Systems and Training (this post)

• Support the identification of new developments in information technology promoting continuous improvement of EA commercial and procurement systems; provide reports, advice and guidance on such technology developments to senior management.
• Develop and lead on e-procurement requirements and configuration, working closely with all relevant stakeholders to ensure the required infrastructure is in place to effectively support the procurement strategy and relevant legislation.
• Establish and lead cross-functional teams, as required, to manage the development and implementation of new commercial and procurement systems. Work with the Procurement Senior Leadership Team, internal and external stakeholders to align technical requirements with the EA’s ICT, procurement and EA wide strategy and policies.
• Identify and deliver improvements to all of the systems utilised by Procurement Services.
• Deliver effective expert first-line technical assistance and specialist system support and training for internal users for all Procurement Services IT systems; prepare and maintain user guidance documentation on all Procurement Services’ systems.
• Work collaboratively with all relevant stakeholders to develop systems and processes to ensure a minimum of 80%25 of contract items are available from the electronic shop.
• Be the first point of contact with suppliers, end-users and IFS, ICT when required on matters relating to procurement systems.
• Where required the post-holder will manage a dedicated support team and duties will include assigning work, co-ordinating activities, dealing with recruitment and resourcing issues, approving annual leave requests, and dealing with any attendance management/disciplinary issues.
• Review the performance of reporting staff, identifying individual/team training requirements and initiating further training.

Other Responsibilities

• Provide training and guidance to colleagues and assist in covering key aspects of work during periods of absence.
• Contribute to Procurement and Corporate Strategy and associated plans and to the review, revision and development of existing and new policies and procedures related to all aspects of procurement regulations and best practice, compliance and governance.
• Assist in the development, implementation and monitoring of the professional procurement competency and technical capability across the EA.
• Comply with the Authority’s policy on Data Protection (in particular processing sensitive personal information) is properly complied with.
• Organise, attend and participate in any relevant internal or external meetings associated with the procurement function or associated systems or function areas and attend Procurement Leadership Team meetings to provide updates on areas of responsibilities and work.
• Comply with the Authority’s Equal Opportunities Policy, relevant Codes of Employment and Practice and other relevant legislation. In accordance with relevant equality legislation and EA policies on diversity in the workplace the post-holder is expected to promote good relations and pay due regard to equality of opportunity in carrying out their duties.
• Act as a voting panel member, if required, on tender evaluation panels.
• To deputise and undertake additional duties for the Procurement Compliance Manager or Head of Compliance as required.
• Undertake other related duties within the grade and competence of the post-holder as required.
• The post-holder may also be required to work outside normal office hours on occasions.

Person Specification

Section 1 - Essential Criteria

• Hold an HNC/HND or above examination qualification and have two years’ demonstrable experience in the use, development, and implementation of IT systems to develop business processes and systems; OR Have four years’ demonstrable experience in the use, development, and implementation of IT systems to develop business processes and systems.
• Have two years’ experience of working in a regulated environment with policies, procedures, and corporate governance.
• Experience of identifying and delivering improvements to meet current/future business needs.
• Have demonstrable experience of planning and delivering awareness sessions to end users on the use of internal Procedure/governance systems.
• Experience of using MS Office packages, in particular, Word, Excel, PowerPoint and Outlook.
• The successful candidate will be required: to work towards professional procurement or other professional qualification as deemed appropriate by EA.
• to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion; OR be able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion.

Section 2 - Essential Criteria

• In line with EA’s Game Changing People Model we will look for evidence of:
  • Demonstrable ability to manipulate, summarise, extract and use data from systems to understand and identify issues.
  • Ability to work and lead on the development and implementation of new business processes improvements and using ICT systems/packages to support and report on this.
  • Proven effective decision-making and problem-solving skills.
  • A high level of ICT competency gained through the use of a range of software applications and the proven ability to learn new ICT systems.
  • Ability to successfully organise and manage multi-priorities in a fast-paced and changing administrative environment to deliver effective results on time.
  • Excellent oral and written communication skills with the ability to communicate and effectively to build working relationships within a team.
  • Ability to take a responsive and customer focused approach to work.
• Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here.

Section 3 - Desirable Criteria

• Experience of using eTenders and Oracle OBIEE reporting or other Procurement, Procure to Pay or Financial systems.
• Ability to use Power BI.

Our Values

Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.

Disclosure of Criminal Background

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places