South Australia Police POSITION INFORMATION DOCUMENT

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1 South Australia Police POSITION INFORMATION DOCUMENT Stream : Administrative Services Career Group : Project and Policy Discipline : Procurement & Contract Management Services Branch Classification : ASO4 Service : Business Service Position Title : Contract Management Officer LEVEL CHARACTERISTICS The position is classified at the Administrative Services Level 4 by virtue of the requirement to: Contribute and participate in project and policy activities of some complexity; Be responsible for the outcomes of a range of functions; Contribute acquired knowledge and skills attained through previous work experience or through education; Liaise/ negotiate with relevant personnel in order to meet prescribed objectives; Use initiative and judgement where procedures are not clearly defined; Work under limited direction within broadly defined guidelines. POSITION SUMMARY The Contract Management Officer is accountable to the Manager, Procurement and Contract Management Services Branch for the delivery of value for money procurement outcomes in the delivery of ongoing contract management services for internal stakeholders. The Contract Management Officer is also responsible for maintaining the contracts management register, and undertaking selected procurement projects including the acquisition planning, tendering, evaluation, negotiation and contract management process. The Contract Management Officer will be a key member of a dynamic work team developing and implementing a range of supplier strategies and best practice procurement policies, to support SAPOL s business needs. The incumbent will be required to provide expert advice and information to clients within the agency and maintain ongoing relationships with key suppliers. POSITION CHARACTERISTICS The South Australia Police provides a diverse range of services to the community. These services are aimed at producing a safe and peaceful environment by the minimisation of crime and disorder. It is a large, complex Agency which, because of the nature of its operations, is constantly subject to public scrutiny and accountability. It provides services to a range of different locations (over 100) spread across the State on a 24 hours per day basis. G:\MSB\JOBSPECS\Business Services\Procurement\Contract Management Officer ASO-4.doc 1

2 Business Service is responsible for providing support to SAPOL s operational and other business units through the provision of the following services: Financial Management Physical Asset Management Procurement and Contract Management Information Management Transaction Management Expiation Notice Management Business Development Business Service is vital to the achievement of SAPOL s core functions. In consultation with its customers, Business Service plans, develops, and implements strategic and customer focused policies, strategies and services relative to financial management, physical asset management, procurement and contract management, transaction management, information management, expiation notice management and business development within SAPOL. The Procurement and Contract Management Services Branch is a small, strategically focussed group that has a critical role in delivering customer focused procurement and contract management services and systems through the effective management of policy development, contract management, major acquisitions, contract services, capital works and program support functions. The Contract Management Officer is responsible for supporting contract administration and management activities within SAPOL, with an emphasis on undertaking ongoing contract management after the contract establishement phase. There is also some requirements for tender preparation, evaluation and contract establishment. This requires working co-operatively across the agency, with other government agencies and suppliers. The incumbent requires specific skills, knowledge and experience in procurement and contract management and must demonstrate an understanding of procurement and financial policy frameworks. ORGANISATION Supervisor Reports to: Supervisor's Position: Subject Position: Manager, Procurement and Contract Management Services Branch Nil Contract Management Officer STATISTICS RELEVANT TO THE POSITION Nil. G:\MSB\JOBSPECS\Business Services\Procurement\Contract Management Officer ASO-4.doc 2

3 South Australia Police JOB & PERSON SPECIFICATION Title of Position : Contract Management Officer Classification Code : ASO4 Position Number : P** PCMS IDI01 Position Created : / / Type of Appointment : Permanent Service : Business Service Administrative Unit : Branch: : Procurement and Contract Management Services Job & Person Specification Approval (for all positions excluding senior positions)... / / Commissioner of Police or Delegate P.C.O. Reference Number. JOB SPECIFICATION 1. Summary of the broad purpose of the position, and its responsibilities / duties The Contract Management Officer is responsible to the Manager, Procurement and Contract Management Services for providing ongoing contract administration and management activities within SAPOL, and has selected involvement in undertaking tender preparation, evaluation and contract establishment. The incumbent will also be required to provide expert advice and information to clients within the agency and be a member of a team providing best practice procurement services to SAPOL in all stages of the tendering and contracting process, with a specific role in contracts management and administration. 2. Reporting / working relationships (to whom the person reports, staff for whom the person is responsible and other significant connections and working relationships within the organisation) Reports to the Manager, Procurement and Contract Management Services and is required to liaise and work closely with a range of other staff, clients and stakeholders, internal and external to SAPOL. G:\MSB\JOBSPECS\Business Services\Procurement\Contract Management Officer ASO-4.doc 3

4 3. Special Conditions (Such as non-metropolitan location, travel requirements, frequent overtime) Some out of hours work and intra/interstate travel may be required. Must be licensed to drive a car. The incumbent must be prepared to be assigned to another position at this remuneration level, or equivalent. The incumbent may be required to enter into an annual performance agreement for the achievement of specific outcomes. The incumbent will participate in special projects as required. The incumbent must be prepared to commit to South Australian Police code of conduct. 4. Statement of Key Outcomes and Associated activities (Group into major areas of responsibility and list in descending order of importance. Continue on next page if necessary.) 4.1 Working with members of Procurement and Contract Management Services and agency stakeholders and clients, contribute to the successful achievement and implementation of the SA Government Procurement Reform Program across SAPOL by: Assisting in the development and implementation of appropriate procurement strategies, plans and policies to achieve reform; and Contributing to the overall improvement of procurement through the development of policies, procedures, quality improvement programs, staff training programs, and performance measurement systems. Maintaining the contracts management register. 4.2 Support SAPOL s procurement program by providing a service to its customers in: Ongoing management of contract and supplier performance; Liaison with the Crown Solicitor s Office regarding legal requirements of tenders and contracts. Undertaking market research and analysis; Contributing to the development of purchasing options, strategies and acquisition plans; Supporting the preparation of specifications; Developing tender documentation, including evaluation criteria; Evaluating tenders and conducting negotiations; Developing evaluation reports and purchase recommendations; 4.3 Provide advisory and consultancy services to clients, suppliers, service areas and others regarding procurement procedures and State Supply Board policies, and act as a representative for the Branch at meetings of various Contract Management Committees. 4.4 Assist in the development of a culture supportive of change and change management processes by: Contributing to major change projects; Identifying, developing and implementing continuous improvement strategies and projects; G:\MSB\JOBSPECS\Business Services\Procurement\Contract Management Officer ASO-4.doc 4

