and popular galleries.

Responsible to
This post will be responsible to the Contracts and Procurement Advisor at the National Portrait

To support departmental management at the National Portrait Gallery and National Gallery by
advising and assisting Gallery departments to achieve best value for money when procuring
goods and services while also ensuring procurement best practice through compliance with
public procurement legislation and the Galleries’ policies and procedures.

Main Duties

Procurement Advice and Support (20%)

      Assist the Contracts and Procurement Advisor in promoting best practice procurement
       within the Galleries by providing guidance and advice to Gallery departments on the
       Galleries’ procurement policies and procedures/budget holder’s guide and on public
       sector procurement legislation; ensuring these are communicated clearly and widely
       through the Galleries.

      Assist the Contracts and Procurement Advisor with                 Departmental     briefing
       sessions/presentations on ‘Procurement’ from time to time.

      Periodically attend internal and external meetings on behalf of the Contracts and
       Procurement Advisor.

      Assist in representing the Procurement Section externally by actively liaising with and
       collaborating with public bodies including other Museums and Galleries, the Department
       of Culture, Media and Sports (DCMS) and Cabinet Office to share information, promote
       ‘best practice’ procurement and broaden the Galleries profiles and influence within these

Procurement Analysis and Planning (40%)

      Manage the Galleries Spikes Cavell “Observatory” systems         to research and collate
       management information reports on procurement activity to        enable the procurement
       Section to identify strategic procurement opportunities          (e.g. opportunities for
       collaborative procurement, cash and efficiency savings,          supplier rationalisation,
       standardisation etc).
      Collate management information in response to requests from Central Government and
       other key stakeholders, concerning the Gallery’s procurement spend and performance
       liaising with the Finance Departments as and when necessary.

      Identify areas of spend that will benefit from review and benchmarking, undertake those
       reviews/benchmarking activities in conjunction with relevant stakeholders and assist in
       drawing up procurement strategies based on findings and conclusions.

      Arrange for resultant Procurement Strategies to be approved by the Contracts and
       Procurement Advisor and other relevant stakeholders.

Procurement Implementation: Tendering, Contracts, Contract Management (30%)

      Provide advice and support to Gallery Departments to enable them to undertake
       tendering and contracting activity that is consistent with the public procurement rules and
       Gallery procurement procedures.

      Ensure appropriate documentation is drawn up to agreed timescales and standards.

      Advise on European Union (EU) public procurement regulations and thresholds.

      This advice and support will include assisting Departments to:
          o determine the most appropriate route to the market place (e.g. formal EU tender
              action; e.g. mini competition via existing framework agreement);
          o prepare specifications;
          o advertise their procurements appropriately (e.g. in OJEU; e.g. on
              ContractsFinder and other suitable media);
          o source and select quality suppliers to bid;
          o draft and issue Invitation to Tender documentation;
          o develop tender evaluation criteria and assist with tender evaluations ensuring
              tenders are fairly and objectively assessed;
          o undertake meetings with suppliers and seek post tender clarifications to achieve
              best value for money all within parameters agreed with the Contracts and
              Procurement Advisor and relevant Budget Holder;
          o arrange timely contract awards including the management of any “standstill
              period”, the drafting of award recommendation reports, contracts/appointment
              letters and collecting approval signatures from appropriate colleagues;
          o fully debrief the unsuccessful tenderers;
          o place contract award notices when necessary (e.g. within the OJEU; e.g. on
          o undertake post contract review meetings with suppliers to enable Departments to
              measure and monitor their supplier performance and where necessary reward
              performance or make improvements.

      Pro-actively manage existing central framework agreements (e.g. travel) and promote
       their wider use across the Galleries. Benchmark existing agreements to ensure the
       Galleries are continually benefitting from savings and efficiencies.

Administration (10%)
         Ensure the Galleries’ Contracts Registers are kept fully up to date to enable the Galleries
          to identify forthcoming expiring contracts and provide Departments with sufficient time to
          develop contract procurement plans.

         Review and maintain the Procurement Section’s filing systems and records to ensure
          records are up to date, provide a clear audit trail and are accessible having regards for
          the Galleries’ record and retention policies, procedures and legal liabilities (e.g. Freedom
          of Information and Data Protection).

