The Victorian Public Sector values dictate the way we interact with each other, with our the market and guide the way that we make decisions.

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1 POSITION DESCRIPTION Position Title: Procurement Officer New Position Department: Finance Compliance & Procurement Date: 22/10/2015 Reports to (position): Procurement Manager Grade: 5 Positions that report to this position: N/A Name of present incumbent (if applicable): PRIMARY PURPOSE OF THE POSITION: this should be a summary or vision for the position. Consider what aspects of the role, if they were removed, would cause the position to no longer add value to, or be required at, GRV. GRV is a public body with a diverse spend profile, from Goods and Services to Construction. The Procurement Officer is an essential element of the Procurement Department across the following functions: sourcing, market analysis and contract & suppliers management in accordance with relevant legislation, policies and Victorian government guidelines. GRV applies strong probity and ethical principles, as per the Public Sector values. This role will enable the delivery of improved commercial outcomes, increasing utilisation of procurement technology, establishment of efficient controls of supplier spend, and driving improved supplier performance to realise value for money. Procurement Business Unit Role The Procurement Department will deliver corporate and business services more efficiently to all other GRV departments. It aims to consolidate and improve the delivery of internal administrative services by developing simpler, faster, more robust and efficient processes and systems. The Victorian Public Sector values dictate the way we interact with each other, with our the market and guide the way that we make decisions. SCOPE: The scope of work provides information about the larger picture of the position how it relates to other positions in GRV and to the broader community outside of GRV. Greyhound Racing Victoria s mission is to effectively manage, promote and develop a vibrant industry to ensure compliance with greyhound industry regulations, including greyhound welfare, and expansion of wagering growth. In Victoria, Greyhound Racing Victoria is the body responsible for promoting and controlling the sport. With a focus on best practice procurement initiatives, this position will perform autonomously or as a team member the following: 1. GRV Procurement policy and Victorian Public Sector regulatory framework Understanding and implementation of procurement policy objectives applying them in sourcing activities. Is able to navigate the Victorian government procurement framework and implement strategies that result in compliance of policy objectives. 2. Pre-procurement market engagement - Engages and works with key stakeholders to develop a clear and agreed view of business requirements and target outcomes. Identifies the costs of existing or similar service provision and engage with suppliers in the market place. Assists with conducting pre-procurement market engagement to ensure that the requirement is clear and attractive to a diverse range of suppliers. Engaging appropriately Date Created: 22 October Date Last Modified: 23 October 2015

2 with suppliers in the marketplace. High-level analysis of the market. Assist in developing 3. business case for sourcing activity and gaining approval for it. 4. Executing the Sourcing strategy - Ensures that all pre-procurement engagement has been completed and that the organisation is ready to go to market. Developing the sourcing strategy/plan. Developing the specification, evaluation criteria, terms and conditions as part of the RFx documentation. Develops and publishes a full and approved bidder s pack in line with financial and contractual delegations. Manage RFx while it is open (Ensures that responses to clarification questions are responded to in a timely manner. Briefs and train evaluators in the use of tools and processes and ensure that evaluators have a clear understanding of the evaluation criteria and are able to apply it consistently). Moderates evaluation scores efficiently and fairly (clarification questions, manage evaluation team). Bid evaluation. Support supplier dialogue and negotiation in complex procurements. 5. Contract finalisation and contract award Gains internal approval to award the contract to the Preferred Tenderer. Assist in managing Contract award approvals. Liaise with legal expert to prepare contract. Assist in debriefing suppliers. Assist in clarifying contract management responsibilities with GRV stakeholders and advise on setting up effective processes. Ensures that contract management mobilisation phase and supporting activities are carried out successfully. 6. Contract administration - Develops effective working relationships with GRV staff to assist GRV Contract Manager to establish appropriate governance and relationship arrangements. Provides practical advice to GRV stakeholders having identified, evaluated, negotiated and apportioned contract risks. Understanding, using and managing contract-related information systems. Monitoring service levels and contractual obligations. Aware of types of contractual risk and is able to identify risks and raise them with GRV stakeholders. 7. Performance management - Liaises with suppliers regarding contract performance metrics, management information and any risk / reward mechanisms as part of an agreed measurement approach. Identifies where changes in the contract are required, adopting strategies which supports the negotiation and implementation of these required changes within the legal framework. Works alongside other business areas of the business (i.e. Contract Manager and Legal) to ensure that thorough auditing of records and reports regarding the supplier s performance is completed throughout the contract life. FREEDOM TO ACT / DECISION MAKING this should outline the extent of the positions scope to act without need for further approval e.g. Managing of employees within company policy & legislative requirements Define specific objectives for the marketing team within company objectives Department budget expenditure up to $20k Authority to approve timesheets Management of third-party contractors and consultants. Management of evaluation system (e.g. train Evaluation member, manage suppliers communication during open tender, etc) Perform market analysis (e.g. contact suppliers) Date Created: 22 October Date Last Modified: 23 October 2015

