Position Description

Position Description

POSITION TITLE Procurement Advisor

POSITION NO 500268

DIRECTORATE Corporate Services

DEPARTMENT Finance

UNIT

REPORTS TO Manager Finance

CLASSIFICATION Band 7

LOCATION Civic Centre, Broadford – all employees may be directed to

move either permanently or for temporary periods to other offices with in the Shire due to operational requirements.

DATE OF CREATION/AMENDMENT August 2015

MITCHELL SHIRE

All employees at Mitchell Shire are expected to provide the highest standards of performance and customer service to ensure Council achieves its Vision, Values and meets organisational

objectives.

COUNCIL VISION

Together with our community, create a sustainable future.

COUNCIL VALUES

Mitchell has adopted the following values as fundamental to the way in which all staff within the Council will operate in their dealings with each other and the community. These are: Innovation, Collaboration, Integrity, Excellence and Accountability.

ORGANISATIONAL STRUCTURE

Mitchell Shire Council is broken into three Directorates being:  Corporate Services

 Sustainable Communities  Engineering and Infrastructure

POSITION OBJECTIVES

Develop and maintain procurement and tendering processes that allow Council to maximise contractor and supplier performance and service, in addition to supporting and educating staff and suppliers in procurement processes and ensuring and reporting on compliance.

KEY RESPONSIBILITY AREAS

 Procurement process development

Establish and maintain appropriate processes and systems for Council that will ensure statutory compliance and effective governance of all procurement activities. Monitor and improve procurement processes to enable Council to maximise the value of contracts.

 Procurement compliance

Work across Council departments to ensure procurement activities are transparent and meet established Council policies and guidelines. Identify where policies are not followed to help ensure future compliance and initiate remedial action as required.

 Tender process education and support

Promote awareness of tender requirements across Council departments and suppliers through training and documentation. Provide proactive practical education and support for staff who are unclear or inexperienced in conducting tenders as appropriate. Respond to queries from staff about procurement processes. Assist suppliers in understanding Council’s procurement processes and requirements.

 Tender and contract reporting

Establish and maintain Council’s Contract Register and Contract Management System. Undertake regular reporting of tender and contract activity to measure the effectiveness of procurement activities. Identify suppliers at risk of exceeding limits and follow up with the relevant department. Identify opportunities for cost savings across Council procurement activities.

 Customer service

Act as a finance department representative in dealings with both internal and external customers. Provide prompt and helpful service to further enhance the reputation of the department and the Council.

 Department assistance

Provide additional finance administration assistance within the department to ensure broader departmental and Council objectives are met. Work with supervisor to identify where additional assistance may be required and provide support.

 Risk management and occupational health and safety

Comply with occupational health and safety legislation, risk management requirements and all Council policies.

ORGANISATIONAL RELATIONSHIPS Internal Contacts

 Finance Department

 Corporate Management Group  Senior Management Group  Other Council Officers

External Contacts

 Procurement Australia

 Municipal Association of Victoria (MAV) Procurement  Legal Firms

 Contractors/Consultants

 Federal and State Government agencies/departments  Business Organisations

QUALIFICATIONS, EXPERIENCE AND SELECTION CRITERIA Essential

 Degree or Diploma in a business, marketing, media or similar discipline with several years’ relevant experience or lesser formal qualifications with extensive relevant experience in procurement, tendering, purchasing and contract management related roles.

 Eligibility for membership of the Chartered Institute of Purchasing and Supply (CIPSA).  A valid Victorian Driver’s Licence.

 Willingness to undertake National Police Check

Desirable

 Previous Government experience in a similar role.  Experience in administration systems and procedures.

CONDITIONS OF EMPLOYMENT

Employment conditions for all employees are in accordance with the relevant award, employment contract industrial agreement, organisational policies and procedures as amended.

Current Certified Agreements at Mitchell Shire Council are:

 Mitchell Shire Council Enterprise Agreement No 6 2014-2017

 Local Government Early Childhood Education Employees Agreement 2009 Current Awards at Mitchell Shire Council are:

 Victorian Local Authorities Award 2001

 Nurses (ANF Victorian Local Government) Award 2002  National Training Wage Award 2000

Appendix A Accountability and Extent of Authority

Procurement

 Review existing procurement and tender arrangements and recommend and implement changes.

 Ensure that arrangements with suppliers are transparent and subject to formal arrangements.  Develop procurement of aggregated packages for the optimal delivery of goods and services.  Oversee all procurement contracts and agreements to ensure compliance and achievement

of best value.

