Why is this Job Description being written? New Position Replacement Position Position re-designed Position not previously described
P O S I T I O N D E T A I L S
:
Position Title: Procurement and Contract ManagerDivision: Corporate and Professional Services Department: Finance and Procurement
Position reports to: (role) Head of Finance and Procurement Location: include all possible locations 100 Roberts Road Subiaco
P O S I T I O N P U R P O S E
:
As part of the Finance & Procurement Team, develop and manage a “centre-led” strategic procurement and contracts management function for the Institute. Key deliverables for the position include a dual role of delivery of high quality and outcome-focused procurement contract management services with suppliers and also research contract management services with external organisations that achieve strategic goals, financial targets, probity requirements compliance and legal obligations.
Position works closely with the Manager, Research Development and Manager, Research Governance on review of research contracts, clinical trial and collaborative agreements with external organisations (ie other academic institutions, government and non-government organisations).
K E Y R E S P O N S I B I L I T Y A R E A S
(Please list in order of importance)
Key PositionAccountabilities What are the main areas for which the position is accountable?
% of Total Role
Inputs:
What are the key activities or tasks to be carried out?
Outputs:
What are the expected end results?
Measures:
Strategic
Procurement 40%
Undertake complex analysis of the Institute’s short, medium and long term procurement requirements and consult with internal customers and key suppliers to develop a strategic procurement plan that maps out procurement activities required to deliver supply solutions.
Development of new procurement opportunities that deliver financial savings and other value adding benefits to the Institute in line with strategic objectives and financial return targets.
Undertake detailed expenditure analytics and category management to profile, quantify and fully leverage the Institute’s procurement activities to deliver optimal results that are significantly greater than traditional purchasing methods.
Development of effective sourcing strategies that are appropriate to the goods or services being procured.
Develop and implement “best practice” procurement processes, tools and model documentation that streamline the purchasing function, ensure consistency and deliver optimal outcomes.
Implement a supplier segmentation framework and establish/manage strategic partnerships with suppliers in key supply categories that deliver optimal value for money, promote innovation, incentivise high performance and minimise business risks.
Development, delivery and maintenance of procurement training and professional advice/support for Institute buyers to ensure consistent and high quality procurement practices.
Utilisation of technology and innovation to develop effective and efficient tools and resources that improve the quality and consistency of the Institute’s procurement process.
Provision of a professional contracting function that delivers high quality and compliant technical advice and support in contract review, negotiation and execution.
Procurement activities are well planned and there is proper consultation with customers and key suppliers pre-procurement.
High quality, professional and probity driven procurement services are provided on behalf of the Institute.
Procurement processes and commercial negotiations are fully compliant with current Institute policies and procedures and provide optimal results for the Institute.
Effective relationships are maintained with Institute staff and regular engagement occurs to keep well informed of service delivery needs and satisfaction with procurement services.
Procurement expenditure is effectively monitored, analysed and reported on and opportunities exploited to achieve spend aggregation, cost savings and improved procurement outcomes.
Staff are effectively trained in undertaking effective and compliant procurement practices.
Tools and resources are developed using enabling technology to support effective, efficient and compliant procurement processes.
Contracting process is high quality, timely and mitigates legal risks to the Institute.
Performance against Institute’s
Procurement Plan.
Extent to which the Institute achieves “best value for money” in its procurement of goods and services.
Extent to which financial targets are achieved.
Buyer and supplier satisfaction with the Procurement function in terms of efficiency,
effectiveness and value achieved.
Extent of organisational compliance with Procurement Policy and Procedures.
Extent to which Institute terms and conditions of contract are accepted (without departures) by suppliers and customers
Contracting and Contract
Management 30%
Development and implementation of effective contract management / supplier relationship framework for supply contracts, research grant contracts and framework agreements.
Review and negotiate a diverse range of research contract agreements including collaborative research agreements with academic institutions, research consultancies, research contract agreements and clinical trial agreements with government and non-government organisations.
Application of commercial acumen to Institute contracts with government and non-government funding bodies which ensures that the maximum costs related to research are recovered and/or sufficient commercial returns are achieved in line with Institute policy requirements.
Provision of “best practice” contract management tools and resources that assist staff undertaking effective and efficient contract
management functions.
Development of an effective framework for setting, monitoring and reporting on Key Performance Indicators for suppliers under contract which provides an effective basis for supplier performance management.
Negotiation and management of strategic partnerships established with key suppliers (high risk/high value supply categories) to ensure optimal outcomes are achieved for the Institute.
Statistical and qualitative analysis and reporting is undertaken on Institute expenditure to guide contract management and supplier relationship management.
Technology and innovation is utilised to improve the quality and consistency of the Institute’s contracting and contract management processes.
High levels of supplier, customer and Institute compliance with contractual terms and conditions.
Key performance targets set for suppliers are achieved or exceeded.
Government and non-government research contracts comply with the Institutes Full Costing of Research Policy and Procedure and commercial charging requirements.
Terms and conditions in Institute contracts protect the interests of the institute and minimise legal risks.