3 KEY RESULT AREA ROLE KEY PERFORMANCE INDICATOR ACCOUNTABILITY The Procurement Officer is accountable for assisting in the planning, development and management of procurement arrangements for complex and high value procurement projects that effectively meet GRV objectives. PROCUREMENT PROCESS * Contribute to the development of procurement documentation, including acquisition plan, procurement schedule, request for offers, evaluation plan, negotiation plan and purchase recommendation. * Contribute to the evaluation of offers, including the development of evaluation methodology and criteria. *Provide procurement advice to internal clients. *Undertake supplier negotiations (mid level complexity). * Undertake research and analysis into the supply market and customer requirements, including gathering information from a variety of sources, analysing data, identifying trends and preparing reports, including recommendations. * Ensure that the highest possible professional standards are maintained in relation to confidentiality, probity and ethical conduct. Successful negotiation with new and existing suppliers resulting in economic savings and increased service levels. 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 procedures and systems, and new staff are inducted appropriately Any other duties are completed in a professional and timely manner to appropriate standards. CONTRACT MANAGEMENT CORPORATE CONTRIBUTION *Assist in the development and establishment of across government contracts for goods and services in accordance with legislation, audit regulations and GRV policies and guidelines. * Ensure internal customer satisfaction is a high priority. * Provide support to the implementation, transition and management of the contract. *Develop and maintain effective relationships with suppliers and industry bodies. Promote the implementation of the GRV Procurement policy. Recognises individual responsibility for Workplace Health and Safety under the Health and Safety in Employment Act Compliant Supplier agreements are established Corporate responsibilities are undertaken and completed accurately, meeting specified standards and within agreed timeframes Participating in any corporate training programmes, such as human rights. Records are created and maintained in corporate information systems, meeting specified information management standards. 3

4 EXTERNAL Victorian Government Departments (including Office of the Chief Procurement Officer for each department) Department of Justice KEY BUSINESS CONTACTS Procurement Manager INTERNAL Racing and Operations Manager Contractors and Consultants Suppliers CEO and Senior Management Team Infrastructure and Development Manager Risk & Compliance Manager Finance Staff GRV Employees ESSENTIAL PERSON SPECIFICATION EDUCATION/QUALIFICATIONS necessary to meet position objectives Working experience with procurement systems and supplier negotiation A high level of English language skills, both written and oral A sound understanding of areas and issues relating to procurement in governmental bodies High level of computer literacy, with specific requirements for Access databases, Word, Excel and Outlook Tertiary qualification in procurement, sustainability management, business management or equivalent or other relevant tertiary qualification Training on Procurement Systems Management SKILLS/KNOWLEDGE necessary to meet position objectives ESSENTIAL Knowledge of the procurement process relating to the establishment and implementation contracts. Experience in the preparation of procurement documents such as acquisition plans, market approach documents, specifications and evaluation plans. Proven written and verbal communication skills, including an understanding of the principles of effective negotiation. Ability to develop and maintain positive working relationships with team members and clients Proven ability to work both individually (with minimal support) and as part of a team as required. Ability to plan, organise and prioritise tasks for self to ensure work is completed efficiently and effectively. Experience in public sector procurement (highly desirable) Knowledge of procurement related policies (including Victorian Government Purchasing Board) 4

5 ESSENTIAL Responsiveness Integrity Impartiality Accountability Respect Leadership Human Rights ATTRIBUTES required to ensure satisfactory performance and cultural fit 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. EMPLOYMENT CONDITIONS Terms and conditions of employment are per the current GRV Employee Enterprise Agreement The GRV environment is a unique and challenging operational environment. It operates weekdays, weekends, day and night hours. GRV employees are bound by a number of regulatory Government requirements. In addition, all staff are required to abide by GRV policies including restricted gambling, greyhound ownership and the Code of Conduct for Victorian Public Sector Employees. All employment at GRV is subject to a satisfactory police check. All employees at GRV are required to have the right to work in Australia. GRV is an EEO employer. FROM TIME TO TIME IT MAY BE NECESSARY TO CONSIDER CHANGES IN THE POSITION DESCRIPTION IN RESPONSE TO THE CHANGING NATURE OF OUR WORK ENVIRONMENT INCLUDING TECHNOLOGICAL REQUIREMENTS OR STATUTORY CHANGES WITH DUE CONSULTATION AND AGREEMENT BETWEEN PARTIES TO THE JOB DESCRIPTION. SUCH CHANGE MAY BE INITIATED AS NECESSARY BY THE MANAGER OF THIS POSITION. THIS POSITION DESCRIPTION MAY BE REVIEWED AS PART OF THE PREPARATION FOR PERFORMANCE PLANNING FOR THE ANNUAL PERFORMANCE CYCLE. 5

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