 Audit any management selected procurement contracts and agreements against a developed checklist to mitigate purchase risk (eg under or over-statement of need; insufficient funding; misrepresentation of user needs; impractical timeframe; probity issues; poor documentation; appropriate purchase method; poor specification).

 Investigate and recommend on appropriate methods to improve the procurement of capital items.

 Further develop policies and procedures to enhance the integrity of procurement operations.  Develop and implement performance measures to drive improved procurement performance.  Communicate to the organisation the benefits gained in improved procurement systems and

processes.

 Work with service units to prepare tender and quotation documentation and assist in the subsequent evaluation and awarding of contracts.

 Identify and implement strategies and contracts to deliver measurable savings to the organisation.

 Develop and deliver procurement training to council staff and suppliers.

Contracts Management

 Establish, maintain and review Council’s Contract Register.

 Work with service units to effectively manage all contract management life cycles.

Judgement and Decision Making

 Provide advice and support to relevant committees and stakeholders within Council guidelines and policy parameters.

 Exercise problem solving in identification and analysis of an unspecified range of options.  Ability to make sound judgements and recommendations, including the ability to articulate

reasons behind decisions.

 Exercise sound independent judgement, taking account of community needs and expectations and providing accurate and professionally objective advice.

 Interpreting policies and strategies, and recommending changes and additional policy development.

 Improve procedures and processes to ensure efficiency and effectiveness.  Ensure that confidentiality is maintained at all times.

 The incumbent will establish strong networks in the local government procurement and grants sector.

 The incumbent will be a self-starter and develop the work programme in a proactive way.

Specialist Knowledge and Skills

 Experience with computer software, including Microsoft Word, Excel, PowerPoint, Outlook and Internet technology.

 Ability to analyse reports/research and summarise relevant issues and trends for the continuous improvement of administered programs and policy.

 Ability to work with a team and across networks.

Procurement

 Sound knowledge of procurement systems, processes, techniques as they apply to local government.

 Well developed tender and contract documentation preparation skills.  Sound experience in procurement practice policy development.

 Broad understanding of the Local Government environment, including an understanding of various Acts, Regulations, Standards and Codes of Practice that can affect Council works and private works that come under the Council’s jurisdiction.

Management Skills

 Ability to communicate new and changed processes across the organisation, including the ability to “sell” the benefits of rigorous procurement processes. Ability to attend meetings outside of normal office hours and work flexible hours.

 Ability to initiate an appropriate organisational response to ensure customers receives the best possible service.

 Manage time, set priorities, plan and organise own and, where appropriate, coordinate with other employees’ work within available resources, and within set time lines and despite conflicting pressures

 Coordination of material and data.

 Organising priorities for timely delivery including milestones and acquittal process.

Interpersonal Skills

 Customer service focused (internal and external).

 Excellent written and oral communication skills, to enable preparation and presentation of reports, and documentation of procedures, and the skills to confidently communicate with people from diverse backgrounds.

 Developed networking and consultation skills, in addition to the aptitude to seek and maintain partnerships, and skills to present information in public forums.

 Skills to gain cooperation, assistance and support from other business units of Council, business groups and a variety of stakeholders.

 Ability to liaise with counterparts in other organisations to discuss and resolve specialist problems.

Corporate Recordkeeping responsibilities

 Understanding records management obligations and responsibilities

 Making and keeping accurate and complete records of business activities and decision making

 Creating records proactively including those resulting from telephone conversations, verbal decisions, meetings, emails and letters; and

 Ensuring the quality and accuracy of the data used or entered on Council databases and systems

 Destruction of Council records are not to occur without authority from the Corporate Information Department

Customer Service

 In accordance with Council’s Customer Service Procedure, be proactive in the delivery of services ensuring that quality customer service is provided at all times whether the communications are delivered personally, electronically, written or by telephone with the customer.

 Ensure that all Service Units achieve excellence in service delivery and present a positive image for Council.

 Maintain effective and co-operative communication with all customers, community groups/organisations, business, Council and other Government authorities.

 Ensure that all staff provide service in accordance with Council’s Customer Service standards.

Asset Management

 To familiarise oneself with and abide by the Councils asset management policies, plans and strategies.

Emergency Management

 As part of the duties associated with this position, the incumbent may be requested to assist Mitchell Shire Council in responding to an emergency situation, should one arise, affecting the operation of council and/or the wellbeing of the community.