Deputy Director of Procurement

Job Purpose 

Responsible along with the Director of Procurement, for the strategic development and Leadership of the Procurement team and aligning it operationally with the overall University strategy and external driver such as legislation and Scottish Executive initiatives. Ensure that Procurement Policies, Strategies and Procedures are maintained and implemented across the University and support best practice activity and robust governance, maximising value for money at all times.
Support and deliver Sustainable Procurement practices that achieves value for money on all external spend. Provide effective leadership, management and support to all Category Managers and Procurement team members providing leadership, guidance and advice as required.

Main duties and responsibilities

To develop, implement and maintain the University's procurement strategy and supporting policy and procedural frameworks.

Leading and managing a professionally qualified Procurement team, by establishing and embedding quality and performance standards and measures and developing and improving the capability of individuals in order to achieve operational and strategic goals.

Provide leadership and management to the team, overseeing all projects and providing strategic advice to senior executives and the team as necessary with an emphasis on keeping in line with strategy and value for money. Provide specialist advice and guidance where necessary on complex projects covering procedural, legal and technical issues.

Personally, manage a tender portfolio including the more complex category areas, from conception to contract preparation, debrief and award. Lead the process for all Capital tenders within Estates and Buildings working as a strategic partner with the E&B leadership teamwork with Senior Finance Colleagues and support the Finance Director to ensuring the financing profile and contractual arrangements provide best value for money for the University during the life span of the Campus Development Strategy.

Applying high level expertise and broad knowledge to provide procurement and contractual guidance and advice to all staff across the University on a wide range of issues directly and indirectly related to procurement and business procedures. This advice will often include legal advice and will require an interpretation of legal and internal rules. Source appropriate external advice when necessary to assist in managing risk for the University in relation to more complex contracts.

Evaluate existing processes to ensure robust and legally compliant systems are in place to promote best value procurement in a developed environment. Propose and implement changes required to current policies such as Procurement Policy, C&SRM Policy, Guidance for less than and above £25k over 48 months, Travel, Purchasing Cards, and Procurement procedures (as part of Financial Procedures). Devise and provide training and advice to staff and monitor departmental activity (made visible by the Purchase to Pay process) with a view to improving compliance and developing new opportunities.

Research and prepare and take responsibility for strategic documents as required; for example, Procurement Policy, Procurement Strategic Plan, annual report, response to audit reports and creation of Procurement team performance monthly reports, ad-hoc reports and policies as required. Create, promote and implement the University compliance to the Procurement rules and regulations against all spend (dashboard report) monthly. Create improvement plans for non-compliant spend.

Continuously improve Procurement practice across the University to enable achievement of Chartered Institute of Procurement and Supply (CIPS) Corporate Certification for the University of Glasgow, with ongoing monitoring and audit compliance.

Lead initiatives to deliver procedural and efficiency improvements across the University and promote best practice. Projects will include:

a. Maximise the value benefit of E Procurement, working collaboratively with colleagues in systems and across the University to ensure the project is managed effectively and suppliers are adopted, and end users are made aware of how to access the contracts vie e procurement.

b. Create, implement and refresh Category Strategies for key budget holders.

c. Enhance and improve the centralised documentation control for all procurements, following the Scottish Government procurement journey.

d. Lead and deliver internal training programme for all Purchasing Officers.

e. Create and manage internal audits for all areas across the University for spend less than £25k.

f. Effective management of the Purchase to Pay (P2P) project to maximise value for money and process improvements required for all aspects of the Procurement function working in collaboration with the Finance department.

Represent and promote the university externally through membership of various collaborative, inter university and external groups. Acting on behalf of the University provide strategic input to groups such as Scottish Universities Heads of Procurement Group, Research Equipment Affinity Group (funded by HEFCE) and Procurement Strategy Group (Centre of Collaborative Expertise). Also respond to occasional invites to assist on external groups, eg Race Relations Board, Scottish Executive.

Measure and monitor through Contract & Supplier Relationship Management (C&SRM) key strategic Suppliers to ensure value assurance is being achieved for the University.

Ensure robust Terms and Conditions across Goods and Services and other forms of Contractual / Framework Agreements for Estates & Buildings Agreements are in place and refreshed appropriately to mitigate risk to the University.

Create, promote and monitor the Sustainable Procurement Policy:

a. Measure and monitor Supplier / Contractor CIPS Sustainability Indexation ratings. Review and address performance with the of creation action plans as required.

b. Promote and influence key strategic Suppliers to participate in the university sustainability review via our third-party provider EcoVadis.

Maintain, or enhance the University status for the Chartered Institute of Procurement and Supply (CIPS) awards such as the CIPS Procurement Excellence award.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications
Essential 

A1 Ability to demonstrate the necessary strategic competencies required to undertake the duties associated with the level of post having acquired the necessary professional knowledge and leadership experience in a similar or number of different specialist roles.
A2 Degree qualified.

A3 Highly developed knowledge of Public Sector Procurement Rules and Regulations.
A4 Highly developed contract law and general legal knowledge.

A5 Knowledge of modern procurement techniques, eg E Tendering.

A6 Knowledge and understanding of Circular Procurement.
A7 Knowledge and understanding of Sustainable Procurement.

Desirable 

B1 Relevant second degree.
B2 Deep understanding of academic culture and context.

B3 Financial control issues, processing techniques and systems.
B4 Membership of Chartered Institute of Purchasing and Supply (MCIPS).

Skills 

Essential 

C1 High level of IT skill required.
C2 Ability to interact robustly when required and yet diplomatically with wide range of people from internal staff at all levels to external suppliers, inter University colleagues, funding bodies etc.

C3 Staff management and leadership.
C4 Ability to develop and maintain policies and procedures and systems to measure activity and performance.

C5 Leadership and motivational skills in formal and informal situations.
C6 Excellent negotiation and diplomacy skills.

C7 Excellent analytical and problem-solving skills.

Desirable 

D1 Wider aspects of higher education policies and issues (e.g. student interest in some suppliers, income streams etc.).

Experience 

Essential 

E1 Significant experience with exposure to a number of different categories and preferably sectors.
E2 Engagement with high level policy making.

E3 Experience of engaging and providing strategic advice to senior executives and guiding a professional team.
E4 Experience of managing and supporting a team.

Desirable 

F1 Cross public sector procurement and/or private sector experience in policy and/or finance and/or procurement
F2 Committee representation

F3 Management of a team of professional staff

Terms and Conditions 

Salary will be Grade 9, £57,696 - £64,914 per annum.

This post is full time (35 hours per week) and open ended.

Relocation assistance will be provided where appropriate.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing, including a free 6-month UofG Sport membership for all new staff joining the University  https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.