Procurement specialist job description sample

A sample job description is drawn up taking into account the professional standard

1. General Provisions

1.1. A person with a secondary vocational education, additional professional education under a professional development program and a professional retraining program in the field of procurement is accepted for the position of a procurement specialist.

1.2. The Purchasing Specialist should know:

1) the requirements of the legislation of the Russian Federation and regulatory legal acts regulating activities in the field of procurement;

2) the basics of civil, budgetary, land, labor and administrative legislation in terms of application to procurement;

3) fundamentals of antimonopoly legislation;

4) the basics of accounting in terms of application to procurement;

5) features of pricing in the market (by directions);

6) methods for determining and justifying the initial maximum contract prices;

7) features of the preparation of procurement documentation;

8) the basics of informatics in terms of application to procurement;

9) ethics of business communication and rules of negotiation;

10) labor discipline;

11) Internal labor regulations;

12) labor protection requirements and fire safety rules;

13) ……… (other documents, materials, etc.)

1.3. The Purchasing Specialist must be able to:

1) use computing and other auxiliary equipment, means of communication and communications;

2) create and maintain an information database;

3) produce documents, form, archive, send documents and information;

4) summarize the information received, prices for goods, works, services, process it statistically and formulate analytical conclusions;

5) justify the initial (maximum) purchase price;

6) describe the object of procurement;

7) develop procurement documentation;

8) analyze received applications;

9) evaluate the results and sum up the results of the procurement procedure;

10) form and coordinate the minutes of meetings of the procurement commissions based on the decisions taken by the members of the procurement commission;

11) work in a unified information system;

12) check the necessary documentation for the conclusion of contracts;

13) carry out the procedure for signing a contract with suppliers (contractors, performers);

14) interact with the procurement commissions and provide technical support for the activities of the procurement commissions;

15) draw up and draw up a report containing information on the performance of the contract, on compliance with the intermediate and final deadlines for the performance of the contract, on improper performance of the contract (indicating committed violations) or non-performance of the contract and on the sanctions that have been applied in connection with the violation of the terms of the contract or its non-performance, change or termination of the contract in the course of its execution, change of the contract or termination of the contract;

16) organize payment/refunds;

17) organize the payment of sums of money under a bank guarantee in the stipulated cases;

18) ……… (other skills and abilities)

1.4. The Procurement Specialist is guided by:

1) Federal Law of 05.04.2013 N 44-FZ "On the contract system in the field of procurement of goods, works, services to meet state and municipal needs", Federal Law of 18.07.2011 N 223-FZ "On the procurement of goods, works, services Certain Types of Legal Entities", Federal Law No. 53-FZ of 02.12.1994 "On Procurement and Supply of Agricultural Products, Raw Materials and Food for State Needs";

2) ……… (name of constituent document)

3) Regulations on ……… (name of the structural unit)

4) this job description;

5) ……… (names of local regulations governing

job functions by position)

1.5. The Procurement Specialist reports directly to ……… (title of the position of the head)

1.6. ……… (other general provisions)

2. Labor functions

2.1. Providing procurement for state, municipal and corporate needs:

1) preliminary collection of data on needs, prices for goods, works, services;

2) preparation of procurement documentation;

3) processing the results of the purchase and conclusion of the contract.

2.2. ……… (other functions)

3. Job responsibilities

3.1. The Purchasing Specialist has the following responsibilities:

3.1.1. As part of the labor function specified in subparagraph 1 of paragraph 2.1 of this job description:

1) carries out processing and analysis of information on prices for goods, works, services;

2) prepares and sends invitations to determine suppliers (contractors, performers) in various ways;

3) processes, generates and stores data, information, documents, including those received from suppliers (contractors, performers).

3.1.2. As part of the labor function specified in subparagraph 2 of paragraph 2.1 of this job description:

1) forms:

Initial (maximum) purchase price;

Description of the procurement object;

Requirements for the procurement participant;

The procedure for evaluating participants;

Draft contract;

2) draws up procurement documentation;

3) carries out the preparation and public placement of a notice of procurement, procurement documentation, draft contracts;

4) checks the necessary documentation for the procurement procedure;

5) provides organizational and technical support for the activities of procurement commissions;

6) monitors suppliers (contractors, performers) and customers in the field of procurement.

