INTERNAL ONLY VACANCY. This post is open to existing Leeds City Council employees only. Applications will not be considered from external candidates.

Job title: Contracts Officer

Salary: SO2 £37,280 - £39,152 (pay award pending)

Hours: 37 per week

Contract: Permanent

Location: Torre Road Depot, 225a York Road, LS9 7QQ with some hybrid working

As Contracts Officer you will thrive on developing and undertaking effective procurement exercises. You will be familiar with managing a wide range of procurement tasks with a view to delivering contract priorities and value for money. You will have excellent organisational skills and have a keen eye for detail. You will be a confident communicator with a can-do approach who can work with a wide range of stakeholders.

About you

As Contracts Officer you will bring to the role:

A good understanding of tendering and contract management processes to ensure our service complies with regulatory requirements and the Council’s Contract Procedure Rules.
An ethical, organised and focused team member in relation to delivering effective procurement practices.
Work effectively both independently and as part of a team with a can do attitude.
The ability to communicate effectively in person, in writing and over the phone. You will be experienced in drafting reports which will be key elements within the procurement process.
Have completed the Contract Management Foundation Module

About the role

Fleet Services are responsible for the essential maintenance and repair of the corporate vehicle fleet, which is currently made up of over 1,300 vehicles. Based at Torre Road Depot (Leeds 9), the successful candidate will join our small but busy team who are responsible for purchasing vehicles for the corporate fleet and other procurement and contract management elements needed to support Fleet Services.

The post holder will provide the service with effective, efficient and economic procurement arrangements, in order to obtain value for money from all externally purchased goods and compliance with the Council’s Contract Procedure Rules.

The post holder will assist in the planning and control of the day-to-day procurement activities and functions within the service, undertaking contract/tender renewal processes, with advice from corporate procurement, including drafting of tender specifications and supporting the contract management of suppliers of goods/services. In addition, the role will help the service reduce procurement costs and record the savings achieved through the introduction of more efficient and economic procurement arrangements.

What we offer you

We take pride in offering the best employee experience, with benefits including:

a competitive salary and annual leave entitlement plus statutory holidays
membership of the West Yorkshire Pension Fund with generous employer contributions
flexible and hybrid working arrangements subject to service requirements

a clear career pathway and continuing professional development opportunities
a range of staff benefits to help you boost your wellbeing and make your money go further

How to apply

Apply for this job online. Please complete the online application form and upload your CV.

Read our guidance for further advice. Please check your information carefully and ensure you complete all sections before submitting your application.

If you have any queries or would like an informal chat about the role please contact Dan Francis, Procurement & Future Fleet Planning Manager. Call 0113 37 86709 or email daniel.francis2@leeds.gov.uk

We welcome applications from everyone and actively seek a diverse range of applicants from all backgrounds and cultures. We particularly encourage applications from, but not limited to, women, carers, veterans as well as LGBT+, ethnically diverse, disabled and care experienced people.

This role is based in the UK. Home Office guidance states that candidates must evidence their right to work in the UK prior to commencing employment, either as a UK or Irish citizen, under the EU Settlement scheme or having secured any other relevant work visa.

If you do not have the right to work in the UK, you must consider your own eligibility for sponsorship for a particular role through the Skilled Worker visa route before applying. To be eligible for sponsorship you'll usually need to be paid the standard salary rate of at least £41,700 per year or meet one of the other eligibility criteria. Ensure you are eligible before applying.

Job Description

Job Purpose:

To provide the service with effective, efficient and economic procurement arrangements, in order to obtain value for money from all externally purchased goods and compliance with the Council’s Contract Procedure Rules.

Responsibilities for Grade:

Assist in the planning and control of the day-to-day activities and operations of the procurement function for all within the service
To undertake the procurement process in the contract/tender renewal process, with advice from corporate procurement, including drafting of tender specifications.
To carry out all procurements in a legal, ethical and accountable manner in accordance with regulatory requirements and the Council’s Contract procedure Rules.
To advise the management team on options appraisal, tendering strategy, and the development of selection and evaluation criteria
To assist the management team to reduce procurement costs across the service and to maintain a record of the savings achieved through the introduction of more efficient and economic procurement arrangements
To assist in contract management of all suppliers of goods and services in accordance with agreed deadlines and performance indicators
To carry out all procurement related work in a legal, ethical and accountable manner in accordance with regulatory requirements and the Council’s Contract procedure Rules.
To assist in the management of P cards across the service including authorisation and reporting
To liaise and communicate with suppliers, including key supplier meetings in order to monitor supplier performance. This will include working with suppliers to consider new areas, business challenges and growing supplier relationships.
To liaise with Corporate Procurement over tenders, including new contracts and review of existing contract including management of contract renewal process.
To ensure checks are in place to monitor spend and accurate charging in line with financial standing orders and audit requirements
To utilising specialist software for costing within specialist areas of the business
Undertake special project work on related issues as directed by the General Manager.
Be responsible for coordinating with major suppliers, payments of consolidated invoices and ensuring contract pricing is correctly charged and ensuring allocation of weekly invoices allocation via FMS. Authorisation and/or payments to contracted suppliers using payment cards where appropriate.
To carry out duties in accordance with the Equal Opportunities, Health and Safety and Environmental policies.
To liaise with suppliers over new products and evaluate and report on those products used.
To assist with a range of spend reviews within the service and the calculation and compilation of saving statistics.
To work as part of a team and to share best practice with colleagues.
To ensure duties are carried out in accordance with Council Values and Manager Habits.
To be a Quality, Environmental and Health & Safety auditor and undertake audits as requested and in line with the services schedule to support continuous compliance and service development.
To participate in appraisal, training and development activities as necessary to ensure up to date knowledge and skills
To improve own practice through observation, evaluation, discussion with colleagues and appropriate CPD programmes.
To work collaboratively with colleagues, knowing when to seek help and advice.
Contribute to the overall ethos, work, and aims of the service by attending relevant meetings, training days/events as requested.
Be aware of and comply with Leeds City Council policies and procedures e.g. child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person
Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding and promoting the values, standards and equal opportunities of Leeds City Council.
Recognise and appropriately challenge any incidents of racism, bullying, harassment, victimisation and any form of abuse of equal opportunities, ensuring compliance with relevant policies and procedures.
The duties outlined are not meant as an exhaustive list and will also comprise any other duties within the spirit of the post commensurate with the job evaluation outcome for this post.
The Council has adopted a flexibility protocol and this role will be expected to work within these parameters.

QUALIFICATIONS

Contract Management Foundation Module

PERSONAL SPECIFICATION ESSENTIAL REQUIREMENTS: It is essential that the Candidate should be able to demonstrate the following criteria for the post within the context of the specific role duties and responsibilities: Candidates will only be shortlisted for interview if they can demonstrate on the application form that they meet all the essential requirements.

Method of Assessment will be through one or more of the following Application Form, Test, Interview or Certificate.

To communicate effectively with a diverse range of people inside and outside the Council
To work effectively as part of a team
Excellent organisational skills
To be self-motivated and able to work on own initiative
Ability to set targets and indicators and assess performance against self and organisational objectives
Ability and experience of using, devising and implementing evaluation mechanisms
Ability to effectively contribute to internal and external meetings
Ability to assess risk and advise plans/actions to mitigate risk within the areas of procurement
To assimilate information quickly, adopt a methodical approach but be willing to accept new ways of working.
Ability to maintain complete confidentiality and understanding of Data Protection/GDPR
To adopt an innovative yet methodical approach
Ability to analyse and present information using IT software packages and the ability and willingness to use technology to its full capacity
To effectively manage procurement processes to achieve objectives
Ability to complete all the necessary procurement reports
Knowledge of Leeds City Council’s financial Regulations/Standing Orders in respect of contracts.
Understanding of principal aims and objectives of effective public sector procurement
Understanding of the principles of internal and external customer focus and client satisfaction.
Knowledge and experience of using financial management system.
Experience of the procurement of good and services
Experience of gathering, analysing, problem solving and providing and presenting reports
Experience of effective contract management
Experience of communication with a range of diverse people both verbally and in writing
Experience of analysing and reporting on information. Data in an appropriate format e.g. reports/briefing notes

Behavioural and Other Characteristics Required

Understand and embrace Leeds City Council Values and Behaviours and codes of conduct.
Committed to continuous improvement in all areas and work towards delivering the Best City Ambition of Health & Wellbeing, Inclusive Growth and Zero Carbon
Able to understand and observe Leeds City Council equality and diversity policies.
Carry out all duties having regard to an employee’s responsibility under Health and Safety Policies.
Willingness to actively participate in training and development activities.
Flexible and adaptable to change to assist other services as required commensurate to grade.
Participate in appraisal, training, and development activities.
Be aware of and comply with Leeds City Council policies and procedures.
Be aware of and support difference ensuring equality for all, working in an anti-discriminatory manner, upholding, equality & diversity.
Recognise and appropriately challenge any incidents of racism, bullying, harassment, victimisation, and any form of abuse, reporting any concerns to the appropriate person.
The Council has adopted a flexibility protocol and the role will be expected to work within these parameters.

PERSONAL SPECIFICATION DESIRABLE REQUIREMENTS: It is desirable that the Candidate should be able to demonstrate the following criteria for the post within the context of the specific role duties and responsibilities: Candidates are not required to meet all the

Desirable requirements however these may be used to distinguish between acceptable candidates.

CIPS diploma
Experience of managing a procurement process end to end

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