HUMBERSIDE FIRE & RESCUE SERVICE

JOB DESCRIPTION

(Support Services Posts)

POST TITLE

Procurement Advisor / POST NO.
H33S0517

SECTION/DIVISION/LOCATION

Procurement Hub

/

POST GRADE

Grade 5

OVERALL PURPOSE OF THE JOB

To operate efficient support to enable the Service to carry out all procurement activity in a fully compliant and transparent process.

KEY ACTIVITY AREAS/MAIN DUTIES

1)  Purchase Order Processing
Check Validity of requests to purchase, referring any non-compliance which cannot be resolved to Procurement Officer.
Determine whether the purchase should be made with procurement card and action as appropriate.
Produces Official Purchase Orders and records and extracts information form the computerised Purchase Order/Stock Control System.
Expediate deliveries as required
Check deliveries and enter goods receive notes.
Process Receipts/Invoices and resolve queries
Liaise with requisitioners/departmental contacts and suppliers
2)  Financial Management System
Management of the material catalogue
Control of the vendor information and detail
Assist in the development and implementation of system processes
3)  Procurement Activity
Provide administrative support to the procurement hub
Provide assistance and advice during procurement process to officers
Maintenance of the Services Contract Register and preferred supplier lists ensuring that the procurement portal is updated.
Assist with procurement projects under the direction of the procurement officer, and Senior Finance Officer Contracts and Procurement.
Vendor spend analysis
4)  Collects, collates and prepares information, returns/statistics for use by the Procurement Hub as appropriate.

KEY ACTIVITY AREAS/MAIN DUTIES (continued)

NOTES: 1. The postholder may be required to perform other duties that reasonably correspond to the general character of the post and are commensurate with its level of responsibility.
2. The postholder is required to comply with relevant legislation and policies and procedures of Humberside Fire Authority in the performance of his/her duties. Examples include acting in compliance with the provisions of equal opportunities, data protection and health and safety legislation, policies and procedures so far as they relate to the post and the postholder.

POSITION IN ORGANISATION









JOB REQUIREMENTS:

Knowledge and Skills

Ø  Computer literacy to enable input, manipulation and extraction of data.
Ø  Practical knowledge of Stock Control and Purchase Order systems.
Ø  Advanced knowledge of procurement legislation and the Constitution of the Authority regarding procurement activity.
Ø  Numeracy/Literacy Skills in order to process requisitions/invoices.
Ø  Communication skills both written and oral of a level to enable the main tasks in key activities to be undertaken effectively.

Creativity and Innovation

Ø  Ability to manipulate computer based systems in order to produce ad hoc reports as required.
Ø  Research and identification of goods required based on user specifications and requirements
Ø  Input into the procurement process
Ø  Identification and resolution of issues surrounding the ordering and delivery of goods/services ensuring all products requested comply with Service requirements.

Decision Making

Ø  Prioritising workload.
Ø  Management and control of material catalogue
Ø  Researches and recommends sources of supply for non-stock items.
Ø  Identify most efficient method of procurement dependant of the needs of the service at the time the procurement activity is undertaken.
Ø  Ensuring compliance with Service policies/procedures and public procurement legislation.
Ø  Vendor spend analysis with identification of those areas of spend that are approaching or have breached the constitutional limits of the Authority.

Contacts and Relationships

Ø  Written and verbal contact with internal customers and external suppliers on stock and non stock requisitions on a daily basis.
Ø  Provide advice and guidance to officers requiring assistance with procurement activity to ensure compliance with Service policy and legislative regulations.
Ø  Liaising with internal and external stakeholder in relation to the supply and delivery of goods
Ø  Regular contact with Procurement Officer on allocation of tasks and guidance.
Ø  Regular contact with contract managers in relation to service contracts

Responsibility for Resources

Ø  Shared responsibility as a keyholder to Service Headquarter’s Stores.
Ø  Procurement Card

Work Environment

Work Demands – Tasks may be interrupted and as a result interchanged, the routine programme of work remains unaltered.
Physical Demands – Work requires normal physical effort.
Working Conditions – Warm, well ventilated office with occasional exposure to outdoor conditions.
Work Context – Minimal risk to personal safety.
Signature Designation Date

CONFIRMED BY:

RECEIVED BY:
PREPARED BY:
POSTHOLDER

Note: The contents of this job description will be subject to regular review and amendment over time to ensure they continue to accurately describe the job requirements.