3.1.3. As part of the labor function specified in subparagraph 3 of paragraph 2.1 of this job description:

1) collects and analyzes received applications;

2) provides organizational and technical support for the activities of procurement commissions;

3) performs the processing of applications, verification of bank guarantees, evaluation of results and sums up the results of the procurement procedure;

4) prepares the minutes of the meetings of the procurement commissions on the basis of decisions made by the members of the procurement commission;

5) carries out public placement of the obtained results;

7) checks the necessary documentation for the conclusion of contracts;

8) conducts procedures for signing a contract with suppliers (contractors, performers);

9) carries out public placement of reports, information on non-fulfillment of the contract, on sanctions, on changes or termination of the contract, with the exception of information constituting a state secret;

10) prepares a document on acceptance of the results of a separate stage of contract execution;

11) organizes:

Payment for the delivered goods, work performed (its results), services rendered, as well as individual stages of contract execution;

Implementation of payment of monetary amounts under a bank guarantee in the stipulated cases;

Return of funds deposited as security for the execution of orders or security for the performance of contracts.

3.1.4. As part of the performance of his labor functions, he performs the instructions of his immediate supervisor.

3.1.5. ……… (other duties)

3.2. In the performance of his duties, the procurement specialist must comply with the following ethical standards:

1) respect the confidentiality of information;

2) observe the ethics of business communication;

3) take an active position in the fight against professional dishonesty;

4) not to disclose the materials of working studies;

5) not create conflict situations in the workplace;

6) not to take actions that discredit the profession and reputation of colleagues;

7) to prevent slander and dissemination of information discrediting other organizations and colleagues.

3.3. ……… (other job descriptions)

4. Rights

The Purchasing Specialist has the right to:

4.1. Participate in the discussion of draft decisions of the organization's management, in meetings on their preparation and implementation.

4.2. Ask the immediate supervisor for clarifications and clarifications on these instructions, issued assignments.

4.3. Request, on behalf of the immediate supervisor, and receive from other employees of the organization the necessary information, documents necessary for the execution of the assignment.

4.4. Get acquainted with the draft decisions of the management regarding the function performed by him, with documents defining his rights and obligations in his position, criteria for assessing the quality of the performance of his labor functions.

4.5. Submit proposals on the organization of labor within the framework of their labor functions for consideration by their immediate supervisor.

4.6. Participate in the discussion of issues related to the duties performed.

4.7. ……… (other rights)

5. Responsibility

5.1. The Purchasing Specialist is responsible for:

For improper performance or non-performance of their official duties provided for by this job description - in the manner established by the current labor legislation of the Russian Federation, legislation in the field of procurement;

For offenses and crimes committed in the course of their employment - in the manner prescribed by the current administrative and criminal legislation of the Russian Federation;

For causing damage to the organization - in the manner prescribed by the current labor legislation of the Russian Federation.

5.2. ……… (other liability provisions)

6. Final provisions

6.1. This job description was developed on the basis of the Professional Standard "", approved by Order of the Ministry of Labor and Social Protection of the Russian Federation dated September 10, 2015 N 625n, taking into account ... ... ... (details of the organization's local regulations)

6.2. Familiarization of the employee with this job description is carried out upon employment (before signing the employment contract).

The fact that the employee is familiarized with this job description is confirmed by ……… (signature on the familiarization sheet, which is an integral part of this instruction (in the journal of familiarization with job descriptions); in a copy of the job description kept by the employer; otherwise)

6.3. ……… (other final provisions).

As you know, from July 1, 2016, the employer is obliged to apply the qualification requirements and professional standards to the employee who will be engaged in procurement activities, if the same requirements and standards are established (Article 195.3 of the Labor Code of the Russian Federation). At the moment, the professional standards "specialist in the field of procurement" and expert in the field of procurement "are introduced by Orders of the Ministry of Labor of Russia No. 625n and 626n, respectively.

Let's see what requirements an employer should make to an applicant who wants to work in the field of procurement and what professional qualities a specialist and expert in the field of procurement should have.

Purchasing Specialist.

