Contracts Officer

Big Sky Additions Ltd
From £20,000 to £25,000 per annum
07 Nov 2017
16 Nov 2017
Contract Type
Part Time
A specialist procurement company based near Wymondham is seeking a Contracts Officer.

This newly created role will provide administrative and client service support to internal team members and their clients/members in regard to contract terms, conditions specifications and pricing

Key Tasks

  • To co-ordinate the new business request to in-framework call off plan of work, programming / scheduling your own activity and the activity of others including work supporting relationship building, benchmarking, member joining, direct selection and mini competition processes.
  • To develop and co-ordinate the member annual tender planning process to maximise efficiency in supporting members and assist members in being pre-planned for each coming year, assisting in securing delivery of work for members.
  • Develop and maintain template documents to increase the efficiency of call off and mini-competition arrangements and administer the commissioning process
  • Benchmarking & price comparison work for existing and new members
  • Co-ordination of and responding to contract queries, checking terms, specification and prices
  • Procurement Project Management:

    To assist the Procurement Manager in regular progress meetings, including updates on:

    Commissioning pipeline including a review of progress in the previous week and any emergent issues

    Plans for the coming period

    Identification of any risks or issues

    Agreeing any changes to plans / actions required

    Assist Generating Board reports each quarter (using a template document).

    Assist in maintaining an all member and framework contract schedule, lead on renewals of contracts to ensure continuity of service is guaranteed, and where necessary assist in managing the effective termination of contracts to the satisfaction of all parties, and support the Members and the Delivery Manager in achieving an effective transition from one arrangement to another.

    In Framework / Minor Procurement Activities Undertake in-framework procurements including:

    Drafting of procurement documents and co-ordinate the involvement of the team, advisers and members in the setting of: terms and conditions and specifications, procurement and selection of suppliers, contractors and specialists.

    Publishing of notices and Tenders using a procurement portal

    Evaluation of tenders, including the involvement of technical specialists and customers

    Managing standstill period, s20 consultations, awarding contracts and producing award reports.

    To work within the risk management framework to ensure risk is understood and mitigated to best effect. Co-operate with the internal team, auditors and audit processes; ensuring audit trail is in place for all projects and work with auditors to achieve continuous compliance.

    Ensure compliance with departmental procurement policies and procedures and all UK/EU public procurement competition legislation, with assistance from the Procurement Manager and Delivery Manager.

    Ensure all new contracts and contractors are fit for purpose at the point of procurement and that all matters are in order for contracts to be issued and signed electronically (docusign)

    Work with our Quality and Performance Manager, Office Co-Ordinator and Delivery

    Manager to ensure an effective handover from procurement to operational delivery.

    Strategy and Corporate Objectives

  • Provide the essential support services required to enable the wider team to meet its overall objectives
  • Working with the team develop and maximise the range and efficiency of all procurement activity
  • Develop plans and systems for each area of responsibility
  • Implement these plans in order that corporate objectives are met
  • Maximise the efficiency and quality of communications to our Board, groups, members and the wider market place
  • Office Management Activities

  • Ensure that all records are kept up to date
  • Produce reports and supporting systems to effectively report current performance against programme
  • Use a range of office software, including email, spreadsheets and databases
  • Create, develop and maintain filing systems (electronic & hard copy)
  • Deal with questions and queries and obtain support where required
  • Make recommendations for improvements to our service and implement changes where approved
  • Procurement Activities

  • Monitor and report on progress of in-framework procurement programmes
  • Ensure that all mini-tender and direct selection documents comply with procurement legislation and the terms of original Framework Agreements
  • Preparation of documentation for mini-tender and direct selection processes
  • Despatch all mini-tender and direct selection documentation in accordance with agreed programmes
  • Co-ordination of responses to clarification requests during tender periods
  • Co-ordination of tender evaluation exercises
  • Legislation & Policy

  • To ensure the company complies with legislation and policy, taking advice where necessary
  • Undertake self / internal audits and co-ordinate 3rd party audit.
  • The successful applicant will have strong knowledge of office administration, excellent customer service and good knowledge of IT systems and software packages. The ability to communicate with suppliers and a range of customers at face-to face meetings and via telephone and e-mail/other written communications is essential.

    In return the client offers a great package to include 28 days holiday and an excellent pension scheme. Full time and part time hours will be considered for the right applicant.

    For further details please send your CV to Emily Burbank at Big Sky Additions.

    This job was originally posted as