Job Description and Person Specification

JOB DESCRIPTION

Post title:	Procurement Manager	
Academic Unit/Service:	Professional Services	
Faculty:	Finance; Procurement	
Career Pathway:	Management, Specialist and Administrative (MSA)	Level:	4	
*ERE category:	n/a	
Posts responsible to:	Senior Category Manager – Level 5	
Posts responsible for:	None	
Post base:	Office-based/Non Office-based (see job hazard analysis)	

Job purpose	
Contribute to the Procurement Team providing robust and effective procurement advice, guidance and support to customers, suppliers and managers in accordance with internal and external requirements and regulations, including but not limited to undertaking procurement procedures, letting contracts, preparing procurement strategies and implementing a wide range of supply, service, consultancy, research equipment and works procurement arrangements.
Take responsibility for various assigned spend categories (Category Management) and create and lead cross-functional sourcing teams to deliver significant demonstrable cost savings and other efficiencies, in conjunction with the Senior Category Manager.	

Key accountabilities/primary responsibilities	% Time	
1.	Provide expert advice and guidance on legislation and regulations relating to procurement.
In accordance with the category plan, prepare tender documentation ensuring compliance with internal regulations and external requirements (including procurement and other relevant legislation, where relevant grant conditions). Identify and liaise with internal and external stakeholders as appropriate.
Undertake procurement procedures assigned including high value, complex and high risk projects where required.
Negotiate, contract and implement chosen solution	40 %	
2.	To carry out detailed assessment / analysis of issues, problems, and opportunities, to analyse supply market players, supply market conditions and relevant cost drivers in order to scope, procurement, implement and deliver compliant, quality and value for money arrangements on behalf of the University.	25 %	
3.	Working with the Senior Category Manager, develop and lead the procurement related strategy for various assigned spend categories, from the creation of category plans to supplier selection, to solution implementation, to supplier relationship management. To develop category and sourcing strategies for various high value and / or high risk and / or complex spend areas.
Deputise for the Senior Category Manager as required	10 %	
4.	Using best practice contract management and supplier relationship principles ensure contracts are structured to enable successful management of the supplier relationship to extract increased value for money in terms of cost and performance. Where relevant and required manage the supplier relationship and
/ or contract on behalf of the University.
Provide demonstrable evidence for all cost savings and efficiencies. Work with relevant teams and stakeholders to drive contract compliance	10 %	
5
	To contribute to University-wide projects using specialist knowledge to develop and define all current commercial and operational baselines for the all sourcing projects	5 %	
6.	Seek opportunities for collaboration which enhance the position of the University in relation to procurement practice and leverage of expenditure	5%	
7.	Any other duties as allocated by the line manager following consultation with the post holder.	5%	

Internal and external relationships	
The development of strong, trustworthy relations with both internal (end users, other professional services and academics) and external (suppliers and collaboration partners) is essential to understand and influence sourcing decisions.	

Special Requirements

PERSON SPECIFICATION

Criteria	
Essential	
Desirable	How to be assessed	
Qualifications, knowledge and experience	Skill level equivalent to achievement of HND, Degree, NVQ4 or basic professional qualification.
Proven experience of planning and progressing work activities within broad professional guidelines and/or broad organisational policy. Specifically experience of undertaking procurement procedures compliant with relevant organisational and legislative procurement requirements.	Membership or studying towards Chartered Institute of Procurement and Supply (or equivalent membership of relevant professional body).

Experience of undertaking procurements compliant with and utilising the procedures as specified in UK legislation (and formerly EU Procurement Directives)	Application, Certificates, references, interview, work experience	
	Understanding of how the specialist/professional services provided by the post-holder support the objectives of the University, proven experience of providing high quality and effective expert advice and guidance on procurement regulations			
	Able to apply an awareness of principles and trends in a specialist or professional field and an awareness of how this affects activities in the University. Including but not limited to understanding issues, opportunities, market drivers etc in order to ensure procurement arrangements are scoped to meet the needs of the University and deliver best value for money.			
Expected Behaviours	Able to apply and actively promote equality, diversity and inclusion principles to the responsibilities of the role.
Demonstrate the Southampton Behaviours and work with colleagues to embed them as a way of working within the team.			
Planning and organising	Able to seek opportunities to progress a broad range of activities within professional guidelines and in support of University policy.
Specifically experience of developing procurement strategies to deliver maximum value for money for the Organisation	Experience of successful project management.
Experience / knowledge of category management principles with successful realisation of associated benefits.	Application, reference, interview, work experience	
Problem solving	Able to develop understanding of		Application,	
and initiative	long-standing and complex
problems and to apply professional		references,
interview,	
	knowledge and experience to solve		work	
	them.		experience	
Management and teamwork	Able to proactively work with colleagues in other work areas to achieve outcomes.
Able to delegate effectively, understanding the strengths and weaknesses of team members to build effective teamwork.	Experience of successfully managing and developing staff.	Application, references, interview, work experience	
	Able to formulate development plans for own staff to meet required skills.			
Communicating and influencing	Able to provide accurate and timely specialist guidance on complex issues.
Able to use influencing and negotiating skills to develop understanding and gain co- operation. Demonstrable evidence of excellent communication and influencing skills within a complex and diverse operating environment.
Experience of interacting with all levels of staff across the organisation and external stakeholders as required (suppliers etc)

Evidence of excellent written and verbal communication, with a close attention to detail		Application, references, interview

 work experience,	
Other skills and behaviours				
Special requirements 				

JOB HAZARD ANALYSIS

Is this an office-based post?

☒ Yes	If this post is an office-based job with routine office hazards (e.g.: use of VDU), no further information needs to be supplied. Do not complete the section below.	
☐	No	If this post is not office-based or has some hazards other than routine office (e.g.: more than use of VDU) please complete the analysis below.
Hiring managers are asked to complete this section as accurately as possible to ensure the safety of the post-holder.	

## - HR will send a full PEHQ to all applicants for this position. Please note, if full health clearance is required for a role, this will apply to all individuals, including existing members of staff.

ENVIRONMENTAL EXPOSURES	Occasionally
(<30% of time)	Frequently
(30-60% of time)	Constantly
(> 60% of time)	
Outside work				
Extremes of temperature (e.g.: fridge/ furnace)				
## Potential for exposure to body fluids				
## Noise (greater than 80 dba - 8 hrs twa)				
## Exposure to hazardous substances (eg: solvents, liquids, dust, fumes, biohazards). Specify below:				
Frequent hand washing				
Ionising radiation				
EQUIPMENT/TOOLS/MACHINES USED	
## Food handling				
## Driving university vehicles(eg: car/van/LGV/PCV)				
## Use of latex gloves (prohibited unless specific clinical necessity)				
## Vibrating tools (eg: strimmers, hammer drill, lawnmowers)				
PHYSICAL ABILITIES	
Load manual handling				
Repetitive crouching/kneeling/stooping				
Repetitive pulling/pushing				
Repetitive lifting				
Standing for prolonged periods				
Repetitive climbing (ie: steps, stools, ladders, stairs)				
Fine motor grips (eg: pipetting)				
Gross motor grips				
Repetitive reaching below shoulder height				
Repetitive reaching at shoulder height				
Repetitive reaching above shoulder height				
PSYCHOSOCIAL ISSUES	
Face to face contact with public				
Lone working				
## Shift work/night work/on call duties