Contracts & Procurement Manager [3 Days Left]

JOB DESCRIPTION: CONTRACTS AND PROCUREMENT MANAGER

LOCATION: DUBLIN CITY CENTRE

CONTRACT: PERMANENT/ 37 HOURS PER WEEK

REPORTING TO: HEAD OF PROPERTY SERVICES

RESPONSIBLE TO: DIRECTOR OF BUILDING INVESTMENT & PROPERTY SERVICES

JOB SUMMARY

The Property Services Department is responsible for the maintenance and upkeep of Tuath's property portfolio, assisting our Development colleagues in the delivery of new properties and providing support to the Housing Department on any property-related matters.

The Contracts and Procurement Manager oversees the delivery of Tuath Housing’s planned programmes, cyclical programmes, and other capital projects, ensuring that programmes are procured fully in compliance with all National and European Public Procurement Requirements and are based on appropriate forms of works and service contracts in accordance with our internal policies and procedures. Additionally, the post holder will assist in the delivery of the annual Stock Condition Survey Programme; managing significant essential repairs projects; updating technical documents; managing and training new team members.

KEY RESPONSIBILITIES

1. General

1. Lead, support, and manage staff including leave, performance monitoring, training, and mileage claims.

2. Effectively manage staff in accordance with statutory requirements and agreed policies and procedures achieving high performance and demonstrating best practice.

3. Oversee all projects that staff are working on, monitoring work in progress records and other key performance indicators.

4. Ensure the delivery of high quality, cost-effective, and customer-focused planned maintenance, servicing, acquisition, and cyclical replacement programmes.

5. Training and mentoring staff including fulfilling the role of Supervisor or Counsellor for staff undertaking the APC process to become Chartered through the SCSI.

6. Recommend action and bring forward proposals to ensure the smooth and efficient running of the department incorporating best practice principles at all times.

7. Assist in the performance review of Professional Consultants and Contractors.

8. Ensure tendering procedures are carried out fully in accordance with the EU Procurement, H&S Legislation, and other relevant regulations. Assist in the analysis and sign-off of tenders received.

9. Maintain an excellent working knowledge of procurement regulations and procedures.

10. Maintain an excellent working knowledge of the suite of Government Public Works Contracts and procedures.

11. Have a good technical background and keep up to date with current building standards.

12. Support relevant staff in the management of individual project teams and stakeholder relationships.

13. Oversee and deliver effective consultation with staff, professionals, contractors, and other stakeholders enabling an efficient service.

14. Work in partnership with internal departments to ensure property services requirements are implemented efficiently and on time.

15. Manage projects from initiation to completion when necessary.

16. Ensure staff are keeping works trackers, which monitor programme, budget, and spend, up to date and liaising with admin staff on monthly requisitions.

17. Manage annual budgets set for direct cost spends on relevant areas of spend within property services, maintaining monthly records to indicate actual performance versus budget and report on any variances.

18. Liaise with the Asset Department in updating the monthly Property Services Compliance Dashboard.

19. Maintain up to date and accurate information relating to relevant aspects of the Company’s Asset and Liabilities Register.

20. Maintain and develop Policy and Procedure Documents, Performance Specifications, and other key technical documents.

21. Act as line manager over staff within the Property Services Department when the Head of Property Services is off.

22. Liaison with Housing Management on all aspects affecting tenants.

23. To fulfill all care and high standards regarding both Tuath’s and your own health and safety obligations.

24. To positively promote the Association in all activities.

25. To exercise discretion in all aspects of the role.

26. Offer technical advice to other staff.

27. Any other duties which are consistent with your role.

2. Planned & Cyclical Maintenance

1. Develop, manage, and oversee the Planned and Cyclical Maintenance Programmes.

2. Assist the Director of Property Services in compiling annual Property Services budgets ensuring budget vs spend is accurately tracked and monitored.

3. Manage the procurement, assessment, and appointment of works and service contracts as necessary to support our planned and cyclical maintenance programmes.

4. Assist in the Management of Tuath’s annual Stock Condition Survey (SCS) Programme to achieve Tuath’s Regulators Annual Return targets. Coordinate with the Assist Coordinator in providing SCS info to update Tuath’s Asset Database (TAD).

5. Assist the Head of Property Services and Director of Property Services in preparing reports for Sub Committee meetings, Board meetings, Performance Meetings, and other meetings.

6. Procuring Service and Maintenance Contracts.

7. Undertaking pre and post inspections of properties and works.

8. Management of contracts including attending meetings, monitoring progress and performance, drafting reports.

9. Managing the programmes using a Building Asset Database.

3. Contract Procurement & Management

1. Work with departments in the preparation of the project brief, specification, scope of services documents, and the tender package for Design Teams.

2. Preparation of specifications, working drawings, and contract documentation.

3. Preparation of documents for tender and advising on the appointment of contractors and procurement routes.

4. Preparation, implementation, and management of works programmes.

5. Advise department Director and/or Manager of anticipated variations in final contract sum.

6. Keep Housing Management informed of progress on works programmes as and when necessary.

7. Ensure all Health & Safety regulations are adhered to.

8. By consultation with Housing Officer / Tenants obtain feedback on design and specification standards.

9. Supervision of planned maintenance contracts and cost control.

10. Assisting in the procurement of Contractors and Professionals alike.

11. Assisting in the provision of feasibility studies as necessary.

12. Assisting with preparing cost estimates for projects as required.

4. Other

1. Represent the Association to other agencies.

2. Produce reports for and attend Board meetings and other committee meetings as required.

3. Act as an information and advice source to staff.

4. To conduct all activities in a manner which is safe to yourself and others. To be aware and to act in accordance with the Association’s Health and Safety Policy.

5. To positively promote the Association in all activities.

6. To exercise discretion in all aspects of the role.

7. Any other duties which are consistent with your role.

This job description is not definitive or restrictive and will be subject to periodic review.

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