5 Coordinating the implementation of strategies that will result in procurement change and reform; Ensuring the provision of the highest standards of customer service to clients at all levels by modelling service excellence and by establishing and monitoring systems and standards to achieve high levels of client satisfaction; and Contributing to the maintenance of a healthy, safe and equitable working environment by observing Occupation Health and Safety and EEO requirements. 4.5 Support successful management and administration of significant contracts by developing effective relationships with key markets/ suppliers, monitoring supplier key performance measures and developing and maintaining systems, procedures and information which support an effective supplier/ buyer interface. 4.6 Ensuring sound project management processes are developed and implemented by: Ensuring compliance with agreed Branch project management methodologies and practices; Achieving identified project objectives on time and within budget; Coordinating project workloads; Establishing effective liaison and coordination processes amongst project participants; and Incorporating best practice guidelines, performance indicators and monitoring and reporting compliance for all projects undertaken. 4.7 Contribute to the effective communication and understanding of strategic contracting and procurement by: Liaising with clients and key stakeholders across SAPOL, the Portfolio and other Agencies across government and externally; Developing and maintaining business relationships with clients and suppliers; and Providing prompt and accurate advice, information and briefings to SAPOL, Ministers and other stakeholders. 4.8 Contribute to the effective maintenance of workplace relations within the Branch by participating in: relevant training and development activities; relevant decision-making processes, especially with regard to administrative support services, policies and procedures; and the attainment and maintenance of a work ethos that focuses on the achievement of identified program/service outcomes. Certified correct by OIC/Branch Head :... / / Acknowledged by Current Occupant :... / / Name of Current Occupant :... G:\MSB\JOBSPECS\Business Services\Procurement\Contract Management Officer ASO-4.doc 5

6 PERSON SPECIFICATION Essential Minimum Requirements (Those characteristics considered absolutely necessary.) Educational / Vocational Qualifications (Include only those listed in Commissioner's Direction 5 as an essential qualification for a specified group.) Nil. Personal Abilities/Aptitudes/Skills (Related to the job description, and expressed in a way which allows objective assessment.) Ability to communicate effectively, both verbally and in writing, with a broad range of stakeholders and customer groups; Ability to work independently and as a member of a team and contribute positively to the spirit of team cooperation; Ability to identify potential risks, to critically analyse problems and to identify options and courses of action to resolve them; Ability to be a self starter and work independently without supervision; Ability to maintain confidence and sensitive information with integrity and in a professional manner; and Possess a high level of personal integrity and credibility and maintain confidentiality. Ability to develop tender packages, specifications and evaluation criteria; Ability to contribute to the selection of a preferred supplier by performing the duties of a tender evaluation panel member or by chairing an evaluation panel; Ability to undertake value for money and cost/ benefit evaluations to identify best contracting outcomes; Ability to operate computer programs with specific emphasis on spreadsheet analysis and design; Ability to adapt and work in a changing environment; Ability to gain the confidence of, and be responsive to, the requirements of management and the customer; and Ability to deal with peak workloads, prioritise work and meet deadlines. Experience (Including Community Experience.) Experience in dealing with a diverse range of internal and external customers at all levels to seek information and provide advice; Practical experience in contributing to the preparation of specifications, determining tender requirements, applying tender evaluation techniques and supplier negotiation strategies; Sound experience in the preparation of concise, logical written reports and other correspondence; Proven computer literacy and ability to use a variety of software packages and in particular, spreadsheet software. G:\MSB\JOBSPECS\Business Services\Procurement\Contract Management Officer ASO-4.doc 6

7 Knowledge A knowledge of the commercial and legal aspects of procurement contracts including an understanding of basic contract law; A knowledge of the strategic and tactical issues in supplier selection; A knowledge of the format and obligations of procurement contracts; A knowledge of the Government s and the State Supply Board s principles, policies and practices supporting government procurement; General awareness and understanding of the principles of equity and diversity and occupational health and safety. Demonstrated proficient knowledge and commitment to OHS&W legislation, principles and practices; and risk assessment in accordance with the OHS&W Act (1986), Regulations & AS/NZS 4360 Standard. Desirable Characteristics (To distinguish between applicants who have met all essential requirements.) Personal Abilities/Aptitudes/Skills Experience Experience in managing contracts and procurement in a procurement environment; Experience in public sector procurement contract administration; and Possess sound keyboard skills. Knowledge An understanding of the strategic procurement concepts and their application in a public sector environment; An understanding of the South Australian Government Procurement Reform Program and the implications when advising SAPOL personnel on procurement related issues; and An understanding of emerging best practices in public sector procurement. Educational / Vocational Qualifications (Considered to be useful in carrying out the responsibilities of the position.) Appropriate tertiary qualifications or study toward tertiary qualifications in materials management, economics, commerce, accountancy, law or relevant discipline. G:\MSB\JOBSPECS\Business Services\Procurement\Contract Management Officer ASO-4.doc 7

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