Job Description

The National Records of Scotland (NRS) Procurement Team is a small, centralised function servicing colleagues across NRS with their procurement and purchasing activities. Within this team three Procurement Officers undertake our low / medium value procurement projects under £50k, in addition to various purchase ordering activities.

As Procurement Officer you will lead and manage a diverse range of procurement projects, using your initiative to research and source appropriate goods and services, whilst supporting colleagues and ensuring that procurement policies and procedures are followed. Through your projects and purchasing activities you will demonstrate value for money and will meet deadlines reflecting customer needs. You will also support procurement initiatives that help NRS deliver its organisational Procurement Strategy objectives.

Responsibilities

• Undertake research and investigation to inform suggested routes to market for your allocated procurement projects.
• Liaise with requisitioners and take lead in managing the end-to-end procurement process for your allocated projects. This involves explaining the procurement process to stakeholders, setting timescales, supporting the preparation of specifications, preparing tender/quote documents, controlling and coordinating clarifications and tender evaluations, selecting the supplier, providing feedback and preparing contract documents for review.
• Prepare reports, contracts, and other related procurement documentation for review and approval, and you will maintain a full audit trail of all decision making related to your procurement projects.
• Provide advice to internal and external stakeholders on contractual and commercial matters relating to NRS' procurement policy and procedures for low/medium value/risk goods and services, and you will investigate and resolve any queries at this level.
• Monitor and manage the contracts within the low value procurement team, dealing with any issues that arise.
• Establish contract purchasing agreements and purchase orders on NRS' purchase to pay system, Oracle, and you will undertake a number of housekeeping tasks within the system to ensure Contracts and Orders are up to date.
• Use your allocated Electronic Purchasing Card to pay for low value goods and services on behalf of internal customers, keeping your card secure and reconciling statements on a monthly basis as per policy and procedure.
• Provide administrative and procurement support, where required, to other members of the Procurement Team. This will include but not be limited to meetings, training activities, tender evaluations, records management activities relating to NRS' contract portfolio, preparation of reports to assist annual procurement reporting or ongoing contract management.

Responsibilities

Qualifications

As an entry level role in the procurement profession this role requires a commitment towards continuous professional development. You will be expected to gain a relevant qualification such as an SVQ3 in Procurement and Supply Chain or the CIPS Level 3 Advanced Certificate once in post. Support will be provided and time will be given to work on your qualification.

Success profile

Success profiles are specific to each job and they include the mix of skills, experience and behaviours candidates will be assessed on. The Success Profile will include the Professional / Technical skills, Experience and Behaviours.

Technical / Professional Skills:

1. Self-Development - Level 1
2. Alternative Routes to Market - Level 1
3. Building Tender Documents - Level 1

You can find out more about the skills required, here: Scottish procurement and commercial competency framework - gov.scot

Behaviours:

1. Communicating & Influencing
2. Managing a Quality Service
3. Delivering at Pace

Find out more about Behaviour levels - Success profiles: candidate guide - gov.scot

How to apply

Apply online, providing a CV and Supporting Statement (of no more than 750 words) which provides evidence of how you meet the skills, experience and behaviours listed in the Success Profile above.

Vacancy closes at 23:59pm on Thursday 7 May.

If invited for further assessment, this will consist of an interview and a presentation.

Artificial Intelligence (AI) tools can be used to support your application, but all statements and examples 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, and presented as your own) applications will be withdrawn and internal candidates may be subject to disciplinary action.

Please see our candidate guidance for more information on acceptable and unacceptable uses of AI in recruitment.

Assessments are scheduled for mid-June 2026, however this may be subject to change.

Recruitment Principles
As a government organisation, we adhere to the Civil Service Commission Recruitment Principles and we investigate any complaints received in relation to recruitment cases.

Qualifications

About us

National Records of Scotland (NRS) is Scotland's record keeper. Our purpose is to collect, preserve and produce information about Scotland's people and history and make it available to inform current and future generations. We offer rewarding careers and employ people across Scotland in a wide range of professions and roles.

NRS is a Non-Ministerial Department of the Scottish Government & and our staff are part UK Civil Service, working for Ministers and senior stakeholders to deliver vital public services which improve the lives of the people of Scotland.

We offer a supportive and inclusive working environment along with a wide range of employee benefits. Find out more about what we offer.

As part of the UK Civil Service, we uphold the Civil Service Nationality Rules.

Working pattern

Our standard hours are 35 hours per week, we offer a range of flexible and hybrid working options depending on the needs of the role. If you have specific questions about the role you are applying for, please contact us.

Security checks

Successful candidates must complete the Baseline Personnel Security Standard (BPSS), before they can be appointed. BPSS is comprised of four main pre-employment checks - Identity, Right to work, Employment History and a Criminal Record check (unspent convictions).

You can find out more about BPSS on the UK Government website, and read about the Government Vetting Charter, or about all the different levels of security checks in our Candidate Guide.

Equality statement

We are committed to equality and inclusion and we aim to recruit a diverse workforce that reflects the population of our nation.

Find out more about our commitment to diversity and how we offer and support recruitment adjustments for anyone who needs them.

Further information

Find out more about our organisation, what we offer staff members and how to apply on our Careers Website.

Read our Candidate Guide for further information on our recruitment and application processes.

For more information about the role, please contact Hattie Halkett at Hattie.Halkett@nrscotland.gov.uk