Trainee Procurement Officer

JOB PURPOSE The Trainee Procurement Officer will work under the direction and guidance of the Procurement Manager to ensure the provision of an efficient and effective procurement service within the Finance Department. The post holder will commit to working towards achieving at least a Level 4 Diploma in Procurement and Supply (CIPS) one day per week (term time only and subject to completing probationary period) with College support for day release, course fees, books and travel to Belfast.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES The successful candidate will have responsibility for the following; • Maintain College procurement systems and processes to ensure timely and efficient processing of purchase requisitions/orders and quotations in compliance with relevant policies and procedures. • Assist with tendering processes, in particular processing tenders with a value of Assisting with the preparation of tender documents, specifications, advertisements and provision of administrative support and procedural advice at evaluation meetings under the direction of the Procurement Manager. • Liasing with key stakeholders including other FE Colleges, CPD and DfE. • Contribute to robust contract management procedures and report any instances of noncompliance. • Maintaining effective filing systems for contract files, contacts, completed tenders and quotations. • Cleansing and disposal of data within college Retention and Disposal Policy • Providing support and assistance with procurement issues to all College staff to help ensure adherence to College policies and procedures and ensuring best value. • Assisting with the production of financial management information as required; • Assisting with the administration of the Financial Accounting system. • Maintaining processes and procedures in line with legislation, current Department of Finance Public Procurement Policy and best practice; • Preparing accurate and timely information as required by the Procurement Manager and the Director of Finance and Planning. • The post holder may be required to rotate these duties in another area to ensure the effective operation of the Finance Department.

General • Participate in the enrolment cover rota as appropriate. • Be required to undertake work outside normal working hours on occasions. • Provide reports, written and oral, as required. • Ensure that all documentation and authorisation procedures are adhered to.

Conditions • Promote the College positively at all times. • Abide by all College procedures and ensure these are implemented in area of responsibility. • Within the context of the post, ensure full compliance with College health and safety requirements. • Within the context of the post, ensure full compliance with College equality requirements. • Any other duties appropriate to the grade and post, as assigned.

The location of the post will reflect the needs of the College and may be changed subject to the requirements of the College. Duties may change as the College develops, therefore the person appointed will be expected to be flexible in relation to duties performed as required. It is anticipated that the post-holder will be required to adopt a flexible approach to the duties and responsibilities as outlined in this Job Description. This is a description of the job as it is at present constituted. It is the practice of the College to periodically examine employees’ job descriptions and to update them to ensure that they relate to the job as then being performed or to incorporate whatever changes are being proposed. This procedure is normally carried out through discussions between the post holder and the line manager. It is the College’s aim to reach agreement to reasonable changes following consultation with the post holder.

Personnel Specification Applicants must as a minimum, meet all of the essential eligibility criteria listed below.

Eligibility Criteria Essential 1. A pass grade at GCSE Level in English (A-C*) or Essential Skills Level 2 in Literacy or an equivalent qualification. 2. A pass grade at GCSE Level in Mathematics (A-C*) or Essential Skills Level 2 in Numeracy or NICATS Access Maths Modules or an equivalent qualification. 3. A minimum of two years (within the last five years) relevant experience of working within a finance/procurement department. 4. A working knowledge of a range of software packages including Microsoft Office.

Desirable 1. Experience of using an eTender/eProcurement System.

Other Essential Criteria The role may entail travel between sites, and you are required to demonstrate how you are able to meet this requirement, e.g., whether you hold a full (i.e.) not provisional, current driving licence which enables you to drive in Northern Ireland, and a car for official business, or have access to a form of transport which will enable you to meet the requirements of the post Salary: £24,702 - £29,269 per year