Senior Contract Manager

Job summary

Contract management is a varied and dynamic profession, and it is not possible to characterise a standard day, meaning this role would be varied and exciting for the successful candidate. The Contract Manager will be required to be responsive, adaptable and flexible to meet the demands of a job which is part of a dynamic industry subject to change.

As a Senior Contract Manager, the successful candidate performing this role will need to be proactive, a capable communicator and an enthusiastic team-member, and be able to prioritise tasks and manage workload to reflect organisational needs.

Working as part of a small and responsive team of contract management professionals, the role will support (and where appropriate, lead) the management of Cefas’ most strategic and/or critical (i.e. Silver / Gold tier as defined by the Cabinet Office Contract Tiering Tool) contracts and suppliers, for example:

• Cefas’ Research Vessel (RV) Management Services contract for RV Cefas Endeavour (see here for further details);
• the future contract associated with the build of a replacement for RV Cefas Endeavour (see here for further details); and
• Cefas’ Travel Management Services contract.

Workdays are likely to include periods of unsupervised working on contract administration, periods in which you will support and engage with senior members of the team, periods of direct engagement with suppliers / customers, and attendance at facilities aligned with the contract delivery (e.g. operational / delivery sites).

This would be a fantastic opportunity to support further learning and development, with opportunities for increased responsibility and challenges to those who demonstrate improved competence and capability.

This role is an exciting and demanding position and is aimed at those seeking to develop in the realm of contract and commercial management.

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

Welcome to Cefas (youtube.com)

Job description

Your main duties and responsibilities will include, but are not limited to:

Sourcing

• Supporting / Leading contract document production.
• Contract file maintenance and administration.
• Assisting with development of contract sourcing and commercial strategies that reflect the needs of the business.
• Support pre-sourcing market analysis and engagement.
• Support development of business cases.
• Preparation of contract amendments in line with level of delegation.
• Supporting the development of strategies for transition from sourcing / procurement to contract management.

Contract and Supplier Management

• Leading and assisting the development and implementation of contract management plans, compliance and obligations matrices.
• Leading and assisting with commercial contract management, customer / supplier management and negotiation (including performance monitoring and management) for Silver / Gold tier contracts to deliver enduring through-life value-for-money solutions.
• Providing timely feedback on supplier performance issues and successes to Project and Commercial colleagues.
• Maintaining effective contract management information systems.
• Leading and supporting contract enforcement through:
  • identifying considerations.
  • identifying performance trends
  • evaluating non-conformance.
  • identifying enforcement tools and remedies.
  • performing first-line dispute resolution, with escalation to senior commercial colleagues where unresolved in line with the Contract.
• Supporting and mentoring Operational Contract Managers within Cefas.
• Supporting allocated project team engagement with suppliers when commercial aspects might be affected; and carrying out Contract Management, filing and contract administration activities.

For the avoidance of doubt, this role will require domestic and international travel to allow for effective customer / supplier management, stakeholder engagement, etc., with the extent of travel dependent on individual contract or organisational requirements.

In addition, Cefas reserves the right to ask staff to take on additional duties and responsibilities which are commensurate with their grade. Management will have a discussion with staff to explain the changes that are to be made. A new job description will be issued if required.

Person specification

Person Specification and Essential Criteria section

The following are essential criteria required for this role and you must be able to demonstrate your skills and experience in the following areas:

• Significant experience of operational contract management, commercial contract management, supplier management and negotiation (including performance management) of Silver / Gold tier contracts (or equivalent), either in a formal Contract Manager role, or delivered as part of a wider role (e.g. Project Management).
• Awareness of UK Government approaches and best practice surrounding contract management (e.g. Contract Management Playbook).
• Excellent communication and negotiation skills.
• An awareness of Cefas' role in Government, along with Cefas' breadth and capability, for the management of associated contracts.
• Completion of Contract Management Foundation and Beyond Foundation within the first 3 months of commencing the role (if not already held).
• Secure Contract Management Practitioner or Expert accreditation from the Government Commercial College’s Contract Management Capability Programme within first 12 months (if not already held).
• A commitment to leading equity, diversity and inclusion, including role modelling behaviours which help to develop a more diverse and inclusive workforce.

