Position Description

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1 Position Description Title Contracts Administration Officer Directorate Corporate Services Department Commercial and Property Services Location Camberwell Classification Band 5 Position code CRPRPPXXCAO Position purpose This position provides quality professional administrative support to the Purchasing and Procurement Team to assist in the efficient and effective functioning of that Team. A high level of administrative support is required to ensure the Team provides tendering and other procurement processes that maintain a high level of integrity and probity, that the operational needs of the Team are satisfied and that other staff involved in tendering and contracts are

2 supported, both directly and indirectly, through the development of appropriate systems, documentation and training. Reporting relationships Reports to: Coordinator Purchasing and Procurement Supervises/manages: Internal liaisons: External liaisons: All Council staff Tenderers Council contractors and suppliers Other procurement organisations including State Government, Procurement Australia, MAV Procurement Assessment criteria The position will be assessed against the following items: Council Plan Business Plan Performance review and enhancement program (PREP) Risk management Boroondara values statements Duties and responsibilities Provide professional support and administrative assistance to the Purchasing and Procurement Team in relation to the tendering and contracting responsibilities of the Team including: Maintenance and administration of Council's Open Windows Contract Management System to ensure its accuracy and currency in respect of all Council tender processes and contracts. This will include: producing accurate, clear and timely reports from the Contract Management System on tenders and contracts as necessary;

3 liaising with Open Windows to develop and implement training programs for key users in the use of the Contract Management System; supporting other areas of Council in the correct use of the System including providing training of contract managers and other administrative staff; liaison with the Contract Management System provider (Open Windows) to obtain system support for any system updates, and assisting with upgrades to the system. Preparation and issue of tender documentation and correspondence. Placement of tender advertisements, uploading tender documents to Council's website, dealing with tenderer enquiries, issuing tender document amendments, registering tender submissions at tender openings, etc. Preparation of tender evaluation documentation including tenderer evaluation spreadsheets, tenderer submission pricing summaries, evaluation reports, etc. Preparation and coordination of contract documentation and correspondence to ensure its accuracy in respect to the Council s contract processes and conditions. Use of other software systems (ie FinanceOne, Objective, etc.) for the completion of tasks. Maintenance of Council's external Tenders Inbox address to ensure it is up-to-date, enquiries are attended to promptly or are redirected to appropriate other staff as required. Liaise with external organisations, such as the State Government, Procurement Australia, Municipal Association of Victoria Procurement, regarding external contracts available to Council and assist in the preparation of agency letters, compilation of data and/or spend volumes relevant to externally run tenders, etc. Ensure information that is contained on Council's Intranet pertaining to tenders and contracts is up-to-date at all times. Facilitate the receipt of Bank Guarantees in accordance with Council s requirements and to coordinate with Corporate Information on their lodgment. Preparation and data analysis of reports required on a monthly and quarterly basis to Executive Leadership Team (ELT). Identify opportunities for continuous and process improvements. The incumbent will also provide support to the Coordinator Purchasing and Procurement during absences of key team members including the Contracts Officers, Fleet Administrator and Purchasing Officer. The incumbent will be

4 expected to directly handle some key responsibilities of these positions only during the absence of that key team member. City of Boroondara reserves the right to direct officers to undertake other such duties that are within their skills, competency and training, that will assist Council to achieve its objectives and provide an effective service to the Boroondara community. Boroondara Customer First Program Our vision for the future is to transform the Boroondara customer experience into one that places the customer at the centre of our service and delivers a seamless, convenient and empowering experience for all customers. This is an organisation wide project requiring commitment from all employees to ensure a successful transition from our current customer service model to a customer-centric model in a digital environment. Staff will be involved in the Pi (process improvement) process that requires an examination of work processes in their teams to identify those that are operating efficiently, those which are obsolete and those which could be improved through change. Document management Document management is a shared responsibility between staff, managers, corporate information and system administrators. ECM is the current corporate document management system. A new corporate document management system, Objective, is being implemented in The Council Service Charter requires a final or interim response to incoming correspondence be provided within 10 working days. If an interim response is provided, it will detail when a full response will be provided. All staff are responsible for making and keeping complete full and accurate records in the Corporate System ECM that adequately document Council business activities and support any decisions made. This further extends to making information available to other staff through ECM improving the overall service provided by Council.

