EANI Executive Officer - Procurement Dept.

Job Description

Brook Street (UK) Ltd are recruiting an Executive Officer, Procurement Dept. for our leading Public Sector client Education Authority Northern Ireland, Ballymena.

As a temporary Executive Officer, you will provide junior management support within the Procurement Dept and carry out administrative duties that are moderately complex; you will follow set procedures and exercise some independent judgment in carrying out instructions, under general supervision.

You will provide efficient administrative support for the daily functional and operational staff.
You will be proficient in MS Packages such as Excel, Outlook and Word. You will be confident in the daily use of spreadsheets and databases and will conduct typing and word-processing duties.

Main Activity Areas

Delivery of Strategic Procurement

• Provide advice and guidance to clients relating to procurement life cycle from initiation to contract management.
• Provide support and assist in all aspects of the delivery of procurements and contracts.
• Manage and deliver under £30K procurements and assist in the delivery of all procurement services in a specific procurement category including tender initiation, evaluation, award and contract management, ensuring the most efficient and effective procure-to-pay system is implemented for each contract.
• Tracking and monitoring the progress of procurement processes to ensure that work is progressing in line with agreed key performance indicators and customer needs
• Contribute to and review administrative systems and procedures to ensure records are accurate and comprehensive and to improve service delivery, including SharePoint, procurement service sourcing register, and procurement service Quality Management System.
• Collating and analysing procurement category Management Information to assist and support the work of Category Officers, Category Managers and Senior Category Managers.
• Responsible for ensuring computerised tendering portal (eTendersNI) is utilised and maintained in accordance with agreed procedures.

Procurement Management Information System / Administration

• Implement and carry out compliance checks on EA Procurement Service Quality Management System and ensure compliance for a procurement category.
• Process all tender and contractual data on eTenders NI and relevant tender folders.
• Administration associated with tender challenges and disputes, supplier poor performance procedures and other legal proceedings.
• All general administration in support of work undertaken including preparation of draft letter, minutes, notes, reports, documentation, contracts, variations to contracts, etc.

Service Delivery and Staff Supervision

• Supervise the work of staff to ensure effective service delivery in an assigned area of procurement activity.
• Plan, organise and prioritise work to ensure timely completion of tasks and deadlines met.
• Allocate work, check quality and quantity of work, and monitor performance.
• Train or ensure the effective training of staff in the procedures, processes and information systems required for effective administration of assigned procurement category functions.

General Responsibilities

• Carry out such training as necessary for all users of the service to ensure effectiveness.
• Prepare correspondence, agenda items and take and compile minutes from meetings
• Provide statistical data to permit the completion of statistical returns to Government Departments
• Dealing with telephone and email queries and engaging in follow-up action where appropriate.
• Comply with GDPR
• Proactively contribute to a culture of excellence within EA procurement service to ensure retention of Centra of Procurement Expertise status.
• Any other duties which may be commensurate to the grade.

Essential Criteria

• You will also have either an NVQ Level 3, BTEC National or two A levels or equivalent and a minimum of one year's experience in an office based administrative role.
• Ability to organise a busy workload to deliver effective results on time
• Supervision of administrative staff in the section including the management and allocation of duties.
• Flexibility to meet changing demands as required and to priorities and delegate as required.
• Ability to communicate and work effectively with others as part of a team
• Ability to use own initiative to solve problems and respond to others
• Ability to take a responsible and customer focused approach to work
• Ability to lead and direct a team or provide specialist advice and guidance where required,

YOU WILL BENEFIT FROM:

• Full training and induction
• Work with a leading Public Sector Organisation that promotes diversity and inclusiveness
• The opportunity (however not guaranteed) to apply for internal roles
• No weekend work (Shift pattern Mon-Fri 9am-5pm)

The rate of pay is £12.94 per hour, the hours of work are 0900-1700 Monday to Friday.

If you would like to apply for this role, please email your CV via the `Apply` link.