According to the professional standard established by the Order of the Ministry of Labor of the Russian Federation No. 625n, a procurement specialist is engaged in the control and management of procurement for the effective and efficient use of funds allocated to meet state, municipal and corporate needs. Based on this, the professional standard applies not only to customers operating within the framework of 44-FZ, but also 223-FZ.

Labor functions are expressed in four paragraphs (generalized labor functions), each of which has specific subparagraphs (labor functions):

In fairness, it should be noted that not all of the listed labor functions simultaneously apply to customers working under 44-FZ and 223-FZ. For example, the rationale for procurement is provided for by the norms of Law No. 44-FZ, and Law No. 223-FZ does not provide for such measures, but it is not forbidden to prescribe the possibility of this procedure in the procurement regulation. Also, control in the field of procurement is the responsibility of state and municipal authorities, and not customers.

However, using the data from the section III Order of the Ministry of Labor of the Russian Federation No. 625n, we can compare the generalized labor functions specified in the Order with the possible names of positions and professions listed in the section.

1. Providing procurement for state, municipal and corporate needs:

• Procurement Specialist;
• contract worker;
• contract manager.

In order for these employees to perform their functional duties, requirements are established for the presence of secondary vocational education, as well as additional vocational education (under programs for advanced training and professional retraining in the field of procurement).

2. Procurement for state, municipal and corporate needs:

• purchasing consultant;
• contract worker;
• contract manager.

For these workers, the bar of education requirements is already higher - higher education (bachelor's degree) is required, as well as additional professional education (according to programs for advanced training and professional retraining in the field of procurement).

3. Examination of the results of procurement, acceptance of the contract:

• Leading Specialist;
• contract worker;
• deputy head of the department;
• department head;
• head of the contract service;
• contract manager.

Here, of course, higher education is required, corresponding to the level of "specialist", "master" and additional professional education (under programs for advanced training and professional retraining in the field of procurement). In addition, a minimum of 4 years of practical experience is required.

4. Procurement control:

• adviser;
• deputy;
• supervisor.

As in the third paragraph, these employees must have higher professional education, additional professional education (obtained through advanced training programs and (or) professional retraining programs in the field of procurement. In addition, there are requirements for practical work experience, namely - at least 5 years in the field of procurement, including at least 2 years in managerial positions.

After analyzing these data, we can conclude that for procurement under 223-FZ, theoretically, one employee, a “leading specialist”, who can perform three generalized labor functions at once, may be enough. Of course, if the customer has the opportunity to share functions between several employees, each of them will perform his own set of such functions, corresponding to his professional level.

As we found out earlier, the fourth generalized labor function in no way applies to customers working under 44-FZ or 223-FZ, but is carried out by representatives of state or municipal authorities.

It is also worth noting that for each generalized function a skill level is set, which increases as the complexity of functional duties.

Procurement expert.

The general information indicated in the Order of the Ministry of Labor of the Russian Federation No. 626n states that the main purpose of this type of professional activity is to study and evaluate the subject of expertise, prepare expert opinions, and advise on procurement to meet state, municipal and corporate needs.

There are already three categories of generalized labor functions, which in turn include labor functions. For ease of perception, we will express this information in a diagram.

As in the case of considering the professional standard "specialist in the field of procurement", we turn to the section III, but already Order of the Ministry of Labor of the Russian Federation No. 626n in the same way comparing the generalized labor functions with the possible names of positions, professions presented in this section.

1. Procurement consulting for state, municipal and corporate needs:

• purchasing consultant;
• senior procurement specialist;
• contract manager.

To carry out these functional duties, the employee must have a higher education at the bachelor's level, have additional professional education obtained through advanced training programs in the field of procurement, and practical work experience must be at least three years in the field of procurement. And, such an employee must correspond to the 6th level of qualification.

2. Expertise in the field of procurement for state, municipal and corporate needs:

• procurement expert;
• contract manager.

Here, the employee corresponds to the 7th level of qualification, has a higher professional education (specialist, master's degree), has completed additional professional education under advanced training programs and (or) professional retraining programs in the field of procurement. And the experience of practical work of this employee in the field of procurement should be at least 4 years.

3. Organization of work on expertise and consulting in the field of procurement for state, municipal and corporate needs:

• deputy head/director (department, department, organization);
• head/director (department, department, organization);
• contract manager;
• contract manager.

