RUGBY BOROUGH COUNCIL
Post No. 20307
Division: Business Transformation
Post Title: Procurement Officer
Grade: S01 - £23,749 - £25,320
Service: Corporate Planning and Assurance
Reports to: Corporate Assurance Manager
Issue Date: April 2008
PURPOSE OF THE JOB
To ensure that the Council delivers Value for Money in its procurement of goods, and creates
financial savings wherever possible
1. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
1. To work with and take strategic direction from the Procurement and Creditors Manager
NBBC and work with other staff within the Council to ensure that the Council achieves
excellence in services to customers, both internal and external.
2. To provide operational procurement guidance and consultancy advice to all Service
Units within Rugby Borough Council and works in partnership with Nuneaton &
Bedworth Borough Counci (NBBC)l.
3. To assist the Council in obtaining value for money from all externally purchased goods,
works and services providing sound advice.
4 In conjunction with Procurement and Creditors Manager NNBC, to review the
Procurement Strategy procedures and strategic policies . Devise and implement
systems to ensure accurate and efficient monitoring of contracting and tendering
2. OTHER DUTIES AND RESPONSIBILITIES
1. Review the drafting of all contractual agreements, tender specification and the
publishing of OJEU notices.
2. To negotiate and agree corporate contracts with suppliers to ensure value for money for
the Council’s purchasing.
3. Advise on the consequences of alternative contract strategies. Provide guidance and
advice on issues such as procurement process, contract pricing, structure and contract
terms and conditions, including the appropriate allocation of risk between the Council
and the contractor.
4. Develop systematic methods for monitoring and reporting information about corporate-
wide spend on goods and services including reporting of efficiency gains against
Government Targets including reporting of national indicators on behalf of Rugby
5. Liaise with external organisations to obtain professional advice on procurement policies,
and information about Best Practice in public sector procurement.
6. Provide training sessions and workshops for Council employees and Members to
ensure that changes to the Council’s procurement policy and processes are effectively
implemented and understood.
7. Monitor and evaluate supplier performance.
8. Ensure that the Council’s contract templates and other legal documentation adhere to
Best Practice and are kept up to date taking into account any changes in legislation.
9. Develop and oversee the procurement area of the Council’s intranet and corporate
10. Liaise with service units to ensure compliance with the Council’s procurement
procedures, Toolkit and the framework of legislation governing Procurement activity.
11. Chair the monthly Procurement Strategy Group when necessary
12. Be the primary contact for Elected Members in relation to Procurement Functions.
13. To network and develop effective partnerships particularly in relation to procurement
activities, relevant external organisations, employees, Elected Members and trades
3. SUPERVISORY RESPONSIBILITIES
4. FINANCIAL RESPONSIBILITIES
The Council’s rules and procedures for all financial activities are set out in the Council’s
Constitution within Contract Standing Orders (part 3f) and Financial Standing Orders
(part 3g). More detailed guidance on specific financial activities is provided in a series
of Financial Instructions.
Copies of these documents will be available within each Department and are also
shown in full on the Council’s Intranet site under the heading of ‘Finance’ within ‘You
and Your Job’.
All employees who carry out any financial activities must ensure that they are familiar
with, and comply with at all times, the Council’s financial rules and procedures.
5. RISK MANAGEMENT & BUSINESS CONTINUITY
Play an active role in identifying, managing and controlling risks relating to the business
activities of the Council
6. MAJOR EMERGENCY PLAN
The Council has a duty under the Civil Contingency Act to have a Major Emergency
Plan (MEP) in place.
It is a requirement that all employees who are named in the plan agree that their
personal contact details can be contained within the MEP (this document is only issued
under control to those that need it for call out purposes).
7. EQUAL OPPORTUNITIES AND DIVERSITY
Demonstrate awareness and understanding of, and commitment to, Equal Opportunities
and Diversity, showing respect, consideration and sensitivity to people’s needs and
ensuring that the Council’s policies are adhered to and demonstrated in all contact with
customers, colleagues, other agencies ,stakeholders and supply contracts.
8. EXTENT OF PUBLIC CONTACT
The post holder will be a point of contact for members of the public, press and Council
Officers on Procurement issues and deal with general Procurement enquiries.
9. WORKING CONDITIONS AND ENVIRONMENT
Office based at Rugby Town Hall, but may travel to Nuneaton and Bedworth May be
required to erect and handle display boards.
10. KNOWLEDGE, SKILLS, EXPERIENCE AND QUALIFICATIONS
Refer to Person Specification attached.
Signed as agreed:
Post: Procurement Officer
For effective performance of the duties of the post the postholder will be able to demonstrate
that they have the skills and/or knowledge detailed in ‘Essential Criteria’.
Criteria Essential/ Method of
1. At least one year’s experience of developing D
contract strategies, determining contract structures
and drafting tender documents.
2. At least two years experience of developing E
contracts and associated procedures in consultation
3. Experience of developing and monitoring systems E
to record corporate spends on goods and services.
4. Experience of manipulating financial and statistical E
data to report on procurement trends.
5. Experience of reviewing, developing and E
monitoring procurement policy and strategy.
6. Experience of developing and delivering training D
7. Experience of procurement in the public sector. D
8. Educated to A level standard or equivalent, and is E
working towards or is willing to undertake a CIPS
Criteria Essential/ Method of
Knowledge, Skills and Abilities
10. Able to demonstrate knowledge on best practice in E
procurement and promote guidance and
understanding in others.
11. Knowledge of contract law, national legislation and D
EC Procurement Directives affecting procurement.
12. Excellent communication skills, both written and E
verbal, and ability to influence others and gain
13. Ability to demonstrate knowledge, understanding D
and promotion of equality and sustainability issues,
particularly in relation to procurement and contracts.
14. Good numerical skills in order to manage budgets E
and prepare financial data.
15. Ability to use a range of IT systems. E
16. Good organisational skills in order to project E
manage workloads; respond to priorities and to
ensure deadlines are met.
17. Ability to work effectively in a team and possess E
strong negotiation skills.
18 Able to work within and meet competing deadlines E
Test (written, presentation, practical – eg word processing) T
Documentary – eg certificates D