Brent Council
Morgan Law - Recruitment Consultancy

Job Description: Procurement Analyst

Post Title:

Procurement Analyst

Grade:

PO4

Salary:

£38,964 to £41,613

Reports To:

Head of Service

Job Purpose

To collate, analyse and maintain information about all procurement activities in the Council.

To interpret and report spend data, contract performance information, procurement processes and systems compliance to the Head of Procurement and make recommendations on how to apply best practice and achieve efficiencies.

To provide detailed market intelligence for category managers and assist them in obtaining value for money, benchmarking with other authorities, exchanging information within and outside the Council.

ORGANISATION

View the structure chart.

PRINCIPAL ACCOUNTABILITIES AND RESPONSIBILITIES

The post-holder must at all times carry out his/her duties with due regard to the Council's Customer Care and Equal Opportunities Policies and in accordance with the Council's Vision Statement and Values

The post holder will:

  • Assemble and maintain a comprehensive register of all contracts over £20,000 in value that are let by Brent Council including a compliance check of mandatory processes to ensure that every procurement is made in accordance with the Councils standing orders and that all the appropriate procurement procedures have been followed and records kept.
  • Monitor and manipulate data about procurement activities derived from the Councils expenditure data base highlighting spend anomalies (eg: orders raised/invoices paid/supply chain/contracts let/tendering activities). Matching spending patterns to the contract register and the use of approved contracts.
  • Create and present reports that will provide trend analysis and forecasting information for each category of spend and the associated procurement sourcing plans. Consolidating all category plans into a Council wide view of procurement. Act as analytical support on all major procurement projects as part of cross-functional team
  • Develop and implement a portfolio of performance monitoring tools for use across the authority enabling contract managers to report contract performance information in the form of key performance indicators from all major contracts. Obtaining regular feedback on the performance measures and preparing summary reports. Provide project specific documentation including the design of corporate dashboards highlighting to Directors the authorities spend.
  • Assist category managers to provide catalogue content on the e-procurement systems and keeping this information updated. Managing the data exchanges with suppliers to ensure that they are appropriately categorised and coded and organising and populating the procurement web presence.
  • Work with category managers to develop and maintain category specific market sector research files including best practice, pricing, benchmarking and forecast information. Assist in the preparation and regular updating of detailed category management plans gathering information from the corporate planning processes (financial strategy/budgets/forward plans/service plans) and adding details to the category management plan.
  • Act as Brent procurement analytical representative on all external local authority and central government procurement projects. (Particularly with neighbouring authorities using the West London Alliance). Providing comparison against indexation and benchmarking data that can be used to assess Brent’s procurement performance against market trends.

Person Specification

Please note. All criteria are essential. The successful candidate must satisfy all off the criteria. Short listing will be on the basis of the criteria indicated in the ‘Application Form’ Column.

Criteria: Method of Assessment
Application Form Interview Test

Education, Training and Qualifications

  • Qualification in statistical analysis or equivalent experience.

 

Knowledge, Experience, Skills, Abilities

  • An understanding of the current and future Procurement issues facing Local Authorities.
  • An understanding of current Procurement Legislation.
  • Experience of corporate working in relation to procurement.
  • Strong project management skills
  • An ability to research, collect, interpret and analyse data.
  • Ability to demonstrate critical awareness and problem solving skills.
  • Excellent IT skills including Excel.
  • Strong communication skills including: confident and accurate use of the written and spoken work. Ability to translate complex technical work concisely into presentations.
  • Excellent interpersonal, influencing and negotiating skills.
  • Ability to work independently, manage own workload and prioritise effectively.
  • Ability to analyse and document complex work-flow processes.
  • Ability to work across service boundaries in order to promote and deliver strategic objectives.
  • Flexible approach with the ability to respond effectively to changing circumstances, without losing focus or direction
  • A thorough understanding of and demonstrable commitment to the principles of Equal Opportunities and customer care.