An employee performing these functions must correspond to the 8th level of qualification, have a higher education (specialist, master's degree), undergo additional professional education in advanced training programs and (or) professional retraining in the field of procurement. Practical work experience should be at least 5 years in the field of procurement, including at least 3 years in managerial positions.

Basically, the functions indicated in this professional standard are used by employees of various regulatory bodies. Customers can only implement the function for the examination of performance and examination of the results of the execution of the contract. Moreover, this applies only to customers acting under Law No. 44-FZ, in particular, in accordance with Parts 3 and 4 of Art. 94, the customer is obliged to conduct an examination of the results provided by the supplier (contractor, performer), provided for by the contract, in terms of their compliance with the terms of the contract. The review can be done as on their own and with the involvement of experts or expert organizations. The function of conducting an examination by the customer can be performed by him contract manager , whose skill level just meets the requirements of the standard.

Examination of the execution and results of the execution of the contract.

Let's take this job function as an example and consider what kind of employee can perform it according to the professional standard "expert in the field of procurement". according to part 3.2.2 of the professional standard, the employee performs a certain set of labor actions , has necessary skills , armed with a set necessary knowledge , and also corresponds to certain ethical standards .

labor actions which are carried out by the employee, consist in the examination of the performance of the contract, the compliance of the completed contract with the conditions established in the contract, the verification of the compliance of the quality of goods, works, services with the conditions established in the contract. In addition, this employee is engaged in the preparation and execution of a document in the form of a conclusion based on the results of the examination.

From the labor actions we have considered, the requirements for necessary skills an employee who must be able to use computing and other auxiliary equipment, means of communication and communications. And, of course, to identify violations of the contract and the results of the executed contract during the examination, as well as to identify violations of the quality of goods, works, services. And according to the results of the examination - to draw up and draw up a conclusion.

In order to perform the labor functions mentioned by us, the employee must have necessary knowledge :

• requirements of the legislation of the Russian Federation and regulatory legal acts regulating activities in the field of procurement;
• fundamentals of civil, budgetary, labor and administrative legislation in terms of application to procurement;
• economic bases and peculiarities of pricing in the market by directions;
• fundamentals of accounting in terms of application to procurement;
• fundamentals of statistics in terms of application to procurement;
• features of the preparation of procurement documentation;
• the procedure for establishing pricing factors and identifying qualitative characteristics that affect the cost of goods, works, services (by directions);
• features of claim work;
• methodology for conducting an examination of the conformity of the results stipulated by the contract with the terms of the contract;
• ethics of business communication and rules of negotiation;
• labor discipline and internal labor regulations;
• labor protection requirements.

An important feature of a true professional, in addition to the impeccable performance of the assigned tasks, of course, is his compliance with ethical standards. Thus, procurement experts should:

• respect the confidentiality of information agreed with the customer;
• observe the ethics of business communication;
• take an active position in the fight against professional dishonesty;
• perform the examination objectively and impartially, without regard to personal interests;
• do not hide or ignore reliable facts that refute the logic of ongoing research and calculations during the examination;
• not to disclose the materials of working studies without the consent of the employer;
• not create conflict situations in the workplace and in relations with the customer;
• do not take actions that damage the reputation of the organization;
• not to take actions that discredit the profession and reputation of colleagues;
• to prevent slander and dissemination of information discrediting other organizations and colleagues.

As we can see, professional standards do not simply describe the work functions that a particular employee must perform, but bring into line with these work functions the various professional qualities that a procurement specialist and a procurement expert must correspond to. Considering a kind of portrait of an employee, the employer will be able to most accurately navigate the choice of the specialist he is looking for. And the latter, in turn, has guidelines, based on which he can not only bring his professional level in line with his position, but also understand what steps need to be taken for further professional and career growth.

You can learn more about professional standards by following the links:

The sphere of public procurement is one of the most dynamic in modern legislation. At the same time, sanctions (including personal ones) for non-compliance with the law in this area are quite large. However, the number of people who want to get the position of a public procurement specialist is not decreasing, apparently because young people often do not fully understand what exactly a public procurement specialist should know and be able to do and what is included in his immediate duties.

Let's try to briefly talk about what a novice public procurement specialist should know and be able to do.

What education should a public procurement specialist have?

