Job Description Job title
Contracts and Procurement Officer
Group
Corporate
Section
Financial Services
Responsible to
Procurement Team Leader
Responsibility for Employees Date
- None
January 2015
Job Purpose This job exists to provide support to the Procurement Team Leader in developing, maintaining and reviewing Council’s procurement guidelines, procedures and policies and delivering a high level of contract services to the organisation. The Contracts and Procurement Officer will be responsible for coordinating and assisting with sustainable procurement initiatives, coordinating procurement throughout Council, providing support for Council’s electronic purchasing module and users, monitoring internal procurement systems, supporting procurement projects across all Council divisions, providing procurement advice to Council staff, negotiating new supply agreements and renegotiating existing supply agreements. This position also coordinates and supervises Councils contract administration/management services and electronic tendering services.
Functional relationships (relating to others) External
Purpose and frequency of contact
• • • • •
•
Manage purchase order system including adherence to processes Daily
•
Maintain pre-approved supplier list including establishing supplier relationships and agreements Daily
•
Manage p-cards, including adds/changes and deletions of users. adherence of p card processes, and processing of monthly statements. Daily
• • •
Support contract arrangements and tender processes Daily Purchase order system – training of new staff as required Assist in establishing and managing joint procurement initiatives Occasionally Maintain relationships and share knowledge Occasionally
Creditors Suppliers Consultants and Contractors Contractors BoPLASS procurement forum • Sustainable procurement groups (such as the Joint Procurement Group) • other Local Authorities • Banks
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Internal
Purpose and frequency of contact
• Staff at all levels of the organisation
•
Organisation wide provision of procurement and contracts support Daily
Key result areas The job encompasses the following major functions or key result areas: •
People management
•
Relationship management
•
Corporate contribution
The requirements in the above key result areas are broadly identified below:
Key accountabilities Key accountabilities (job holder is responsible for) 1
Job Specific Accountabilities
•
Support Procurement Team Leader in the development and implementation of Council's procurement policy and procedures.. Identify opportunities for new and integrated supply agreements. Gain economic savings and increased service levels from suppliers. Assisting in development of Key Performance Indicators for new and existing suppliers and monitoring of these. Monitor internal procurement and contracts systems and processes, and ensure that compliance is achieved across the organisation. Undertake, complete and assist in specific procurement projects and provide ongoing monitoring as required. Provide staff with training on Council’s procurement and contracts systems and processes to a knowledge level relevant to their position. Provide support to contract managers through the contracts process to ensure that Council procedures and policies are followed and risks are minimised. Maintain a register of all Council contracts in order to track and monitor contract performance, risks and commitments. Manage Council's interface with Tenderlink and GETS and coordinate all external tender advertising. Participate in tender box opening and recording, and assist with tender evaluation
• • • •
• •
•
• • •
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Key accountability measures (jobholder is successful when) • •
•
• • • •
• •
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Council has operational Contracts Manual and procurement guidelines, procedures, templates and policy. Supplier agreements are established and we enter into joint procurement initiatives with BoPLASS or other relevant organisations where appropriate. Successful negotiation with new and existing suppliers resulting in economic savings and increased service levels, and report on these achievements on an annual basis. Monitor supplier agreements through key performance indicators and report on achievements. Assist staff with queries and problems with procurement systems and processes, and address/resolve any non-compliance issues. Procurement projects are completed in an accurate and timely manner with project objectives achieved. Existing staff have a good working knowledge of our procurement and contracts procedures and systems, and new staff are inducted appropriately. An adequate level of support is provided to contract managers so that they correctly follow Council policies and procedures. A register of all Council contracts is maintained and managed, and Contract reports are supplied to Council on a regular basis. Tenderers have up to date and accurate information regarding tenders they are 2
Procurement Officer
Key accountabilities (job holder is responsible for) •
Key accountability measures (jobholder is successful when)
process where necessary. Undertake any other relevant duties as directed by the Corporate Property Manager and/or Financial Controller.
• •
interested in. Tender process runs smoothly and efficiently. Any other duties are completed in a professional and timely manner to appropriate standards.
2
Relationship Management
•
Establish and maintain close working relationships with internal and external contacts including Local Authorities, ratepayers, landowners, suppliers, consultants, and contractors.
•
Effective, professional relationships and partnerships are developed and maintained with internal and external contacts.
•
Professional image is conveyed in public forums.
•
Queries are dealt with in a professional and courteous manner.
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Provide excellent customer service and ensuring that a professional manner is maintained with customers at all times. Acting as a representative for Council at appropriate Local Government conferences and seminars, procurement groups and other events held.
3
Corporate contribution
•
Promote the implementation of the Corporate Culture Statement, Leadership Model and Health and Safety Systems.
•
Corporate responsibilities are undertaken and completed accurately, meeting specified standards and within agreed timeframes.
•
Recognise individual responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992.
•
Hazards are identified and all incidents and accidents are reported.