Benchmarking confirms that the Institute is achieving better than market rates for goods and services being procured.
Effective relationships are maintained with Institute staff which delivers high levels of satisfaction with contracting / contract management services.
Effective relationships are established and managed with key suppliers which deliver optimal outcomes.
Effective relationships are established and managed with external organisations which deliver which deliver optimal outcomes.
Staff are effectively trained in undertaking effective and compliant contracting and contract management practices.
Tools and resources are developed using enabling technology to support effective, efficient and compliant contracting and contract management processes.
Compliance with Institute’s policies and procedures in relation to cost recovery /
commercial charges for research activities
Compliance with external regulatory requirements.
Strategic objectives and financial performance targets as specified in Business and Financial Plans are achieved or exceeded.
Buyer and supplier satisfaction with the Institute’s contracting and contract management function in terms of efficiency and effectiveness.
Business Improvement and Relationship Management
20%
Implement continuous improvement of the Institute procurement function and keep up to date with contemporary market trends and best practices.
Build procurement competence across the Institute to ensure the full value of a strategic approach to procurement is realised.
Manage special projects within the scope of the role as directed by the Head of Finance & Procurement.
High quality, innovative and professional advice and support is provided to internal customers and suppliers.
Development of strong and beneficial partnerships with key suppliers in high risk/high value supply category areas.
Procurement function is continuously improved to deliver quantifiable and non-quantifiable benefits to the Institute.
Procurement is regarded within the organisation as a valued partner and strategic enabler to the business of the Institute.
Effective project management to achieve required outcomes.
High levels of internal customer and supplier satisfaction with advice and support provided.
Performance against financial and non-financial targets.
Staff cost and time involved in undertaking
procurement processes.
Customer
perceptions as to the value proposition relating to the procurement function.
Well managed and executed projects – on time, on budget and meeting all objectives.
Formal and informal feedback from customers and key suppliers.
Strategic and Business
Planning 10%
As part of the Finance & Procurement Team and working closely with Research Development and Scientific Services, actively contribute to all business planning, budget development and strategic initiatives.
Achievement of strategic objectives across all activity areas as a team-focused member of a multi-disciplinary staff complement.
Effective input into the business planning, budget development and strategic initiatives of the Finance and Procurement team Research Development and Scientific Services.
Jointly contribute to achieving the team’s objectives.
Finance and Procurement team business objectives and financial targets are achieved.
E S S E N T I A L S K I L L S
,
K N O W L E D G E A N D E X P E R I E N C E
:
Skills, Knowledge & Experience:
Skills
Proven ability to understand and apply effective and contemporary strategic procurement principles and practices.
Demonstrated capacity to undertake effective contracting (including reviewing/interpreting contractual provisions and undertaking negotiations) and contract management processes to achieve high quality and risk compliant outcomes.
Proven ability to implement effective supplier relationship management arrangements with key supply partners that deliver outstanding results.
Demonstrated business management acumen, judgement and initiative required for the planning, development and management of complex procurement projects.
Proven ability to work under pressure to meet strategic and financial performance targets.
Strong negotiation and analytical skills.
Excellent communication (written and oral) and interpersonal skills.
Strong organisational and time management skills.
Highly developed word processing and spread sheet skills and experience using Microsoft Office applications. Knowledge
Extensive knowledge and practical understanding of the principles of best practice contracting, contract management and supplier relationship management.
High level knowledge and practical understanding of the principles of best practice procurement.
Knowledge of relevant legislative and regulatory operating requirements Experience
Significant experience in contracting, contract negotiation, contract management and performance management of high risk/high value supply contracts and suppliers.
High level experience in strategic procurement, strategic sourcing and collaborative procurement using best practice procurement practices.
Significant experience in category management, supplier segmentation and supplier relationship management
High level experience in the development, implementation and support of procurement and contract management structures and frameworks.
Extensive experience in procurement change management / continuous improvement / transformation.
Demonstrated experience in the development, marketing and implementation of business strategies.
Proven experience in training and building competence in buyers that are undertaking procurement and contract management processes and procedures.
Demonstrated experience in the use of technology and innovation to deliver efficient and effective procurement, contracting and contract management processes.
D E S I R A B L E S K I L L S
,
K N O W L E D G E A N D E X P E R I E N C E
:
Qualifications:
what are the minimum educational, technical or professional qualifications required to competently perform roleTertiary qualification in a relevant discipline (eg law, business or procurement). MCIPS – Member of the Chartered Institute of Purchasing and Supply (desirable).
S C O P E
:
Financial accountability:
Does this role have accountability for a budget? YesPeople responsibility:
Does this role have any direct reports or indirect reports (through direct reports)?No. of direct reports 0 No. of indirect reports 0
O R G A N I S A T I O N A L C H A R T
:
(please complete using position titles or insert diagram below)
Next level of supervision
Immediate level of supervision
Other roles reporting to immediate supervisor
Finance Manager Procurement and
Contract Manager Manager, Financial
Planning and Analysis
Head of Finance and Procurement
Chief Operating Officer