In the fall of 2015, this area was finally put in order. If earlier the concepts of “contract manager” or “public procurement specialist” were only general phrases, and people who were engaged in public procurement held the positions of lawyers, economists or accountants, now there are a number of positions with requirements for their applicants.

The general requirements are: higher or secondary vocational education (depending on the position), advanced training or retraining program, as well as work experience. These requirements are detailed in professional standards.

As a rule, most often people with a legal, economic or accounting education become specialists in public procurement. Moreover, in small organizations, they get work with purchases in addition to their main responsibilities. And only large organizations (both customers and suppliers) can afford an individual employee or even an entire contract service.

What knowledge should a public procurement specialist have?

The answer to this question is simple and complex at the same time. To begin with, a future public procurement specialist should have at least a superficial knowledge in areas such as law, accounting and contract work. If this knowledge is not available, the job may not be possible, especially if the person has to become the only public procurement specialist in the organization. It is also important to understand at least a little the specifics of the organization.

These requirements are due to the fact that people involved in procurement on the part of the customer must plan the necessary purchases, carry them out, conclude contracts, and then accept works, goods, services and draw up relevant documents. And specialists working on the side of suppliers should be engaged in the search for purchases of interest to their organization, the preparation of proposals, the conclusion of contracts, etc., therefore, in order to find a suitable purchase, you need to understand what exactly your organization offers.

The next stage is the completion of advanced training courses in public procurement. For specialists working on the part of the customer, this stage is mandatory (if you look at the offered vacancies, a certificate of advanced training is almost the only mandatory requirement for applicants for this position). For specialists who want to work in the field of public procurement on the part of the supplier, this stage is desirable, because without it, to understand all the intricacies of Federal Law No. 44-FZ of 04/05/2013 "On the contract system in the field of procurement of goods, works, services to meet state and municipal needs” and other related legislative acts is extremely difficult.

At the same time, it should be understood that taking courses will not make you a real specialist. The courses will give you theoretical and, perhaps, some practical knowledge that you will have to supplement on your own. And therefore - a few words about personal characteristics.

What Qualities Should a Public Procurement Specialist Have?

Trite, but a public procurement specialist should be a very attentive person. This is the very area where a mistake in the date can lead to huge fines both for the organization and personally for the person who made the mistake. An inattentive reading of the supplier's documentation may result in their organization not being allowed to participate in a very lucrative tender or, even worse, in the fact that the organization will not be able to fulfill its obligations and fall into the register of unscrupulous suppliers, losing the ability to accept participation in public procurement.

Since public procurement legislation tends to change regularly, a person working in this area must have a good learning ability. Continuous professional development (we are talking not only about courses, but also about self-education) is an integral part of the work of a public procurement specialist.

Another important quality of a public procurement specialist is high efficiency. As mentioned above, in small organizations, a public procurement specialist usually also performs the functions of an accountant, lawyer or economist. Therefore, a small volume of purchases in such organizations will be accompanied by an additional burden. And in large organizations where the volume of purchases is large, the public procurement specialist will have to work for three. If you are not ready for a constant workload and periodic hands-on work, this job is not for you.

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About the standard for procurement professionals

Approved a new professional standard for a procurement specialist

On November 8, 2019, on the website of draft regulations, the Ministry of Labor published a draft Order on the approval of a professional standard for a specialist in the field of procurement. It consists of 4 sections:

1. General information.
2. Description of the labor functions of a specialist included in the professional standard (functional map of the type of professional activity).
3. Characteristics of the generalized labor functions of a specialist in the field of public procurement:
   • providing and conducting;
   • examination of the results, acceptance of the contract (agreement);
   • control.

Here is a functional map of the type of professional activity from the 2nd section of the professional standard for a specialist in the procurement field.

The third section of the professional standard reveals the content of the generalized labor functions of a specialist and the labor functions that are included in them.

Consider the generalized labor function of the specialist "Ensuring public procurement", it includes 3 functions:

1. Preliminary collection of data on needs, prices for goods, works, services and other objects of property rights.
2. Preparation of procurement documentation.
3. Processing the results of the purchase and conclusion of a contract (agreement).

In the professional standard for this generalized function, possible names of positions (professions) are registered:

• Procurement Specialist;
• purchasing agent;
• purchaser;
• contract service worker;
• contract service specialist.

