Procurement Administrator

Duties and Responsibilities Main Duties and Responsibilities: • Collaboratively build and maintain relationships with directorates and multistakeholders, including Regions, Corporate, the Office of Government Procurement (OGP) and other relevant parties • Be the Procurement Business Support link between the procurement and purchasing functions of the Agency assisting budget holder to execute, manage and monitor deliverables of projected procurements • Support senior procurement staff with business requirements and administrative duties • Responsible for day to day management / overseeing of administrative support staff on the team • Prioritise and manage a number of projects and issues simultaneously • Proper planning of projects: whole lifecycle end-to-end procurement processes with accurate information, costings with relevant stakeholders on board • Providing advice and technical knowledge in completing and managing all aspects of putting contracts in place with budget holders/project managers • To observe strict rules of confidentiality on any information gained as part of a tender process and / or project • Provide relevant super user training support for reporting systems such as: e-Tenders, IFMS/SAP, Excel, Power BI • Ensure relevant governance and compliance are in place and internal policies and procedures are established, tracked and maintained • Support management of Audits, of Freedom of Information and of Parliamentary Question requests to completion • Promote and participate in the implementation of any change management programme and organisational development processes, including supporting individuals as required • Ensure that records are accurately maintained and are made readily available to appropriate personnel • Report any deficiencies and/or irregularities observed to the Head of Procurement / Procurement Manager • Keep up to date with policy and legislative developments relevant to the post • Participate in the recruitment, retention and development of staff including training and continual professional development.

Health & Safety • Comply with and contribute to the development of policies, procedures, guidelines and safe professional practice and adhere to relevant legislation, regulations and standards. • Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the service for example National Standards for Child Protection and Care and comply with associated Tusla – Child and Family Agency protocols for implementing and maintaining these standards as appropriate to the role. • To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

Eligibility Criteria Qualifications and / or Experience Applicants must by the closing date of application have the following: • Be currently in employment with Tusla – Child and Family Agency, the HSE or within other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38/39 of the Health Act 2004 or within a body that provides services on behalf of Tusla under Section 56 or Section 59 of the Child and Family Act 2013. • Have at least 2 years’ administrative experience in a designated office within the service mentioned above. And • A minimum of 2 years’ procurement administration and management experience in a busy operating environment and working in a finance/procurement environment in the public sector. • Possess excellent IT skills including advanced MS Office ie: Excel, Word, Project and PowerPoint skills. • Possess sufficient administrative capacity to discharge the functions of the grade/post.

Health A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Character Each candidate for and any person holding the office must be of good character. Other requirements of the role • The post holder will require a current driving licence and access to appropriate transport as the post will involve travel. • Have awareness of children and young people’s participatory practice

Application Process Campaign Specific Selection Process

Shortlisting / Interview The online application system has a time out facility, this is in order to protect the privacy of the user. This time out facility activates if the application has been ‘dormant’ for over 60 minutes. Any work not saved will be lost if the system times out due to lack of activity. As such please ensure to save your application as you work on it, any lost data cannot be recovered. It might be an idea for candidates to work on their applications outside of the system and copy and paste their answers into the online application forms once they are fully complete and submit then. Once your application is fully submitted you will receive a confirmation email to your profile. If you do not receive this email, your application HAS NOT been submitted and received and you should log back on to submit fully. Short listing may be carried out on the basis of information supplied in your application. The criteria for short listing are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore, it is very important that you think about your experience in light of those requirements. Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process. Those successful at the shortlisting stage of this process (where applied) will be called forward to interview. Tenure The current vacancies available are permanent and whole time. The post is pensionable. A panel may be created for the purpose of filling this position. Once the position is appointed the panel will cease.

Appointment as an employee of the Child & Family Agency is governed by the Child and Family Agency Act, 2013 and the Public Service Management (Recruitment and Appointments) Act 2004.

Remuneration The Salary scale for the whole time equivalent of this post is: 01/06/2024: €55,093- €54,407 - €58,009 - €61,019- €62,819 - €65,060- €67,308 LSI LSIs (Long Service Increments) are represented by emboldened figures. 1st LSI is paid after 3 years on the max, the 2nd LSI after 3 years on LSI1, and the 3rd LSI after 3 years on the 2nd LSI (where applicable). The appointee shall commence on the first point of the salary scale. Incremental credit may be given on appointment for certain types of relevant experience- more information available in Appendix 5. Candidates should note that entry will be at the minimum point of the scale and will not be subject to negotiation, and the rate of remuneration may be adjusted from time to time in line with Government pay policy. Different terms and conditions may apply if the appointee is a currently serving civil or public servant.

Working Week

The standard working week applying to the whole time equivalent of this post is: 35 hours.

Annual Leave

The annual leave associated with the whole time equivalent of this post is 30 days per annum.

Superannuation 1.

This is a pensionable position with Tusla. The successful candidate will upon appointment become a member of the appropriate pension scheme. Pension scheme membership will be notified within the contract of employment. Probation 2. A probation period of thirty nine (39) weeks or proportion of same for fixed term /specified purpose contracts, where applicable shall apply from the commencement of employment, during which the contract may be terminated by either party in accordance with this contract. The probationary period may be extended at the discretion of management by a further two (2) months or proportion of same for fixed term/specified purpose contracts, where applicable. Confirmation of appointment as a permanent member of staff is subject to the successful completion of the probationary period, for permanent contracts. Where you have already completed a probationary period with the Child and Family Agency, Health Service Executive, Local Authority, and there is no break in service, no period of probation applies.

Responsibilities under Children First National Guidance for the Protection and Welfare of Children (2017) The safety and welfare of children and young people is a key priority for Tusla – Child and Family Agency. All employees of Tusla are required to be vigilant to any concerns regarding the protection and welfare of children and to bring them to the attention of the Tusla Designated Person in a timely manner, in keeping with the Tusla – Child and Family Agency Child Protection policies. National Standards for Children and Family Services Employees must have a working knowledge of HIQA Standards (https://www.hiqa.ie/areas-we-work/childrens-services) and / or the Adoption Authority of Ireland Standards as they apply to the role. All Employees must be aware of their responsibilities under Children First National Guidance for the Protection and Welfare of Children (2017) Ethics in Public Office 1995 and 2001

Positions remunerated at or above the minimum point of the Grade VIII salary scale

NOTE THIS SECTION REFERS TO POSTS AT €73,209 PLUS Positions remunerated at or above the minimum point of the Grade VIII salary scale are designated positions under Section 18 of the Ethics in Public Office Act 1995. Any person appointed to a designated position must comply with the requirements of the Ethics in Public Office Acts 1995 and 2001 as outlined below. A) In accordance with Section 18 of the Ethics in Public Office Act 1995, a person holding such a post is required to prepare and furnish an annual statement of any interests which could materially influence the performance of the official functions of the post. This annual statement of interest should be submitted to the Chief Executive not later than 31st January in the following year. B) In addition to the annual statement, a person holding such a post is required, whenever they are performing a function as an employee of Tusla and have actual knowledge, or a connected person, has a material interest in a matter to which the function relates, provide at the time a statement of the facts of that interest. A person holding such a post should provide such statement to the Chief Executive. The function in question cannot be performed unless there are compelling reasons to do so and, if this is the case, those compelling reasons must be stated in writing and must be provided to the Chief Executive. C) A person holding such a post is required under the Ethics in Public Office Acts 1995 and 2001 to act in accordance with any guidelines or advice published or given by the Standards in Public Office Commission. Guidelines for public servants on compliance with the provisions of the Ethics in Public Office Acts 1995 and 2001 are available on the Standards Commission’s website http://www.sipo.gov.ie/