Lead and manage a range of procurement projects to support the Development and upkeep of the Defra Estates including professional services, project management and technical support, Facilities Management, major and minor construction, landscaping, and mechanical and electrical.Build and sustain effective relationships with suppliers and customers. Supporting the management and development of key supplier relationships to deliver exceptional performance in cost, service and quality.Key tasks - Provide ongoing framework and contract management, including leading call-offs and providing expert advice to internal and external clients.Preparing the procurement strategy and planning the process for engaging contracts and replacement frameworks, including framework and call-off level strategies, and application of the Sourcing and Construction playbooks.Prepare all tender documentation and evaluation criteria, and lead from market engagement through to tender publication, evaluation, negotiations, and award.Provide day to day advice on commercial issues and governance across the relevant category, taking full account of risk, exploiting commercial opportunities and maximising value of money and savings.
Defra Group Commercial (DGC) is part of Defra, the central Government Department responsible for growing the rural economy; improving the environment; and safeguarding animal and plant health. DGC is responsible for providing a commercial service to organisations within the Defra Network. This role is primarily ensuring that the Defra Estate can support the activities carried out by the Network.
The post-holder will be required to join the Buildings Office team to support our stakeholders in delivering value for money contracts across a range of FM, Works and related Professional Services. The contracts vary in price and risk and will be placed in accordance with Defra’s commercial policies and procedures. The post-holder will be expected to deliver propriety and value for money across the commercial life cycle.
The work will provide strategic support to the team and involve promoting commercial policies and procedures whilst influencing the final outcomes. It includes the provision of expert advice to the business on commercial issues and governance and operational support to the team.
The post holder will be expected to engage with colleagues across the country, building the Commercial network both internally and through the wider Defra network and Government Bodies. The team are based across the country and your local office will be your official base. Some travel will be required for team meetings, project meetings and training as required.
The Senior Category Officer will report to the Buildings Office Category Manager (G7) and will entail all aspects of pre and post contract commercial support. You will:
* Lead or participate in delivery of projects, procurements and contract management roles across the full commercial life cycle, at the appropriate level providing functional / specialist input to improve ways of working and business change & efficiency.
* Be responsible for explaining specialist commercial guidance to operational teams in order to influence compliance with Defra policy / legislation / best practice ways of working and contribute to the delivery of business plans.
* Keep up to date on changing legislation / best practice externally, to inform internal priorities and appropriate alignment.
* Contribute to the development of Defra policy / process at national / local level and monitor and advise on effective implementation in the business, in line with environmental targets.
* Build and sustain effective relationships with operational customers to understand issues and provide effective response / steer for operational needs.
* Be responsible for the delivery of contracts such that sustainable impacts and opportunities are identified and managed throughout the commercial lifecycle.
* Mentor and coach others on commercial procedures, practices and techniques equipping them with the knowledge and skills to deliver their work in an effective and efficient manner.
* Potentially provide Line Management to an HEO or EO in the team/ manage team members to deliver results on time, to required quality standards and cost to fulfil the business plan and achieve / support environmental goals.
* Maximise the efficient and effective use of resources (including electronic sourcing) and people in order to ensure that all activities are completed to time, cost and quality targets.
* Support the development of Defra sub-category and category plans and develop own market category knowledge and expertise.
* Become a specialist for your given category, understanding market trends to shape client behaviour and future decisions.
The post-holder will be accountable for:
* The provision of day-to-day advice on commercial issues and governance, taking full account of risk, exploiting commercial opportunities and maximising value of money and savings.
* The delivery of procurement ranging in value, activities will include:
* Prepare initial sourcing strategies, and contribute to business plans.
* Planning and managing market engagement exercises.
* preparing pretender and tender documents in conjunction with customers.
* Run tenders in accordance with Public Contract Regulations including all requests for information documentation and managing evaluation.
* Preparing recommendations for tender outcome.
* Preparing contract management documentation in conjunction with stakeholders.
* The use of leading practice commercial tools to develop and implement the commercial strategies.
* The management of Contracts including:
* Acceptance/signing of the contract including the resolution of assumptions before signing.
* Leading the engagement/initial transition plan, including the development of exit/service transfer arrangements.
* Engaging and training any customer stakeholders in the contract content, risk assumptions and KPI.
* Preparing initial documentation such as risk register, report requirements, innovation report, and advice to supplier on invoice submission etc.
* Supporting contract meetings, and acting as an escalation route for supplier and commercial issues.
* Leading negotiations for contract change, and implementing these in accordance with change governance procedures.
* The management and development of key supplier relationships to deliver exceptional performance in cost service and quality.
* The establishment and maintenance of excellent relationships within customer organisation and wider government with key stakeholders, raising the profile of commercial activity within customer organisations.
* Participating in the production of National/European Commercial standards and guidance to inform the business and improve commercial implementation, promoting commercial principles and influencing policy where appropriate.
* Representing the Commercial team at senior management meetings and in Crown Commercial Service category meetings deputising for Category Manager as required.
* The management of mentoring and support to colleagues and team members (where appropriate) equipping them with the knowledge and skills to deliver their work in an effective and efficient manner.
* The use of Commercial and contract management IT systems and applications, and approval of the work of others who are using these.
* Your own continuous professional development and keeping up to date on legislation, best practice and develop industry knowledge and commercial understanding within a commercial category and using this knowledge to support development of the Category and Sub-category plans.
Financial Scheme of Delegation
Delegated authority at all stages of the commercial process:
* Sign off of Commercial Strategies and Contract Award Reports .
* Make commercial commitments up to per procurement project.
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