 

 

 

 

 

 

Additional Information

Delivering Procurement Strategy

  • To lead on the development of the strategic plan and that performance management systems are operating effectively to meet governance and achieve goals;
  • Ensure intergration of local, regional and national purchasing (including authority Supply Chain) with category management;
  • To provide specialist advice on local and regional purchasing activities;
  • To consistently meet best value for money by the effective sourcing of goods and services;
  • To develop key performance indicators to enable procurement performance to be monitored across the authority and its members;
  • To maximise contract compliance across the whole;
  • To ensure all procurement activities operate in full accordance with legal (EU legislation), environment and sustainability requirements.

Leadership & Team Development

  • To ensure key relationships with other purchasing professionals and Category and Procurement Specialists to enable key management decisions to be made;
  • To be responsible and to lead the category teams effectively in achieving results, undertaking coaching, mentoring and performance management of direct reports;
  • To ensure that purchasing process and strategy is delivered through effective performance management systems, establishing and implementing support activities to enhance professional expertise and to support the embedding of change management culture across the department as required.

Development of Networks

  • To engage and influence key stakeholders at all levels within the authority, in order to facilitate participation in identified procurement activity;
  • Liaising with specialists such as IT, Legal, HR, to ensure full compliance with current legislation and policies;
  • Ensure key links with national procurement e.g., regional hubs, local government and regional development agencies to ensure effective total category management;
  • Ensure links are made within the local economy, SMEs, Regional Development Agencies, Sustainable Development agencies etc to support the sustainable procurement agenda;
  • To ensure that processes are in place for category management to work closely with senior officers to match service needs with procurement planning;
  • To ensure a comprehensive data gathering process is in place and being performance managed from London Borough of Brent and its suppliers;
  • To strategically analyse data in order to identify major areas for cost savings and process improvements, to produce procurement plans for submission to the Procurement Service Director;
  • Programme management of the tendering process from initial scoping to contract award in accordance with EU procurement directives, UK legislation, and London Borough of Brent Standing Orders and Financial Regulations and Governance procedures;
  • Constant performance management against programme targets to enable systematic reporting to the executive teams for reporting to London Borough of Brent Finance Leads and Purchasing Committees

Planning & Organisation

  • Management of multidisciplinary project teams when undertaking procurement activities involves the co-ordination of effort to achieve the desired objectives;
  • Management, mentoring and training of Category Lead Managers, Category Managers and Junior Category Managers;
  • The Senior Category Manager is the centre of a network of key stakeholders, end users, suppliers and management functions and therefore the post holder has a daily responsibility to organise others. The post holder is responsible for ensuring other people make and have the time to work on parts of the project were they have a direct contribution to make.

Research & Development

The post holder is involved in reviewing and interpreting the following on a daily basis:

  • Surveys - compiling information on product preferences, speciality, ordering and stock holding trends, and supply chains;
  • Audits - following options appraisal on choice of device;
  • Developing measurement techniques to evaluate the effectiveness in quality terms of products and services;
  • Market Research to drive change and innovotive procurement;
  • Heads discussions with large groups of stakeholders and/or suppliers;
  • Evaluation of tenders provided by suppliers.

Resource Management

  • Coverage of £100k to £100m spend across all commercial categories within the authority to ensure strategies that deliver value for money and improved services;
  • Agree the annual workplan for staff which details the categories that they will be working on in the following year. Prioritise their work to ensure the most effective delivery of benefits to London Borough of Brent;
  • Update the 3 year procurement cycle that was developed at the business planning stage and develop 5 year workplans to identify resources required;
  • Working closely with social services departments and ensuring that they allocate appropriate resource to support joint initiatives.

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Morgan Law Recruitment Consultancy
4th Floor, Clareville House
26-27 Oxendon Street, London, SW1Y 4EL
www.morgan-law.com

Bradley Kleyn   Tel: 020 7747 6820

Gareth Elwin     Tel: 020 7747 4949

E-mail: brent@morgan-law.com