Licences

As stated in the person specification there is a requirement of the following for the successful candidate. Secure Contract Management Practitioner or Expert accreditation from the Government Commercial College’s Contract Management Capability Programme within first 12 months (if not already held).

Behaviours

We'll assess you against these behaviours during the selection process:

• Managing a Quality Service
• Making Effective Decisions
• Working Together

We only ask for evidence of these behaviours on your application form:

• Managing a Quality Service

Benefits

Alongside your salary of £44,285, Centre for Environment, Fisheries and Aquaculture Science contributes £12,829 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• Generous annual leave entitlement – Cefas offers 25 days' annual leave on entry (rising to 30 days over first 5yrs) for full-time new entrants to the Civil Service Employees receive 8 public holidays a year, plus an additional day to mark the King's birthday.
• Access to learning and development tailored to your role.
• A working environment that supports a range of flexible working options.
• A working culture which encourages inclusion and diversity.
• Eligible to join the Civil Service Pension scheme – more information can be found on the CSP website http://www.civilservicepensionscheme.org.uk/
• Skills and Personal Effectiveness Allowances (SPEA) to recognise the development of capability and enhanced responsibility that it is possible to build up over time spent working at a particular grade (minimum of two years). These are non-consolidated.
• Biannual Personal Performance Payments (non-consolidated) linked to individual performance.
• Spot Performance Payments (non-consolidated) linked to outstanding work delivered, outstanding results achieved or outstanding contribution.

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.

Application Process

As part of the application process, you are asked to provide a CV that details your employment history, the positions and responsibilities you held, and the key knowledge and skills you used, a maximum 750-word personal statement on how you meet the essential criteria as stated in the person specification and essential criteria section, and a maximum 250-word response to the advertised question below concerning the advertised lead behaviour – Managing a Quality Service.

The question for candidates to respond to on their application form is:

Describe a time when you were responsible for managing a Silver / Gold tier (or equivalent) contract and supplier and explain the steps you took to either prevent underperformance or return their performance to the contractual requirements and/or Service Level Agreements.

At the application stage, Candidates will receive scores from 1-7 on the following:

1. The lead behaviour – Managing a Quality Service
2. CV/ experience which will assess the information provided in both the CV and within the personal statement responding to the requirements as advertised in the essential criteria within the essential criteria and person specification section
3. Personal statement which will assess the information provided in the personal statement responding to the requirements as advertised in the essential criteria within the essential criteria and person specification section

• For guidance on Civil Service Success Profiles, this video tells you what you’ll need to provide throughout the assessment process with supporting guidance on each step. Link – Success Profiles - GOV.UK (www.gov.uk)

• For guidance on how to construct your CV, you are encouraged to visit Civil Service Careers. Link - CV

• For guidance on how to construct your personal statement, you are encouraged to visit Civil Service Careers. Link – Statement

• For guidance on how to construct your lead behaviour statement, you are encouraged to visit Civil Service Careers. Link – Behaviours

We would recommend the STAR model to structure your answers. We find this allows you to best demonstrate your skills and experience, we can get to know you and can support you to show your skills and experience to answer questions linked to the advertised success profiles.

What STAR stands for

• Situation - the situation you had to deal with

• Task - the task you were given to do

• Action - the action you took

• Result - what happened as a result of your action and what you learned from the experience

How to use STAR

You can use the STAR method to structure the examples you give to questions. You can use it to highlight particular skills and qualities you have that the employer is looking for.

When using STAR, remember:

• you can use examples from work, home or volunteering

• keep examples short and to the point

• if shortlisted be prepared to answer follow-up questions about the examples you give at the interview stage

Sift

The sift panel will use the information in your CV and personal statement to assess your experience and how you meet the essential criteria as stated in the person specification and essential criteria section. The sift panel will also assess the maximum 250-word response to the advertised question below concerning the advertised lead behaviour – Managing a Quality Service.

The question for candidates to respond to on their application form is:

Describe a time when you were responsible for managing a Silver / Gold tier (or equivalent) contract and supplier and explain the steps you took to either prevent underperformance or return their performance to the contractual requirements and/or Service Level Agreements.

