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ROLE PROFILE:
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Head of Procurement
POST DETAILS:
Post Family:
Manager
Grade:
L
Service area:
Finance & Assets Directorate
Responsible to:
Director of Finance & Assets
1. PURPOSE OF THE POST: Why the post exists and what it has to achieve
To be responsible to the Director of Finance & Assets for satisfying the Authority’s strategic
objectives for Procurement and Contracts Management. To ensure best value is obtained for
all contracts let, ensuring compliance with Standing Orders, current Government and
European Legislation and the national and regional procurement frameworks.
2. DIMENSIONS OF THE POST: The key statistics associated with the post
Financial – Direct or Non-Direct: Capital programme 2016-2020 - £10.75m
Gross Revenue Expenditure for all supplies and services 15/16 - £4m
Staff Responsibilities – Direct or Non-Direct: Day to day liaison with shared procurement
support service team provided by Royal Berkshire FRS
Any other statistical data: N/A
3. PRINCIPAL ACCOUNTABILITIES: What the post is accountable for and required to deliver
Main Duties and Responsibilities
1.
a)
b)
c)
To lead on high level strategic procurement to ensure all PSP objectives are
met as well as operational imperatives, to include:
Develop new or update existing procurement procedures as are required to meet
Authority objectives
Prepare committee reports, policy guidance and related documentation on behalf of the
Authority and represent the Finance & Assets directorate as required
Liaise with Members of the Authority and attend Authority meetings as required, to both
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Author:
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Head of Finance & Assets
Issue Date:
Evaluated:
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February 2016
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present and talk through reports
Support and contribute to internal and external audits; service development; reviews
and the management of risk
Represent the Authority on regional and national issues relating to procurement
Examine the potential for income generation from as yet untapped sources
Drive the necessary business change and develop the procedures necessary to
ensure procurement at most cost effective outcomes:
Lead any procurement change reviews and projects
Re-engineer internal business processes and associated staff training where required
Work with R&D to drive value for money procurement that meets PSP outcomes
Ensure post procurement reviews take place to assist future procurement decisions
To provide the procurement lead in the tendering and procurement of vehicles,
machinery and associated equipment to meet the needs of the Authority, in
line with the Fleet and Equipment Strategies:
Be procurement lead for any service related tendering processes in conjunction with the
appropriate professional service lead
Ensure proper liaison with Service Managers including R&D to procure best possible
value for money vehicles or equipment
Carry out any necessary commercial contract negotiations as required
To provide the procurement lead in the tendering and procurement of services
related to all other capital projects in line with the Property and other related
strategies:
Be procurement lead for any Authority related tendering processes in conjunction with
the appropriate professional service lead
Ensure liaison with service managers to procure best possible value for money
professional support, building and trades services
Carry out any necessary commercial contract negotiations as required
Determine, update and deliver the Procurement Strategy and objectives at
regular intervals including associated plans of action:
Advise the Senior Management Board and elected Members of the Fire Authority on the
development of strategy, policy and processes to achieve the Authority’s strategic aims
in relation to Procurement
Determine the procurement business continuity plan as directed by the Director of
Finance & Assets to ensure delivery of the procurement service
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Head of Finance & Assets
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Determine performance standards for the procurement service and set
appropriate goals to ensure those standards are met.
Work in collaboration with external partners and fire groups to achieve joint
procurement outcomes beneficial to all parties, including:
Initiate and participate in collaborative work with such partners as are appropriate in
order to realise the full range of benefits that may accrue from such joint working
Provide a business case for any collaborative procurement work as required that clearly
sets out the benefit and strategic goals achieved
Take the lead in advising which collaborative projects should or should not be pursued
Engage with local community projects and charities
Where appropriate set up strategic partnerships with local businesses
Where appropriate work with Local Enterprise Partnerships for mutual benefit
Engage with SME’s as appropriate to aid e-procurement processes
4. DECISION MAKING:
Make decisions:
The post holder will make routine professional decisions on all high level strategic
procurement issues. This will include aspects relating to legality, use of frameworks, etc.
Significant say in decisions:
Strategic direction on all procurement and contract matters, including organisational
structure to achieve targets
5. CONTACT WITH OTHERS: The frequent contact the post holder has with others and for what purpose
Internal:
Internal – at all levels across the organisation up to and including Chief Fire Officer and
Members
Most frequent contact will be with senior commanders and senior support service managers
across the Authority. This is necessary to ensure good two way communications on all
aspects of procurement issues. Close ties with Research & Development Team is also vital.
