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Commercial Procurement Compliance Manager (EA Employees & Agency Staff only)

Armagh-Armagh-Armagh Office, Antrim-Belfast-Belfast Office, Antrim-Ballymena-Ballee Centrelead

Legal & ComplianceCompliance Specialist

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Legal & ComplianceCompliance Specialist

JOB DESCRIPTION

RESPONSIBLE TO: Commercial Procurement Head of Compliance

JOB PURPOSE: To contribute to EA’s vision by providing dedicated professional expertise and leadership in the strategic direction, policy development, guidance and support on best practice procurement across the whole organisation, which aids the delivery of value for money sustainable solutions and ensures legal compliance. This post assists in the Education Authority to maintain its accreditation as a Centre of Procurement Expertise (CoPE) by driving a high performance culture and setting the standard for excellence in procurement matters.

To support the Commercial Procurement Service (CPS) Procurement Head of Compliance in the delivery of best practice procurement compliance including the development, implementation and maintenance of the corporate governance arrangements across the EA for all procurement activity.

Support in the development, implementation and maintenance of a quality management system and processes and obtain formal Quality management system accreditation.

Support the development of procurement analytics and insight for the EA, generating robust management information to demonstrate governance and compliance and identify areas for improvement.

Support the Procurement Head of Compliance in ensuring EA’s compliance with all best practice guidelines, Procurement legislation, NIPPP, Procurement Guidance Notes (PGNs), Procurement Policy Notes (PPNs) and other statutory requirements.

The post holder will be accountable for ensuring the delivery of the procure to pay (ordering) system to schools and other EA locations and ensuring that service delivery is focused on fostering and driving continuous improvement within the CPS Operations Team.

The post holder will have direct line management responsibility for a diverse and geographically dispersed team of a minimum of four members of staff for the delivery of compliance and procure to pay arrangements.

As a senior integral member of the CPS team, the post-holder is required to fully contribute to all compliance and governance issues related to the corporate plan, operational business plan, CPS four year strategy, service development proposals, savings proposals and risk register to ensure that the Directorate operational plans support the overall strategic direction of the Authority and the achievement of its objectives in line with its vision, mission and values.

1. Leadership

To work with the Procurement Head of Compliance to provide leadership support on procurement governance and compliance across the EA.
Actively manage the internal procurement audit system, ensuring all actions have been identified and recommendations made to meet compliance and objectives set.
Apply resources effectively across the service.
Support in the development, implementation and monitoring of both Service and the compliance teams KPIs and regularly monitor the work of the Procurement Compliance Team against agreed key performance indicators ensuring achievement and improvement where required.
Attend working groups and team meetings as required.
Provide clear, strategic leadership to staff to ensure the CPS Compliance Team has a highly skilled, flexible and motivated workforce.

2. Policy and Procedure Development

Contribute to the review, development revision and development of existing and new policies and procedures relating to Procurement.
Contribute to human resources and the Authority’s corporate strategy and plans on matters relating to employee relations.
The post-holder will support the CPS Head of Compliance in the development of governance and compliance policies to ensure that the procurement priorities are clearly identified and communicated throughout EA and schools in line with all requirements.

3. Other Responsibilities

Ensure that the Authority’s policy on Data Protection (in particular processing sensitive personal information) is properly complied with.
Ensure that the Authority’s Equal Opportunities Policy, relevant Codes of Employment and Practice and other relevant legislation are adhered to. In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.
Participate as required in the selection and appointment of staff in accordance with the policy and procedures as laid down by the Authority.
Provide responses to Parliamentary Questions, Assembly Questions, Minister’s cases, FOI requests and other correspondence within set deadlines.
Undertake such other relevant duties as may be reasonably expected of the post-holder.
Deal with whistleblowing complaints in accordance with the Whistleblowing procedure.
The post holder may also be required to work outside normal office hours on occasions.
Meet with and respond to enquiries and complaints from school principals, Suppliers, Board members, MLAs, MPs and other public representatives on all issues relating to service delivery, including correspondence, AQs, FOIs and the like.

4. Building Relationships and Working with Others

Build and maintain effective, professional, and respectful stakeholder relationships.
Develop and maintain clear lines of communication and effective working partnerships with relevant internal external stakeholders.

5. Training

To provide specific training and development to staff and line managers when required e.g., introduction of new processes, new regulations or the revision of existing regulations.
Contribute to the development and delivery of Procurement initiatives and programmes such as workshops and training and development initiatives for Senior Managers, Procurement teams and service wide.
To give direction, training, and development within the Commercial Procurement Service on specific areas to gain a high level of compliance in Procurement processes and procedures.

