Hornsby Shire Council Position Description

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1 Hornsby Shire Council Position Description Position Title: Procurement Manager Branch: Finance Reporting to: Position type: Permanent Full Time (35 Hrs) Division: Corporate Support Child Protection Risk Status Chief Financial Officer High Low POSITION OBJECTIVES To manage a customer focused team that supports the organisation by providing strategic and high quality procurement and store services. The position provides operational support to all Council staff and external customers and recognises the interdependence of policy, systems, service levels, controls and transaction issues between each of the above services. SCOPE The Procurement Manager position has five major components: Provide practical and strategic procurement advice Manage the activities of the Purchasing and Stores sections Review, refine and promote policies and procedures including tendering, contract reviews, purchasing, sustainability, electronic purchasing and payments to creditors Recommend and implement changes in procurement practices that result in corporate cost reductions/savings and process efficiencies Manage the financial interface of Procurement and ensure communications between the Procurement section, Finance Branch, Council and suppliers are of high standard This position is responsible to the Manager, Financial Services. It is a management role with the focus to manage the activities of the team and ensure all components of procurement, purchasing and stores within the scope of the team are met. DUTIES AND RESPONSIBILITIES Provide practical and strategic procurement advice 1. Provide assistance across the organisation by developing, co-ordinating and implementing appropriate practical and strategic programmes and policies 2. Manage supplier relationships by establishing, building and monitoring supplier relationships and supplier performance 3. Maintain up to date knowledge of industry development and legislation impacting on Procurement and implement changes and improvements 4. Where advice is sought from and/or provided to other sections within Council, the Procurement Manager is to maintain a watching brief in the event of a dispute or potential dispute represents a significant risk to Council Manage the activities of the Purchasing and Stores team 1. Provide supervision, training, mentoring and support to the team. 2. Manage the development of a team approach () 1

2 3. Monitor team activities and provide guidance to staff to ensure that a high level of service is offered to customers. 4. Deal with feedback and complaints regarding the services provided by the team. 5. Manage the operations of the Purchasing and Stores section by obtaining and delivering on time to internal customers the required goods and services with the most economically and environmentally favourable terms Review, refine and promote Policies and Procedures 1. Review, refine and promote relevant polices and procedures including Tendering, purchasing, sustainability, electronic purchasing and payments to suppliers. 2. Ensure compliance with Council s procurement policies, procedures and business rules. 3. Manage the communication interface between the Procurement section and Council 4. Manage, develop and implement results of tenders as required: a). Develop specifications, tender documentation, and supplier evaluation and selection criteria. b). Evaluate tender responses, select, recommend and implement successful suppliers c). Prepare relevant contract documentation d). Develop and maintain Tender information on the HSC internet and intranet site and the public notice board e). Support and/or facilitate other teams in Tendering for key products, materials and services. 5. Manage contracts: a). Liaise with suppliers to ensure items are supplied at the correct prices, quality and delivery expectations. b). Maintain accurate details of suppliers in regards to account management contacts, prices, delivery and quality requirements c). Develop and maintain a major supplier/product database d). Manage supplier performance for key products, services and materials in conjunction with Procurement Manager. Recommend and implement changes in procurement practices that result in corporate cost reductions/savings. 1. Analyse and report on current costs and usage across nominated key commodities and services to enable changes in procurement practices with a view to introduce corporate cost reductions/savings 2. Recommend and manage the implementation of changes in procurement practices to confirm cost reductions 3. Measure the ongoing commercial benefits/results of cost reductions by commodity or service. Manage the financial interface of Procurement 1. Ensure budgetary processes are adhered to and that expenditures are maintained within approved levels 2. Prepare Procurement budget, monitor performance and contribute input to the Management plan () 2