•
•
Meet the statutory responsibilities detailed in the Information Management Policy and Procedures standard.
Participate in any wellness programmes, such as stress management training and health monitoring.
•
•
Meet Bay of Plenty Regional Council’s statutory responsibilities for civil defence and emergency management.
Council records are created and maintained in corporate information systems, meeting specified information management standards.
•
Participate in any civil defence and emergency management training initiatives and assist with any civil defence emergencies, as part of Bay of Plenty Regional Council’s responsibilities for civil defence and emergency management.
•
Delegations In accordance with the Council’s Delegation Instrument(s) this job: Does / Can /
Does not control a budget
Amount $
Cannot spend money from other’s budget
Jobholder can spend unbudgeted capital
Yes
Amount $ No
Amount $
Jobholder is responsible for committing the organisation to long term contracts Jobholder signs correspondence on behalf of the Council
Yes
Yes
No
No
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Guidelines and support available to assist the job holder to make decisions e.g. policy documents, standard procedures, reference to team leader or senior Employees. If job holder can make decisions without approval from anyone else, please note that authority. •
The Contracts and Procurement Officer is supported by the Procurement Team Leader.
•
The Contracts and Procurement Officer is expected to work with minimal supervision.
•
The Contracts and Procurement Officer has a role in assisting the Procurement Team Leader in developing and reviewing policies and procedures. In doing so they must follow Government best practice guidelines and comply with legislative requirements.
•
The Contracts and Procurement Officer has an auditing and tracking responsibility, and is expected to monitor compliance with Council's policies and procedures, bringing any issues to the attention of the appropriate Manager.
Work complexity Most challenging duties typically undertaken, and the frequency of it being performed: •
Negotiation of supplier agreements resulting in economic savings and increased service levels. Convey information and ideas through a variety of media types to individuals or groups in a manner that engages the audience and helps them understand and retain the key messages. Use their interpersonal styles and methods to inspire and guide others towards positive changes in behaviour. Training of new staff in the use of the purchase order system.
• • •
Other aspects Note any significant aspects of this job that have not been captured elsewhere in this document. •
A high level of collaboration and consultation with contract managers, project managers and budget managers within the organisation is required to ensure that efficient and effective processes are developed while also complying with legislative and audit requirements.
Person specification Minimum academic qualifications and experience required: Essential
Desirable (for recruitment purposes only)
•
•
• •
NCEA Level 3 English and Maths to merit level Training on Procurement Systems and Contracts Management A valid driver’s licence required*
1
•
Tertiary qualification in procurement, sustainability management, business management or equivalent or other relevant tertiary qualification Financial aptitude
Knowledge / Experience (indicate years of experience required as appropriate)
Essential
Desirable (for recruitment purposes only)
•
•
Knowledge of E-Procurement systems and
A keen ongoing interest and relevant
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Driving record free of driving suspensions or convictions (excluding demerit points and infringement fees). Requirement for valid Driver’s Licence may be waived if applicant has a driving-related disability. A1623639
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processes Knowledge of contract law, contract administration practices and tendering procedures. Working experience with contract and supplier negotiation Project and time management. High level of computer literacy, with specific requirements for Access databases, Word, Excel and Outlook A high level of English language skills, both written and oral
experience in Sustainable Procurement and / or Corporate Sustainability
Key skills/attributes/job specific competencies The following indicates what would typically be expected for this role at a competent level:
Advanced Knowledge
• • •
Strong negotiation skills Well developed oral and written communication skills Project and time management ability
Working knowledge
• • • •
Sound knowledge of procurement procedures and systems A good understanding of contracts and tender processes A good level of computer ability Ability to proof read documents for quality
Awareness
•
Community, cultural and political awareness.
Personal attributes / Key behaviours • • • • • • • • • •
Sound judgement and initiative A high level of courtesy, listening and communication skills Accuracy and attention to detail Ability to work well under pressure within timeframes Goal focused A positive attitude Ability to be professional when dealing with internal and external customers A mature and methodical manner Honesty and integrity Ability to work well in a team or independently.
Other requirements • • • •
May require travel within or outside Bay of Plenty region. Required to provide assistance to other members of the Property and Procurement team with respect to maintenance and management of Council’s assets (property, vehicles, plant, furniture and fittings). Occasionally required to be flexible with work hours to attend to security and building maintenance issues as back up support to the Property team. Be flexible and able to take on other duties as they arise.
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To be able to temporarily take on other tasks currently residing within the team to assist in times of increased workload.
Change to job description From time to time it may be necessary to consider changes in the job description in response to the changing nature of our work environment. Such changes, including technological requirements or statutory changes, may be initiated by the manager of this job with due consultation with the position holder. This job description should be reviewed as part of the preparation for performance planning for the annual performance cycle.
Recommended:
________________________________________ Manager
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Approved: ________________________________________ Manager
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Discussed with incumbent:
________________________________________ Employee
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