And for the labor function, the preliminary collection of data on needs, prices for goods, works, services and other objects of property rights for specialists was prescribed:

1. labor actions
2. Skills.
3. Knowledge.
4. Other characteristics.

We collected them in a table for example.

Other labor functions for specialists are disclosed by analogy with this one.

Approved a new professional standard for an expert in the field of procurement

On November 8, 2019, on the website of draft regulations, the Ministry of Labor posted a draft Order, which approves the professional standard "Expert in the field of procurement". It consists of 4 sections:

1. General information.
2. Description of labor functions that are included in the professional standard (functional map of the type of professional activity).
3. Characteristics of generalized labor functions:
   • advising in the field of public procurement;
   • expertise in the field of public procurement;
   • organization of work on expertise and consulting in the field of public procurement.
4. Information about the organizations - the developers of the professional standard.

Labor functions, actions, skills and knowledge for an expert in the field of public procurement are described by analogy with a specialist.

How professional standards work now

The concept of a professional standard appeared in the Labor Code in 2012. Based on the Rules of Standards, which were approved by Government Decree No. 23 of 01/22/2013, the Ministry of Labor developed and put into effect by Orders of 09/10/2015 two specialties for those working in the field of procurement: No. 625n - professional standard of a procurement specialist, No. 626n - an expert.

The circle of performing persons is determined by the government Decree No. 584 of 06/27/2016.

For organizations with a state equity participation of more than 50%, Government Decree No. 584 dated 06/27/2016 provided for the phased application of qualification requirements until 01/01/2019.

Since 2020, employers must apply the professional standard of a contract manager only in terms of the requirements for the education of employees. This is the opinion of the Ministry of Economic Development from Letter No. D28i-841 dated April 6, 2016. And it complies with labor laws. In part 1 of Art. 195.3 of the Labor Code states that if the NLA specifies the requirements for the qualifications that an employee needs to perform a labor function, then employers have the right to apply professional standards only in part of these requirements. And in 44-FZ there is a requirement only for education in the field of procurement. Therefore, only these requirements of professional standards are mandatory. The rest of the qualities the customer uses as the basis for determining the requirements for the qualifications of employees. This rule is spelled out in part 3 of Art. 195.3 TK.

Professional standards are applied when creating a purchasing commission. Preference is given to employees with professional retraining, advanced training, special knowledge about the procurement object (part 5 of article 39).

Profstandard "Specialist"

The current year is a kind of watershed. Back in 2016, it was enough for a contract worker to have an education in the rules for placing orders. The current situation obliges to comply with the professional standard of a procurement specialist from 2020 with the availability of documents on education in the contract field.

This specialty is divided by authority in accordance with the scale of difficulty.

Here are the qualification requirements for the Purchasing Specialist position:

• level 5, initial - provision (preliminary data collection, preparation of documentation, conclusion of a contract);
• 6 - implementation (drawing up plans and justifications, implementation of procedures);
• 7 - verification (analysis of the results of public procurement, fulfillment of the terms of the contract and product quality);
• 8 - maximum - control (monitoring and audit).

The requirements for the education and training of specialists have been drawn up:

1. Secondary, additional professional.
2. Higher (bachelor's degree), additional professional.
3. Higher (specialist, magistracy), additional professional.

The terms of practical work experience for specialists in the field of public procurement are determined:

1. At least 3 years.
2. At least 4.
3. At least 5, including at least 2 in leadership positions.

Profstandard "Expert"

The tasks of conducting an examination and consulting, evaluating a product include the professional standard of an expert in the field of procurement. Fixed labor functions - the same list.

A similar classification system from the minimum level of complexity to the maximum can be traced here, there are only three of them:

1. Level 6 - consulting (market monitoring, references).
2. 7 - expertise (in relation to procedures and execution of contracts).
3. 8 - work on consulting and expertise (organization management, certification, problem research).

For the minimum limit, higher, additional professional education with at least 3 years of practical experience is required.

For the middle level, higher education (specialist, master's degree) and additional professional education and at least 4 years of work are required.

For the maximum level, you will have to get the same education as for the secondary one, but the period of professional activity cannot be less than 5 years, including less than 3 in managerial positions.