Assistant Commercial Manager

at  Transport for London

Organisation - Surface Finance
Job - Procurement/Sourcing
Position Type - Full Time
Salary – Circa £40k plus generous Benefits package including Final Salary Pension and free Travel on the TfL network
Location – London/Hybrid - Hybrid working within this role enables a balance of 50 per cent of time split between the office and home over a 4-week period. Hybrid working arrangements can evolve subject to business requirements.
Contract Type – TfL/Permanent

WHO WE ARE

Transport for London (TfL) is one of the best known and most successful Integrated Transport Authorities in the world. We’re at the forefront of technological innovation, and the envy of transport authorities around the globe.
It’s an exciting time at TFL we have additional procurement and contract management roles.
We have opportunities and challenges to deliver value for money and the right outcomes for TfL and ultimately for those that live, work, and visit London. With vacancies across multiple departments that support a diverse portfolio. Join our inclusive organisation and take the next step in your procurement and commercial career.

KEY ACCOUNTABILITIES

The roles may entail pre and post contract or be solely post contract, the list below covers both aspects.

• Collate customer requirements and specifications; source data and intelligence about suppliers, market sectors and contractual commitments for the development of the Procurement pipeline; develop procurement strategies and specific procurement plans.
• Enter/review/update the Contract Register/Pipeline utilising the Power BI suite of reporting for error and validity of entries made in the pipeline against forecasting and actual spend.
• Performance/audit and contract management reporting each period.
• Analysis of variations against requirement, working with the internal customer and challenging the Supplier for optimum value for money/savings against programme and scope.
• Assessment of invoices against work.
• Collate contract data to update forecasts of expenditure.
• Assess actual expenditure, variances, value of work done, accruals, commitments, variations etc.to enable accurate periodic financial reporting and payment.
• Assess contractors’ periodic payment to make appropriate adjustments to contract pricing and contractual terms for delivery and performance and recommend actions.
• Prepare documents and reports in support of contract administration and maintain records of all contract transactions including instructions, variations, payments and general correspondence.
• Utilise e-procurement tools, templates and standard forms of contract, to maximise the efficiency and control of the procurement process and to support the fair evaluation of responses from the bidding suppliers.
• Planning, delivering and managing all procurement activities to deliver contracts and frameworks for works, goods and services contracts. Including prequalification, tender and negotiation of contracts and contact award recommendations using procurement processes and systems.
• Supporting delivery of organisational and personal development programmes.
• Plan and engage with users to understand contract specifications and with suppliers to develop profile of delivery capability ·
• Build into contract & framework developments, TfL’s sustainable procurement obligations and preferences including assurance of procurement authority level adherence.

SKILLS:

• Procurement Management – Ability to plan, deliver and manage all procurement activities to deliver contracts and frameworks - (Desirable)
• Contract Management - Has a good understanding of a range of different forms of contract and the components required to form a contract package and the interrelationship between these elements - (Desirable)
• Listening skills, tact and diplomacy, and the ability to manage stakeholders - (Essential)
• Stakeholder and supplier relationship skills - (Desirable)
• Good level of numeracy and data analysis skills - (Essential)
• Communicate effectively, both orally and in writing, with people within and outside the organisation. Influence people across the organisation and outside - (Essential)

KNOWLEDGE:

• Able to produce estimates for schemes and able to deliver construction cost analyses
• Knowledge of JCT, ICE and NEC forms and ability to manage contract administration -
• Ability to plan and deliver cost management - (Essential)
• Ability to produce statements of requirements along with pricing schedules (desirable)
• Detailed knowledge and understanding of current domestic and EU legislative requirements and proven experience in applying these to day-to-day procurement activities and documentation – (Desirable)
• Computer literate and experienced in use of standard spreadsheet and WP software packages. – (Essential)

EXPERIENCE:

• Experience of how the various commercial activities interrelate and are applied on major work streams, projects and programmes. (Essential)
• Previous experience of working within the EU Regulations for public sector and utilities procurement (desirable)
• Hold or be working towards membership of The Chartered Institute of Procurement & Supply (CIPS) or equivalent professional qualifications - (Desirable)

• Collate customer requirements and specifications; source data and intelligence about suppliers, market sectors and contractual commitments for the development of the Procurement pipeline; develop procurement strategies and specific procurement plans.
• Enter/review/update the Contract Register/Pipeline utilising the Power BI suite of reporting for error and validity of entries made in the pipeline against forecasting and actual spend.
• Performance/audit and contract management reporting each period.
• Analysis of variations against requirement, working with the internal customer and challenging the Supplier for optimum value for money/savings against programme and scope.
• Assessment of invoices against work.
• Collate contract data to update forecasts of expenditure.
• Assess actual expenditure, variances, value of work done, accruals, commitments, variations etc.to enable accurate periodic financial reporting and payment.
• Assess contractors’ periodic payment to make appropriate adjustments to contract pricing and contractual terms for delivery and performance and recommend actions.
• Prepare documents and reports in support of contract administration and maintain records of all contract transactions including instructions, variations, payments and general correspondence.
• Utilise e-procurement tools, templates and standard forms of contract, to maximise the efficiency and control of the procurement process and to support the fair evaluation of responses from the bidding suppliers.
• Planning, delivering and managing all procurement activities to deliver contracts and frameworks for works, goods and services contracts. Including prequalification, tender and negotiation of contracts and contact award recommendations using procurement processes and systems.
• Supporting delivery of organisational and personal development programmes.
• Plan and engage with users to understand contract specifications and with suppliers to develop profile of delivery capability ·
• Build into contract & framework developments, TfL’s sustainable procurement obligations and preferences including assurance of procurement authority level adherence