         Undertake general administrative duties to ensure the efficient and effective running of
          the Procurement Section.

         Keep up to date with developments in best practice procurement.

         Carry out other ad hoc duties as may be reasonably required from time to time by the
          Contracts and Procurement Advisor and other senior management.

This is not, however, an exhaustive list of duties and the gallery’s management may, at any time,
allocate other tasks which are of a similar nature or level.
National Portrait Gallery

                            Head of Resources

                               Contracts and
                            Procurement Advisor

                            Procurement Officer
National Portrait Gallery

Procurement Officer

Person Specification


      GCSE (or equivalent) in English and Mathematics

      A degree would be desirable, preferably in Business

      MCIPS qualified (or equivalent) would be desirable


      Experience of working within a busy office environment within a matrix

      Working knowledge/practical experience of EU (above and below threshold)
       public sector procurement gained within a public sector organisation

      Procurement experience gained within the private sector would be desirable

      Experience in achieving procurement cost savings and efficiencies

      Experience of effective stakeholder engagement

      Experience of effective process improvement/change management

      Experience of collaborative procurement and shared services would be

      Experience of researching, analysing data and writing reports

Skills and attributes

      Good negotiation skills

      Excellent written and verbal communication skills

      Good computer skills: IT Packages and database management

      Good team player

      Strong attention to detail and quality or work

      Good organisational and time management skills
National Portrait Gallery

Procurement Officer

Details of the post are given below and in the job description. You should take care
to show in your application how you can fulfil the requirements of the job.

Term of appointment:
This post is for a fixed period of 2 years with possibility of extension.

Your contracted hours of work are 32 gross per week including a lunch break of one
hour a day.

The salary for this post will be pro rata £23,890 to £25,000 per annum.

Annual Leave
The annual leave allowance for this post is pro rata 25 days per annum.

Place of Work
This post will be based 2 days a week at the National Portrait Gallery and 2 days per
week at the National Gallery but the post holder will be an employee of the National
Portrait Gallery but all staff are required to work at other locations if necessary.

The Gallery believes in the employment and advancement of people solely on their
ability to do the job required. When recruiting people, we will therefore disregard their
gender, marital status, race, age, colour, nationality, ethnic origin, religion and sexual
orientation. There will be no unfair discrimination on the basis of disability. If you
would like to submit your application in a different format we are happy to allow this.
Please contact us (telephone: 020 7306 0055 email: so that
we may discuss suitable alternatives.

Pension benefits are provided under the Principal Civil Service Pension Scheme

Probation and Trial Period
All appointments are subject to satisfactory employment and character references
and security clearance. There is a probationary period of 1 year for all permanent
posts. The probationary period for this post is 1 year.

Data Protection Act
Information provided by you as part of your application will be used in the recruitment
process. Any data about you will be held securely with access restricted to those
involved in dealing with your application in the recruitment process. Once this
process is completed the data relating to unsuccessful applicants will be stored for a
maximum of 6 months and then destroyed. If you are the successful candidate, your
application form will be retained and form the basis of your personnel record.
Information provided by you on the Equal Opportunities Monitoring Form will be used
to monitor National Portrait Gallery’s equal opportunities policy and practices. By
signing and submitting your completed application form you are giving your consent
to your data being stored and processed (if you submit your application by e-mail and
the application form is un-signed we will assume that consent by you is given) for the
purpose of the recruitment process, equal opportunities monitoring and your
personnel record if you are the successful candidate.
Season Tickets
Interest free loans are available for the purchase of a season ticket for travel to work.

Please return your completed application form to:

Personnel at:

Or by post

Mrs Caroline Wynter
Head of Personnel
National Portrait Gallery
2 St Martin’s Place

by 9.00am on Monday, 19 September 2011

We are expecting to hold interviews on 30 September 2011. Please indicate on the
form if you will not be available on this date.

If you are delivering your application by hand, please take it to the reception desk at
39-45 Orange Street.

To ensure the best possible use of our limited resources we are unable to
respond to every application. If you have not had a response to your
application by 28 September 2011 please assume that you have been
unsuccessful on this occasion.

We would like to thank you for your time and effort in returning your

Shared By: