JOB DESCRIPTION: Project Coordinator (charity procurement)

Reports to Manager of Member Services

Location Bristol or London. Remote working considered (extensive travel required)

Salary £29,936 - £33,500 (based on WA pay scale point 35-39)

Length of contract 37 hours a week, 3 year fixed term contract

MAIN PURPOSE OF POSTTo develop, deliver and evaluate a national procurement model across Women’s Aid’s federation of 180 members. Delivering cost savings through a range of contacts (utilities, services, goods etc.) and enabling economies of scale which allow for greater efficiency and competitiveness for small independent services in the commissioning marketplace, and therefore greater sustainability.

DUTIES AND KEY RESPONSIBILITIESRole specific responsibilities

Develop, monitor and report against project delivery plans Liaise with other federated charities to scope and identify an appropriate

business model Using a variety of methods of communication, promote the procurement model

to relevant stakeholders and secure buy in Liaise with member services to determine their product and service needs Provide business development support to members to facilitate their

engagement with the scheme Monitor business trends and product availability to pay the best price for goods

and services without sacrificing quality or delivery times Nurture relationships with suppliers to negotiate contracts for the best prices Negotiate and manage contracts with both suppliers and members Identify and research potential new suppliers, products and services Create and manage appropriate records on new suppliers and the scheme Undertake financial planning, forecasting and monitoring to ensure and to

realise the financial viability of the project Evaluate the scheme Share learning across our federation, with funders and other stakeholders.

General Responsibilities

Ensure all work aligns with and represents the values and ethos of Women’s Aid.

To keep the EMT and other relevant staff up to date on all project delivery progress and issues through regular internal briefings

To maintain clear and adequate records of work done and to produce reports on work programmes and activities as required

To take direction on priorities from the Director of Services, which may vary from time to time

To carry out word-processing, filing, and administrative tasks necessary to comply with the job description

To abide by all organisational policies, codes of conduct and practice, and to work within a framework of equal opportunities and anti-discriminatory practice

To be flexible within the broad remit of the post.

Other This job requires regular travel across England, and occasional unsocial

hours.

ESSENTIAL CRITERIA: Project Coordinator (Charity Procurement)

EXPERIENCEEssential: Experience in project management and execution Experience of working with multiple stakeholders within set timeframes to

achieve a project’s aims Experience of procurement practice; negotiating and securing contracts for

products and services Experience of negotiating contracts and delivery plans with stakeholders Experience of writing and producing briefings, resources and reports for a range

of audiences Experience of financial analysis

Desirable: Experience of working in a voluntary sector agency Experience of managing budgets

SKILLS & ABILITIESEssential: Excellent written and verbal communication skills at a variety of levels to a wide

range of audiences Ability to plan and deliver projects within a set timeframe and with clear

outputs/outcomes Skilled at negotiation to achieve positive outcomes and in managing internal

and external relationships Ability to work on own initiative to meet objectives in a complex, changing

environment Numerate and computer literate and proficient in word-processing,

spreadsheets and databases, email and Website technology, preferably in a Windows based environment

Self-motivated with a demonstrable ability to motivate others

KNOWLEDGEEssential: Knowledge of tender processes and procurement best practice Commercial awareness An understanding of the role of Women’s Aid’s member services and the

landscape they operate within An understanding of contract management and partnership working and the

measures required to make this successful

Desirable A good understanding of the experiences and needs of women and children

affected by gender based violence Knowledge of evaluation methods

EDUCATION/TRAINING

Desirable No formal qualifications are required for this role although evidence of relevant

learning is advantageous

OTHER REQUIREMENTSEssential:

Able to demonstrate a commitment and sensitivity of the aims and objectives of Women’s Aid;

Commitment to anti-discriminatory practice and equal opportunities; Willingness to work occasional unsocial hours as required.

SUMMARY OF TERMS AND CONDITIONS OF EMPLOYMENT

Terms of appointment: Confirmation of appointment will be subject to the satisfactory completion of a probationary period. This will normally be of six months (less for short term contracts). During this time an employee will be expected to establish their suitability for the post. During the probationary period employment may be terminated in writing, giving one week's notice by either party (this may be waived by mutual agreement). Only any statutory dismissal procedure will apply during the probationary period. There is no probationary period for contracts of under 3 months.

Salary: £29,936 - £33,500 (On an incremental scale guided by the WA scale points 35-39) + benefits. Salary is paid in arrears through bank credit by the 25th of each month. Part time staff receive pro-rata payment based on hours worked.

Working hours: The standard working hours for this post are 37 hours per week, based in Bristol, London or remotely; benefits include a generous bank holidays and annual leave package and contributory pension scheme.

Support and supervision: Women’s Aid has a commitment to providing regular supervision and support to staff with annual appraisals forming a key part of staff development. We have a training policy in place and encourage staff to take an active role in their career development plan. Pension: Women’s Aid is enrolled with the People’s Pension scheme. Women’s Aid normally contributes 7% of salary and the employee contributes 3% towards the group pension scheme. Eligible staff will be automatically enrolled on the scheme when they have successfully completed the 3 month interim probationary review. .

Annual Leave: Women’s Aid offers an annual leave entitlement of 25 days per year rising by one day per year until 30 days annual leave per year is reached. In addition, we offer 8 days public holidays plus 2 additional days in March and August. All leave entitlement is calculated pro-rata for part time employees.

Other leave: Employees have contractual rights to time off for reasons of sickness, maternity and other circumstances.

Period of notice: 2 months after your probationary period has been completed.

Union: You have a right to membership of a trade union. Women’s Aid recognises Unison.

Asylum and Immigration Act 1996: To confirm your right to work in the UK, Women’s Aid will need to see the original of at least one document from a specified list (available on the gov.uk website). Most commonly this is a British Passport.

Additional information is available on request.