3 Monitoring and Reporting 1. Contribute formal and informal advice for the Manager, Financial Services Branch on relevant procurement issues 2. Prepare timely reports to senior management as required on matters pertaining to the procurement function 3. Ensure effective management of the corporate credit card, E-tag and corporate uniform process. Other Duties & Responsibilities 1. Council s representative at NSROC Supply Group meetings 2. Manage the preparation of internal and external correspondence relating to procurement 3. Represent the Procurement Section, Finance Branch or Council as appropriate 4. Undertake tasks as allocated in respect of Council s Business Recovery Plan 5. Manage and undertake special projects, and other tasks as required by the Manager, Financial Services within the qualifications, training, skills and experience of the role General 1. Observe and implement as appropriate all Council determinations including Code of Conduct, EEO and OH&S. 2. Comply with Council s relevant OH&S risk assessments and safe work method statements. 3. Undertake maintenance and management of risk assessments and safe work method statements within OH&S system. 4. Manage occurrences and hazard reports within the OH&S system. 5. As necessary, enter occurrence reports (for accidents/incidents) and hazard reports into the OH&S systems in a timely manner in accordance with Council s determinations, business rules, procedures and practices. 6. Ensure that all Council business is adequately documented in all relevant systems in accordance with appropriate determinations, standards and procedures. 7. Ensure that records adequately document business transactions and are made and kept in the Document Management System in compliance with Council s determination, standards and procedures for recordkeeping. 8. Ensure information, including personal passwords for Council s systems, is maintained in a secure manner with any security breaches immediately acted upon. 9. Enter and maintain time and attendance, leave and higher duty records in the time and attendance system in accordance with Council s business rules, procedures and practices, within specified timeframes for each pay period. 10. Ensure all timesheets, leave and higher duties records for each staff member within the branch are entered into the Time and Attendance System. 11. Approve timesheets, leave and higher duties records within the specified time frames for each pay period. 12. Enter Vacancy requisition within recruitment system for Executive Manager s approval in accordance with Council s determinations, business rules, procedures and practices. 13. Manage and oversee staff performance as required, and ensure that all annual appraisals/performance reviews within the Team are relevant, constructive and completed in a timely manner. 14. Ensure that correspondence is conveyed, retrieved and routed throughout Council at least once a day. () 3

4 AUTHORITIES Expenditure, Operational/Administrative, Personnel, Management, and Legal Refer Delegation of Authority attached No. of persons supervised 3 CONTACTS Within Division Manager, Financial Services, All Finance staff Within Council General Manager, Executive Managers, Directors and Branch Managers All levels of staff Outside Council Suppliers of Goods & Services to Council Council s Solicitors Other Consultants Staff of Other Councils NSROC ORGANISATIONAL STRUCTURE The Procurement team is part of the Financial Services branch of the Corporate Services Division. The Finance Branch maintains Council s financial records including rating and procurement data and prepares financial reports and forecasts including budgets. See attached organisation structure diagram. () 4

5 PERSON SPECIFICATION The Procurement Manager role requires a professional, proactive and enthusiastic person who has excellent organisational skills with at least 5 years experience in a Procurement environment. An understanding of procurement principles and relevant legislation is vital for this role in assisting Council to meet their legal obligations. Good communication skills, both oral and written are required as are strong interpersonal skills with an ability to liaise with people at all levels of the organisation. The ability to manage a team is critical to the success of this role. A strong history of providing high quality customer service is required to ensure that the team meets their service delivery targets. The person is expected to work in a business office environment and depending on section needs there may be a requirement to work from the council depot and visit other council premises or related business premises to conduct their role. The person may be required to work variable hours. Essential Criteria Qualifications Relevant tertiary qualifications in a related field and/or deemed equivalent education and experience Membership of the Certified Institute of Purchasing and Supply or equivalent Experience, Skills and Knowledge Proven understanding and practical application of procurement principles, standards and applicable legislation Proven experience in procurement applicable to government Proven knowledge and understanding of electronic procurement Demonstrated ability to develop and implement new policies, strategies and procedures Demonstrated ability to provide excellent customer service both internal and external Proven negotiation and dispute resolution skills Good communication skills both oral and written Good team leadership, management and decision making skills Strong interpersonal skills, with a proven ability to liaise with and influence staff and management at all levels of the organisation Strong organisational and time management skills, including an ability to manage and prioritise a variety of tasks and responsibilities with conflicting priorities Experience in the preparation and management of a budget Good computer literacy with experience with electronic purchasing systems, office technology and applications including MS Word and Excel Proven sound judgment and discretion with sensitive information Licences or Certificates Current Class C Drivers licence () 5

6 Desirable Criteria Experience, Skills and Knowledge Experience in developing and monitoring preferred supplier agreements Experience in a local government environment Document Approval After discussions with my supervisor, I agree that this Position Description and Person Specification is an accurate and fair description of my position. Incumbent signature: Incumbent name: Date: After discussions with the current incumbent (where relevant), I agree that this Position Description is an accurate and fair description of the position. Supervisor signature: Supervisor name: Date: () 6

7 ORGANISATIONAL CHART Deputy General Manager Corporate Support Chief Financial Officer Procurement Manager Buyer Financial Projects Officer Inventory Officer () 7

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