Assistant Category Officer

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Responsibilities:

• Responsibilities for up to 5 members of staff and will be responsible for the day-to-day management of their activities.
• To assist the Category Officer in the provision of best practice procurement and contract management services within a category area or manage a specialist area of work within Procurement Services.
• As an advisor in a specialist role, the post holder will be required to solve problems within a designated procurement category and will provide specialist support and advice to internal and external EA procurement customers and suppliers.

MAIN DUTIES AND RESPONSIBILITIES

Main Activity Areas:

• Assist in the delivery and management of strategic Procurement.
• Procurement Management Information Systems / Administration.
• Service Delivery and Supervision of Staff.

Delivery of Strategic Procurement:

• Provide advice and guidance to clients relating to the 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 to include, 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 the computerised tendering portal (eTendersNI) is utilised and maintained in accordance with agreed procedures.

Procurement Management Information System / Administration:

• Responsible for the production of standard and non-standard computerised reports, including from SharePoint and eTendersNI. Provision and presentation of management information to support management decision making.
• Implement and carry out compliance checks on EA Procurement Service Quality Management System and ensure compliance for a particular procurement category.
• Process all tender and contractual data on eTendersNI 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 letters, minutes, notes, reports, documentation, contracts, variations to contract 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:

• 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.
• The post holder will be required to carry out the duties of any other officer when they are absent or as directed by the Category Officer.
• Dealing with telephone and email queries and engaging in follow-up action where appropriate.
• Any other duties which may be commensurate to the grade.

Other Responsibilities:

• Comply with the Authority’s policy on Data Protection (in particular processing sensitive tender information).
• Proactively contribute to a culture of excellence within EA procurement service to ensure retention of Centre of Procurement Expertise status.
• Undertake other related duties within the grade and competence of the post-holder as required.
• The post holder may also be required to work outside normal office hours on occasions.