Should a large number of applications be received, an initial sift may be conducted using the lead behaviour – Managing a Quality Service. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.

Interview schedule and details will be confirmed on release of the sift results.

Interview

If successful at application stage, you will be invited to interview where you will be assessed on the three advertised behaviours and experience. It is also important to inform prospective candidates that the interview questions will be provided to all shortlisted candidates in advance of the planned date and time of interview.

The three advertised behaviours:

• Managing a Quality Service
• Making Effective Decisions
• Working Together

Please be aware that interviews will take place in person at the Cefas Lowestoft Laboratory.

If scores are equal following interview, an assessment of the lead behaviour – Managing a Quality Service will be used by the panel.

If shortlisted for interview, you will be asked to provide a maximum 10-minute presentation entitled:

‘How to successfully deliver value for money in strategic / critical (i.e. Silver / Gold tier or equivalent) contracts through good contract management.’.

The presentation will assess demonstrate the lead behaviour Managing a Quality Service, along with elements of the Person Specification and Essential Criteria.

A date has not yet been confirmed for the interviews to take place.

Location

Please be aware that this role will be contractually based at Lowestoft The successful candidate is required to carry out all their duties from a UK location and cannot do so from an overseas location at any time.

Successful candidates are expected to work from one of the laboratory or office locations listed in this advert in order to connect with their colleagues, as required by their role and business needs.

As part of the pre-employment process, successful candidate(s) will be able to agree a contractual workplace from those locations listed in this advert. The agreed contractual workplace is then the substantive and permanent place of work for the successful candidate(s)

The agreed amount of time spent at a workplace for this post will reflect the requirement for Civil Servants to spend at least 60% of their working time in an organisation workplace with the option to work the remaining time flexibly from home. Working time spent at a workplace may include time spent at other organisational locations, together with the supplier, customer or partner locations. This is non-contractual agreement which is consistent with common Civil Service expectations.

Where the location is ‘National’ the successful appointee should discuss an appropriate contractual location in line with both Defra’s location policy and site capacity, prior to proceeding with pre-employment processes.

The successful candidates are required to carry out all their duties from a UK location and cannot do so from an oversees location at any time.

Defra includes the core department, APHA, RPA, Cefas and VMD.

Travel costs to non-contractual workplaces will be subject to departmental travel and subsistence policies. Travel costs to contractual workplaces are the responsibility of the employee.

Reserve List

A reserve list may be held for a period of 12 months from which further appointments can be made.

Visa Sponsorship Statement

Please take note that Defra and Cefas does not hold a UK Visa & Immigration (UKVI) Skilled worker sponsor licence and are unable to sponsor any individuals for Skilled Worker Sponsorship.

Reasonable Adjustment

If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes.

If you need a change to be made so that you can make your application, you should:

• Contact Government Recruitment Service via defrarecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.

• Complete the “Assistance required” section in the “Additional requirements” page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional.

Accessibility

If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.

Criminal Record Check

If successful and transferring from another Government Department, a criminal record check may be carried out.

In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service on your behalf. However, we recognise in exceptional circumstances some candidates will want to send their completed forms direct. If you will be doing this, please advise Government Recruitment Service of your intention by emailing Pre-EmploymentChecks.grs@cabinetoffice.gov.uk stating the job reference number in the subject heading.

Internal Fraud Database Check

Applicants who are successful at interview will be, as part of pre-employment screening subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant’s details held on the IFD will be refused employment.

A candidate is not eligible to apply for a role within the Civil Service if the application is made within a 5-year period following a dismissal for carrying out internal fraud against government.

Childcare Vouchers

Any move to DEFRA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare; for further information visit the Childcare Choices website.

Feedback

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a basic (or equivalent) criminal record check.People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Amanda Miles or Alec Wilson
• Email : resourcing@cefas.gov.uk

Recruitment team

• Email : defrarecruitment.grs@cabinetoffice.gov.uk

Further information

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact Government Recruitment Services via email: defrarecruitment.grs@cabinetoffice.gov.uk
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: here