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

Job Title: Procurement and Contracts Officer (PO2)
Salary: Grade PO2 - £39 862 - £42 839

Hours: 37 Hours Per Week

Contract: Permanent

Location: Torre Road

We are looking for a motivated and highly organised Procurement and Contracts Officer to join our Catering Leeds team. This is an exciting opportunity to play a key role in managing procurement activity, supporting financial performance, and ensuring compliance with procurement regulations and contract procedures.

About the Role

Reporting to the Senior Contract and Systems Manager, you will be responsible for leading procurement and finance activities across Catering Leeds and Fleet Services. You will support the delivery of efficient and cost-effective procurement arrangements, ensuring best value from externally purchased goods and services while maintaining compliance with Council policies and procedures.

You will work closely with operational managers, finance colleagues, suppliers, and corporate procurement teams to manage contracts, monitor budgets, analyse expenditure, and identify opportunities for savings and service improvements.

Key Responsibilities

Lead and coordinate procurement and finance functions across the service.
Manage tender and contract renewal processes, including drafting specifications and supporting evaluations.
Ensure procurement activities comply with legal requirements and Council Contract Procedure Rules.
Monitor supplier performance through effective contract management and supplier engagement.
Support budget monitoring, financial reporting, forecasting, and analysis.
Identify and implement procurement efficiencies and cost-saving initiatives.
Manage invoicing, recharges, supplier payments, and financial controls.
Produce procurement and financial reports for senior management.
Support the management of purchasing cards and associated reporting requirements.
Analyse menu costs and food expenditure
Develop and maintain effective working relationships with suppliers and internal stakeholders.
Supervise and support a small team, ensuring accurate and timely financial information is produced.
Manage petty cash and banking processes in line with the Council's financial regulations.

About You

We are looking for someone who can demonstrate:

Essential Skills and Experience

Experience of procuring goods and services.
Experience of contract management and supplier performance monitoring.
Strong financial analysis, reporting, and problem-solving skills.
Excellent communication and stakeholder management abilities.
Strong organisational skills with the ability to manage competing priorities.
Experience of preparing and presenting reports and performance information.
Ability to assess procurement risks and recommend appropriate mitigation actions.
Proficiency in using IT systems and financial software to analyse and present data.
Ability to work independently and as part of a team.
Commitment to maintaining confidentiality and data protection standards.

Knowledge and Understanding

Understanding of public sector procurement principles and best practice.
Knowledge of financial regulations and governance requirements.
Understanding of customer-focused service delivery.
Awareness of contract management and tender evaluation processes.
Knowledge of CIPS principles or qualifications would be advantageous.

Why Join Us?

At Leeds City Council, you’ll have the opportunity to make a real impact on essential frontline services that support schools, communities, and operational services across the city. We offer a supportive working environment, opportunities for professional development, and the chance to contribute to continuous improvement across our services.

Location

The role is currently based at Torre Road Depot, Leeds, although the successful candidate may be required to work from alternative locations to meet operational requirements.

Job Description

Job purpose

To provide Catering Leeds and Fleet Services 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

The planning and control of the day to day activities and operations of the procurement and finance functions for all catering services within the service
To lead a small team to ensure the timely and accurate collection of financial data reporting for the Catering Leeds and Fleet Services budget.
To undertake the procurement process in the contract/tender renewal process, with advice from corporate procurement, including drafting of tender specifications.
To ensure all schools and contracts are invoiced in a timely and accurate manner and all re-charges are processed.
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 senior management team on options appraisal, tendering strategy, and the development of selection and evaluation criteria
To work in conjunction with the relevant finance officers to monitor expenditure and income and ensure that finance targets are met.
To work with finance officers and members of the management team to effectively report on our financial position project and plan and project on future positions and our financial options relating to this.
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 be responsible for contract management of all suppliers of goods and services in accordance with agreed deadlines and performance indicators
Maintenance of records and statistics systems for the Service, including recording spend on the plate and staffing levels.
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 promote new menu items, securing sponsorship 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 cost menus, utilising specialist software for costing
Undertake special project work on related issues as directed by the Head of Service
Responsible for coordinating with major catering suppliers payments of consolidated invoices. Ensuring contract pricing is correctly charged and ensuring allocation of weekly invoices allocation via FMS to correct sites. 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 those products used.
To undertake financial analysis of menus and food expenditure using the nutritional planning software.
To assist with departmental spend review and the calculation and compilation of saving statistics.
To work as part of a team and to share best practice with colleagues.
To participate in employee development schemes / appraisals / supervision and contribute to the identification of team development needs in line with business requirements
To ensure all staff and self carry out duties in accordance with Council Values and Manager Habits
Any other duties seen to be within the spirit of the job.

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.

Qualifications

Knowledge of specialist software to analyse and cost menus
A commitment to the Department’s and the Council’s policies including Equal Opportunities, Green Strategy and Health and Safety.
A knowledge of Leeds City Council’s financial Regulations
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 of the CIPS diploma
Understanding of the financial data within Catering Leeds and the areas that need to be considered when reporting and forecasting.
Knowledge and ability to utilise FMS

Essential requirements It is essential that the candidate should be able to demonstrate the following criteria for the post. Candidates will only be shortlisted for interview if they can demonstrate that they meet all the essential requirements.

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 to devise and implement 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 new 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
To adopt an innovative yet methodical approach
Ability to analyse and present information , particularly financial data, using IT software packages and the ability and willingness to use to use technology to its full capacity
To effectively manage procurement processes to achieve objectives
Ability to complete all the necessary procurement reports
Ability to assimilate new and complex information quickly with minimum supervision a supportive environment

Essential Behavioural and other Characteristics

Ability to meet deadlines and work under pressure
Commitment to own personal development and learning and a willingness to undertake further training as required
Awareness of and an ability to respect the sensitive and confidential nature of the work
Conscientious and committed approach to the Department’s objectives
Willing to take personal responsibility under the Council’s Health and Safety Policy

Desirable requirements It is desirable that the candidate should be able to demonstrate the following criteria for the post. Candidates are not required to meet all the desirable requirements however these may be used to distinguish between candidates.

Knowledge of the CIPS diploma
Understanding of the financial data within Catering Leeds and the areas that need to be considered when reporting and forecasting.

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.

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