The Post-holder has the following Service-Specific Responsibilities

Support the Procurement Head of Compliance in ensuring EA’s compliance with all best practice guidelines, Procurement legislation, NIPPP, Procurement Guidance Notes (PGNs), Procurement Policy Notes (PPNs) and other statutory requirements.
Provide accurate, timely and relevant advice and support to all EA Services, School Leaders, Internal Audit, EA’s Legal Team and EA Budget Holders on all matters relating to Procurement Policy, NIPPP, Procurement regulations and procurement best practive.
To create, implement, develop, manage and oversee a robust programme of internal procurement audits and prepare reports of non-compliance and recommendations for improvements.
Assist with the development, implementation, monitoring and review of performance metrics and key performance indicators across the Procurement Service and provide timely reports to EA management and Committees on same.
Develop, implement and monitor procurement analytics and development of robust management information for accountability processes that ensures effective recording and reporting of all procurement activity including the provision of satisfactory management information in the form of reports, dashboards, KPIs and other methods of portraying this information. This will include appropriate use of benchmarks and indicators to drive continual improvement, demonstrate the achievement of value for money and the delivery of ‘best in class’ procurement services.
To develop and continually review, high standards of governance including the assessment and management of risk and compliance with relevant procurement regulations and policy.
Continually review current Procurement governance arrangements, policies and procedures in conjunction with the Head of Service, Procurement Head of Compliance, and wider Procurement management team ensuring compliance with wider EA policy, Procurement Regulations, NIPPP, PGNs, PPNs and procurement best practice.
Explore efficiency opportunities with regard to procurement service delivery.
To develop and deliver training (both face-to-face and on-line) and other awareness information to make EA Services and School Leaders aware of good procurement practice and their obligations with regard to compliance with procurement procedures generally.
Assist, develop and implement and monitor the procurement technology roadmap and assist the Procurement Head of Compliance on the adoption and implementation of any system improvements and revisions, new Procure to Pay systems, E-tenders, Contract Management systems, Quality Management Systems or other Procurement systems that will drive forward increased efficiency and greater value for money from the EA's commercial and procurement activities.
To deputise and undertake additional duties for the Procurement Head of Compliance as required.
Assist in the develop, implementation and monitoring of the professional procurement competency and technical capability across the EA; devising, providing and managing training/ skills interventions and guidance across the full Procurement lifecycle, to improve procurement processes and maximise staff impact and positive contribution to procurement sourcing and category management.
Identify and promote procurement best practice, quality and continuous improvement across functional and community operations, continually seeking ways to improve commercial and procurement performance and keep the EA at the forefront of industry thinking.
Support the development of supplier capability through creating supplier relationship management approaches and tools.
Lead engagement with the wider business stakeholders to embed relevant policies, procedures and technologies to drive compliance and efficiencies.
Lead, develop, implement and monitor services communications and stakeholder engagement strategy. Support the planning, organising and delivery of Supplier Engagement/stakeholder Events for the EA.

This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.

To view the summary of terms and conditions for this post, click here.

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS

1. You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant.

2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.

3. The stage in the process when the criteria will be measured is outlined in the table below.

4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.

5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.

6. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria.

Section 1 - Essential Criteria

The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.

Factor	Essential Criteria	Method of Assessment
Professional Membership	Hold full membership of Chartered Institute of Purchasing and Supply by date of commencement of this post.	Shortlisting by Application Form
Qualifications/ Experience	Hold a Bachelor’s Degree (UK Qualification and Credit Framework Level 6) or an equivalent or higher qualification AND have three years’ demonstrable experience working in a procurement and/or purchasing and supply environment, at least two of which must have been in a management role within a large public sector or private organisation; OR Have five years demonstrable experience working in a procurement and/or purchasing and supply environment, at least two of which must have been in a management role within a *large public sector or private organisation. A management role is defined as: the candidate was responsible for managing the day to day business tasks such as planning and delivering contracts and supervision of staff, to ensure the smooth running of a team within their procurement category, department or organisation. **A large complex organisation means; one that has at least 250 employees or a turnover in excess of £50m. Demonstrable experience and knowledge of the full procurement lifecycle, including procure-to-pay arrangements, and procurement best practice. Demonstrable experience of interpreting and applying procurement legislation, policy, procedures, quality documentation and using management information, benchmarking or other business improvement tools and techniques to identify and deliver continuous improvement. Have three years’ experience of delivering against programmes of work, managing conflicting demands, allocating resources and meeting key targets. Have three years’ relevant experience of managing a team of staff.	Shortlisting by Application Form
Other	The successful candidate will be required: to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion; OR be able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion.	Shortlisting by Application Form

Section 2 - Essential Criteria

The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model.

Factor	Essential Criteria	Method of Assessment
Knowledge	Detailed knowledge of Contract Terms and Conditions and experience of tender and contract drafting. Knowledge and understanding of procurement governance best practice and the current and anticipated challenges facing public-sector procurement.	Interview
Skills/ Abilities	In line with EA’s Game Changing People Model we will look for evidence of: Excellent analytical skills, including the ability to interpret data and management information, identify risks/issues or opportunities for improvement, produce high quality reports and performance information and communicate findings clearly. A high level of people management, communication and organisational skills, including the ability to manage performance, support staff development, address difficult issues appropriately and lead a geographically dispersed team. Proven ability to work under own initiative, to introduce improved ways of working and use evidence-based judgement to solve problems and make decisions. Excellent creative thinking skills which contribute to an informed evidence-based approach to decision-making and problem solving. Strong collaborative skills, with the ability to build productive, professional relationships with internal and external stakeholders. A high level of ICT competency through use of a range of software applications, including, but not limited to: eTendersNI or other electronic tender software, Oracle Financial and OBIEE reporting or similar, MS Word, MS Excel, MS PowerPoint, MS Forms, PowerBI or similar.	Interview
Values Orientation	Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here.	Interview

Section 3 - Desirable Criteria

Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.

Factor

Desirable Criteria

Method of Assessment

Experience

Demonstrable experience of supporting the induction of a new team of staff.

Shortlisting by Application Form

Our Values

Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.

DISCLOSURE OF CRIMINAL BACKGROUND

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’.

In the event that you are recommended for appointed to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage.

Further information can be accessed at NI Direct or the Department of Justice.

APPLICANT GUIDANCE NOTES

To view the applicant guidance notes, please click here.

To learn about the many great benefits of joining the Education Authority, click here

The Education Authority is an Equal Opportunities Employer.