The Position is also expected to work in collaboration with key staff across the organisation, in order to meet the necessary objectives and goal
POSITION OVERVIEW
The Procurement Specialist reports directly to the Chief Financial Officer and coordinates the organisation's procurement activities associated generally with procurement and sourcing strategies.
In addition, the Procurement Specialist is the 'gate keeper' of the organisation's Procurement Policy and Procedure and ensures that the organisation's procurement activities are legally compliant.
The Procurement Specialist also acts as the organisation's expert on procurement and acts as a Business Partner and assists Units from across the organisation with the purchasing requirements and provision of advice.
The Procurement Specialist will undertake a range of duties associated with the development, management and monitoring of contracts and supplier panels from inception to completion.
The Procurement Specialist will ensure that all managed contracts remain relevant to the needs of the stakeholders with a focus on value for money, collaborative, market-based decisions, transparency and compliance with probity requirements.
KEY RESPONSIBILITIES
1. PROCUREMENT AND SOURCING
Manage procurement activities in collaboration with key stakeholders, ensuring that risk, probity and transparency requirement are addressed.
Coordinate tender administration services, including publishing tenders and compliance
Develop and maintain professional relationships with internal clients, vendors, and staff to ensure procurement services are responsive to current and future needs.
Develop and monitor office systems and procedures to facilitate efficient operations.
Oversight of the Panel Management System and administration as required for quotation process and establishment of new panel arrangements.
Contribute toward the continual improvement of processes and procedures in Procurement area
Performance Indicators
All facets of tender processes (for goods, works, services) are administered in accordance with Procurement Strategy and Policy.
Tender processes are undertaken in accordance with the Council's Procurement Policy, guidelines and procedures.
2. CONTRACT MANAGEMENT
Management of contracts, including periodical performance reviews, audits, variations, disputes resolution, close out reports, and contract managements tasks.
Manage medium procurement activities in collaboration with key stakeholders ensuring that risk, probity, and transparency requirements are addressed.
Monitor and advise on financial, contract management and procurement systems compliance, in a accordance with the Council Policies and procedures.
Negotiate and consult with internal stakeholders regarding procurement compliance within the required timeframes.
Performance Indicators
All contractual agreements are recorded in the applicable systems and managed effectively.
3. PURCHASING / FINANCIAL
Provide training and support to staff on processes and procedures associated with purchasing (including policy, procedures, templates, intranet tools and systems).
Development of contractual facilities for ongoing purchases understanding order arrangements, panels and direct supplier contracts. Support the business in accessing and using these arrangements.
Reporting on Procurement Exemptions (including trends) and purchasing activities with the potential to breach policy.
Support the periodical auditing of purchasing activities.
Performance Indicators
All policies, procedures, templates, intranet tools and systems are up-to-date and staff are appropriately and regularly trained.
Scheduled audits are conducted and reports prepared into purchasing activities.
4. DATA AND RECORDS MANAGEMENT
Manage the maintenance of relevant databases ensuring information is accurate, stored correctly and accessible.
Assist in the maintenance of files whether electronic and/or hardcopy to ensure full audit compliance.
Monitor and administer relevant Council contractor insurance Certificates of Currency to ensure that appropriate insurance coverage is held and maintained.
Performance Indicators
Databases are maintained and all information is up-to-date.
All contractors are appropriately insured and Council records maintained.
All files comply with audits performed.
Prepare and present compliance reports to the Chief Executive Officer and the Chief Finance Officer, as requested.
ESSENTIAL CRITERIA
Minimum of 5 years' experience in a procurement role.
Advanced knowledge of strategic sourcing processes including market analysis, tendering and evaluation.
High level of numeracy and accuracy.
Sound knowledge of probity, risk management and relevant legislation relating to contract conditions.
Advanced knowledge of contract and commercial law, and general conditions of contract.
Ability to undertake the Procurement process and provide guidance to our internal stakeholders for medium / high risk sourcing.
Engaging in the evaluation and implementation of new procurement processes and systems.
The accurate processing of data input and systematic filing of all related documents.
A sound knowledge of the tendering and contract management process specifically to achieve probity compliance.
Understanding of strategic procurement options available to the Council.
Well developed negotiation skills with demonstrated experience in achieving value for money outcomes.
Excellent verbal and written communication skills.
High level time management skills to prioritise competing deadlines.
A "finger on the pulse" of emerging procurement industry trends.
An understanding of procurement activities and the industry, specifically in the ability to obtain value for money.
Possess a high level of personal integrity, a positive attitude and strong work ethic.
Ability to work collaboratively and provide a positive contribution, as well as being able to work autonomously with limited direction and supervision.
Ability to exercise initiative and judgement in applying established procedures and approaching problems.
Ability to communicate clearly and concisely both internal and external to the organisation.
DESIRABLE CRITERIA
Relevant Tertiary Qualification in Procurement, Business Management, Accounting, Economics, Contract Management or similar (i.e. CIPS accreditation).
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