Procurement and Contract Officer

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Procurement and Contract Officer

Part-time · Dundee

Salary: £27,900 - £32,082 (pro rata)

Contract type: Permanent

Reporting to: Head of Finance

Department: Finance, Resources and Planning

Who are we?

We are Scotland’s design museum. Designed for everyone, firing imaginations and sparking curiosity in design across Scotland and around the world. At V&A Dundee we are on a mission to inspire and empower through design.

Design shapes our world, it's part of everyday life and it's everywhere. We are a museum with energy and have a vision of the future where everyone is inspired through design and recognizes its far-reaching impact in our lives.

We are a welcoming place for people of Dundee to explore design and to use as an everyday part of their city, as well as inviting visitors from around the world. We are part of the V&A family of museums that celebrate creativity in all its forms from across centuries, for everyone.

Role profile

You will be responsible for providing a source of expertise for procurement activity across the organisation and will be particularly focused on ensuring value for money is achieved from all expenditures and for making a significant annual contribution towards savings and efficiency targets, through tendering activity and the analysis and monitoring of purchasing across V&A Dundee.

Maintaining positive supplier relations, finding and evaluating suppliers, products and services, negotiate contracts and acquire the most cost-efficient deals without compromising on quality.

V&A Dundee is the trading name of Design Dundee Limited (“DDL”). Prior experience in regulated procurement of goods/services for public sector organisations, coupled with familiarity with public sector procurement practices and regulations in Scotland.

Duties and Responsibilities

Key objectives:

  • Review the Procurement Strategy and Guidance
  • Ensure internal staff are familiar with and follow the Procurement Guidance
  • Supporting teams through the tender processes
  • Contract administration (from tendering to termination/completion)
  • Maintaining positive supplier relations and identifying ways V&A Dundee, as a publicly funded organisation, can maximise the impact of the use of those public funds
  • Support the Head of Finance to analyse organisational expenditure to identify trends, efficiencies and opportunities

Responsibilities:

Procurement Strategy and Guidance

  • Periodically review the Procurement Strategy and Guidance to ensure it remains relevant to the activities of V&A Dundee
  • Maintain an awareness of best practice and changing legislation
  • Liaise with and utilise the founder and sector network of procurement knowledge and skills to support the delivery of the Procurement Strategy

Staff Training

  • Train staff to follow V&A Dundee procurement guidelines

Tender Process

  • Liaise with internal teams to manage the future workflow in a timely manner

Contract Administration

  • Maintain a contract database
  • Ensure new contracts are processed in line with policy and support the internal requestor to review
  • Using professional experience to review contracts
  • Alerting internally to key contract dates (e.g. termination notice, extension, performance review etc)

Supplier Relationship

  • Helping build a positive supplier relationship to ensure a successful relationship while ensuring proper contract performance and quality
  • To identify opportunities to ensure suppliers follow similar values to V&A Dundee (e.g. fair work framework, sick pay, H&S etc) and to support DCC initiatives around Community Wealth building

Analysis and Monitoring

  • Annually review the effectiveness and benefits of the Procurement Strategy
  • Monitor internal compliance of guidelines

Key Relationships:

  • Head of Finance
  • Budget holders and staff undertaking procurement
  • Procurement counterparts at our founders, for advice and support. Founders: Dundee City Council; University of Dundee; Abertay University; Scottish Enterprise; V&A.

Team Structure

Person specification

Essential

  • Experience in writing and running tender processes
  •  Writing guidelines, procedures and policies
  • Ensure efficient systems and processes are embedded
  •  Procurement legislation in Scotland
  • Solid communicator
  •  Well-developed interpersonal and relationship building skills
  • Attention to detail and highly organised 

Desirable

  • An industry recognised certification such as the Chartered Institute of Procurement & Supply (CIP) certification / NVQ certifications in Supply Chain Management or equivalent is desirable. 

  • Delivering internal training and workshops to upskill staff

  • Supporting contract performance reviews with the lead manager

  • Awareness of obligations on charities 

Deadline for applications: no later than 23:59, 25 February 2024. Interviews will be held week commencing 04 March 2024.

This is a part-time position, working 22.5 hours per week working in a hybrid flexible environment with a mixture of home working and working from our museum in Dundee. We offer a generous package including 38 days holiday, pension scheme, company sick pay, entry to V&A Dundee paid exhibitions and many more discounts and benefits.

We encourage all employees to live within regular commuting distance of V&A Dundee and all employees are responsible for covering home to work costs of travel and accommodation. We encourage all employees to be visible within V&A Dundee, be part of the city and region where we are based and to meet the operational needs of the museum. For instance, this could be networking out of normal hours, being able to cover colleagues and able to attend events in Dundee and the region at relatively short notice.   

We are an equal opportunity employer and encourage applications from everyone and do not discriminate on the basis of race, religion, gender, sexual orientation, age, marital status, disability or any other protected characteristics.

V&A Dundee is aware that working more flexibly is a central element of attracting and retaining disabled people in the labour market. We encourage you to apply if you define yourself as disabled under the Equality Act 2010 (including deaf or neurodivergent).

If you require any adjustments during the recruitment process, such as receiving the interview questions in advance or documents in an alternative format, please let us know via the email below. 

If you have any issues with your application, please email: hr@vandadundee.org