Procurement and Contract Officer

Organisation: V&A Dundee

Salary: £27,900 - £32,082 (pro rata)

Location: Dundee

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

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.

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.

Application Deadline: Sunday 25/02/2024