Procurement Head

This is an exciting opportunity to become a key member of a small and high performing strategic procurement

Role purpose :

- Procurement Head- Primary responsibility is to ensure third party contracts are negotiated to obtain the best commercial terms for our client and to also ensure that assets are managed correctly.

- The key focus for this role is to provide procurement services to our Business Support functions primarily IT (and may be other functions that can be discussed and agreed mutually), although as part of a small team you will not work in these areas exclusively.

Key RESPONSIBILITIES :

- Defines and implements best practices for end to end management of supplier sourcing, negotiations, financial analysis, contracting, procurement and ongoing vendor management

- Ensures NDA's and due diligence are completed with potential suppliers

- Responsible for data analysis, supplier and market analysis

- Works with key business area stakeholders of IT, HR, Travel and Professional Services to identify opportunities for savings and improvement opportunities

- Agreement with business on project timelines and milestones

- Understands business requirements

- Lead negotiations with support from the business

- Drafts contract in conjunction with legal and ensures legal have a copy of the final contract

- Provides commercial advice and support to the relevant project and supplier relationship owners, exerting our client leverage with suppliers where appropriate

- Delivers ongoing operational cost savings, working with stakeholders and suppliers to deliver best value contracts

- Discover the most profitable suppliers and initiate business partnerships

- Negotiate with external vendors to secure the most advantageous terms

- Approve the ordering of necessary goods and services

- Finalize details of orders and deliveries

- Examine and re-evaluate existing contracts

- Track and report key functional metrics to reduce expenses and improve effectiveness

- Anticipate unfavourable events through analysis of data and prepare control strategies

- Perform risk management regarding supply contracts and agreements - Control spend and build a culture of long-term saving on procurement costs

- To match assets procured with a purchase requisition, purchase order and stores delivery advice.

- To ensure assets received are in good working order.

- To ensure assets are readily available for stocktaking purposes and to assist with the stocktaking.

- To ensure that assets are readily identifiable and records are kept of unique identifying numbers.

- To ensure assets are adequately secured. The level of security required varies for each asset, depending on such factors as asset type, value, attractiveness and portability.

- On completion of an individual's service with the organisation, to ensure the return of all organisation items.

- Responsible for market intelligence, getting key trends of commodities and developing efficient balance between short term/long term contracts

- Responsible for billing of vendors.

- Ensure invoice accuracy and also work through specific billing discrepancies.

- Provide input to policies, systems, methods, and procedures for the effective management and control of the billing function.

- Exposure to Contracts and Billing environment.

- Oversee Accounting, reconciliations and reporting activities.

- Candidate must also understand capex and opex.

- Candidate is also expected to work with Finance team ion budgeting.

- Work with external insurance agencies for any asset insurance recovery

Relationship management :

- Develop sound professional working relationships with key stakeholders, colleagues and management, building their confidence and having a clear understanding of business requirements to drive out value add activities and deliver cost savings

- Work with the owners of key supplier relationships to agree and align: objectives, actions and communications.

- Work with the legal team to ensure all contracts meet legal and regulatory requirements

- Collaborate with key persons to ensure the clarity of the specifications and expectations of the company

- Foresee alterations in the comparative negotiating ability of suppliers and clients

Management information :

- Ensure savings tracker is accurate and kept up to date for all current and future projects

- Obtain FD approval for all annualized savings over - 50k

- Weekly reports for GHoP detailing weekly achievements, plan for the coming week and month ahead view

- Ensure shared procurement drive is kept up to date

- As & when applicable provide weekly or monthly updates to key stakeholders - Monitoring and driving Vendor performance Management through Vendor Score Card

Communication :

- Proactive and regular communications with the business whose work impacts, or depends upon the procurement team

- Responsible for pro-active and regular communication with other areas of procurement

- Actively communicate and seek feedback from colleagues

- Be supportive and encourage support for - people initiatives- e.g. Your Voice Survey

- Play a participative part in Team Briefs

- Be proactive in the provision of feedback and the delivery of ideas to develop and improve our client Procurement

- Ensure feedback to line manager outlining general activities of role and - how we aredoing-

General :

- Responsible for ensuring contracts are approved within current DLA authorisation matrix

- Undertakes any necessary training associated with the duties of the post and participates in training and development procedures

- Complies with all Company Health and Safety policies and legislation in the performance of their duties and responsibilities

- Maintains confidentiality and observes data protection guidelines - Manage expenses in accordance with Company Expense Policy

- Carries out any other reasonable duties commensurate with their capability

Essential :

- Strong negotiation skills

- Understands and is able to demonstrate Procurement Best Practice

- A committed and valued team player

- A self-starter with excellent stakeholder management skills

- Have the ability to approach technical problems in a thorough and logical manner

- Excellent communication and presentation skills

- Writes and speaks fluently and communicates effectively with all levels of management

- Be trustworthy and self-motivated

- Confident with excel spreadsheets including pivot tables, and PowerPoint

- Experience of gathering business requirements and drafting RFP documents

- MCIPS qualified

Desirable :

- Procurement experience of IT procurement;Software, Hardware, Application Development and Support, IT Professional Services, Support and Maintenance, Telecoms (mobile and fixed) o HR providers e.g. recruitment agencies, pension and benefit providers, payroll o Global Travel, TMC, hotels and airlines Professional Services e.g. consultancy, insurance

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