5 OHS and Risk management Follow established safe working practices, procedures and instructions Take reasonable care for their own OHS and that of their colleagues Seek assistance when unsure of practices and procedures to perform a task Report all hazards, incidents, injuries, near misses and potential risks as soon as practicable to their supervisor Actively participate and contribute to preventative OHS strategies, audits, team meetings and training Accountability and extent of authority Exercise discretion within agreed practices, processes and procedures, undertaking and implementing quality control measures. Accountable for the timely update and maintenance of Council's Contract Management System to ensure its accuracy and currency for Council to operate efficiently, preparation of reports generated from the System, etc. Accountable for training staff in the use of Council s Contract Management System. Empowered to make decisions in relation to general tender enquiries. Judgment and decision making Ability to exercise professional judgement and make recommendations to the Coordinator Purchasing and Procurement. Guidance will be available when required. Judgment will be exercised within a framework of the Council Plan, Council policies, statutory requirements and other guidelines. Advice in relation to the efficient and effective operation of Council's Contract Management System software. Specialist skills and knowledge Knowledge of and experience in the administration of enterprise (business) systems such as Council s Open Windows Contract Management system.

6 Knowledge of, or exposure to, tendering and contracting processes and principles. Strong attention to detail. Ability to train and support staff in the use of complex software systems (in this instance the OpenWindows Contract Management System). Knowledge of the application of the Purchasing and Procurement Team procedures, practices, templates and legislative requirements. Excellent PC skills, particularly using the Microsoft Office software. Demonstrated experience and ability to contribute to the development and continuing improvement of the Purchasing and Procurement Team processes and procedures. Management skills Demonstrated ability to work with minimal supervision, and to assist in the achievement of the goals and objectives of the Purchasing and Procurement Team. Sound planning and organisational skills. Ability to exercise initiative and find solutions to problems and when required escalate complex issues. Ability to manage own time, set priorities, achieve objectives and produce work of high quality within established time frames. Ability to be flexible and have the skills to deal successfully with multiple demands. Understanding of the importance of maintaining a high level of confidentiality of proprietary and sensitive commercial information. Interpersonal skills Develop and maintain positive working relationships with all areas of Council, tenderers/contractors and other relevant stakeholders in the tendering and contracting process. Ability to work cooperatively and productively as part of a team in an open and integrated way. Demonstrated ability to communicate and negotiate with people from a wide range of disciplines both within and outside the organisation. Capacity for decision making and ability to articulate reasons for decisions. High level oral and written communication skills.

7 Ability to be adaptable and prepared to perform a variety of tasks. Commitment to quality outcomes and responsiveness to the delivery of services to clients. Qualifications and experience Demonstrated experience in the ability to contribute to the ongoing development of Council's Contract Management System. Coordination and provision of training and support for Council s Contract Management system. Certificate in Business or equivalent. Proven experience in a procurement environment including exposure to, and understanding of, tendering processes. Proven ability to provide a high level of quality administrative support in a complex technical environment including the preparation of written documentation such as tender documents, evaluation reports or contract documents. Proven experience in the use other complex software systems (ie. FinanceOne). Selection criteria Sound knowledge of and experience in the administration of enterprise (business) systems such as Council s Open Windows Contract Management system. Experience in the preparation of training documentation and delivery of training for staff in the use of, enterprise systems, in particular Council s Open Windows Contract Management system. Excellent PC skills, particularly using the Microsoft Office software Certificate in Business or equivalent. Previous experience in a procurement environment including exposure to, and understanding of, tendering processes and contract administration. Demonstrated experience in putting together complex technical documentation under guidance. Ability to be adaptable, prepared to perform a variety of tasks and to show motivation and initiative in a team environment. High level oral and written communication skills. Ability to work unsupervised within set timeframes and to work positively and cooperatively with a wide range of stakeholders.

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