Close Member liaison will be expected including informal working with appropriate portfolio
holders and attendance at meetings of the Authority to both advise Members and talk to
reports as appropriate
External:
 National procurement groups
 Regional procurement groups
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Head of Finance & Assets
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ROLE PROFILE:
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Fire Authorities across UK
Service suppliers
Local business groups
Legal advisors
Framework ‘owners’ i.e. YPO
PERSONAL REQUIREMENTS:
1. To participate in a programme of continuous personal and professional development
relevant to the role
2. To demonstrate conduct and behaviours in accordance with Authority policies, values
and norms
3. To be aware of the Authority’s aims, organisational values and behaviours and their
impact on this post
4. To mentor and coach individual members of staff as required
5. To contribute to the development and implementation of relevant policies and
procedures
6. Attend meetings as required and submit information in appropriate formats as required
7. To undertake any other duties that may reasonably be required from time to time at
any location required by the Authority
8. To ensure personal and subordinate staff compliance with the Authority’s:
a. Financial Regulations and Scheme of Delegation
b. Contract Standing Orders
c. Data Protection and Information and Communications Technology Security policies
and procedures
d. Human Resource policies and procedures
e. Commitment to achieving Equality and Diversity and associated policies and
procedures
f. Health and Safety policies, procedures and practice guides and instructions
g. Duty of care to citizens and employees
h. Attend meetings as required and submit information in appropriate formats as
required
REQUIREMENTS: Essential Criteria
The skills, knowledge, qualifications and training required to perform the role
Qualifications & Training:
 Member of Chartered Institute of Purchasing and Supply (CIPS)
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Head of Finance & Assets
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ROLE PROFILE:
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Experience:
 Working at a strategic level
 Project management experience in a lead role
 Practical application of technical knowledge
 Managing budgets
 Working at senior management level in fire service or equivalent with evidence of
team working, empowerment and performance management
 Negotiating contracts in excess of £100,000
 Managing a tendering process from start to finish
 Outsourcing areas of business, ensuring value for money and quality of service is
maintained
 Working with other public service bodies to capitalise on shared working or shared
project opportunities
Skills:
 Good planning and organisational skills
 Good contract management skills
 Customer relationship management
 Good negotiation skills
 Confident communicator at senior level
 Ability to manage and develop all level of staff
 Able to use IT applications, Microsoft Office packages, Financial Management Systems
i.e. SAP or other similar application
 Ability to work to time sensitive deadlines with attention to detail
 Numerate
 Flexible attitude to work
 Openness to change and proactively seeks to improve it
 Analytical and problem solving skills including capacity to review and implement
approved changes
 Politically/ organisationally aware- recognises the potential political impact and
implications of actions from a strategic perspective
 Ability to write and present complex proposals to a range of audiences and
stakeholders
 Good communication and presentation skills including ability to influence others in
order to achieve objectives
 Ability to determine requirements and priorities and to facilitate the achievement of
agreed objectives within tight timeframes
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Author:
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Head of Finance & Assets
Issue Date:
Evaluated:
February 2016
February 2016
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Knowledge:
 Understand the procurement and contracts management function and to guide and
collaborate with a range of staff of varying capabilities
 Public Sector Procurement and Contract Law and maintains up to date knowledge of
relevant legislative information
 Knowledge and experience of current EU procurement directives
 Able to advise on letting of tenders and management of contracts
 Awareness of Health and Safety requirements
 Knowledge of appropriate supplier bases
 Sound commercial awareness
 Financial Regulations
 Possess high levels of integrity, honesty, reliability and confidentiality
REQUIREMENTS: Desirable Criteria
The skills, knowledge, qualifications and training required to perform the role
Qualifications & Training:
 PRINCE 2 Practitioner Level
ANY ADDITIONAL INFORMATION: Information relevant to the role, including any particularly
challenging/difficult aspects of the post.
This role profile will be supplemented by annual target based outcomes, which will be
developed in conjunction with the post holder. It will be subject to regular review and the
Authority reserves the right to amend or add to the content listed above.
Version:
Author:
1.0
Head of Finance & Assets
Issue Date:
Evaluated:
February 2016
February 2016