Role Description Manager, Procurement and Contracts

Transcription

1 Role Description Manager, Procurement and Contracts Cluster Agency Division/Branch/Unit Location Planning & Environment Office of Environment and Heritage Taronga Conservation Society Australia Taronga Zoo Sydney Classification/Grade/Band Clerk Grade 12 Kind of Employment ANZSCO Code PCAT Code Permanent TBC TBC Date of Approval July 2016 Agency Website Agency overview The Office of Environment and Heritage (OEH) cares for and protects NSW s environment and heritage, which includes the natural environment, Aboriginal country, culture and heritage, and built heritage. Taronga Conservation Society Australia (Taronga) forms part of the Office of Environment and Heritage. Taronga s vision is to create a shared future for wildlife and people. Through our efforts we protect endangered species, increase understanding of wildlife and inspire community action. Primary purpose of the role To develop and manage Taronga s procurement policy and framework (incorporating major contracts) ensuring good governance, value for money, organisational effectiveness and innovation, environmental sustainability and that Taronga s overarching procurement requirements (goods, services and construction) are fulfilled and managed consistently within that framework. Key accountabilities Develop, maintain and execute Taronga s procurement policy, ensuring compliance with NSW Procurement Board requirements and other relevant Government policies, and alignment with Taronga s Strategic Plan and evolving business needs. Develop and manage an effective procurement and contract framework including broad principles, a system of delegations and detailed procurement processes. Provide training and ongoing support and advice for procurement processes at both Taronga Zoo and Taronga Western Plains Zoo including implementation of strategies which reinforce staff understanding and compliance with requirements. Provide effective oversight of Taronga s major contracts including through maintenance of the Tarongawide contract management system, appropriate contract documentation, precedents, staff training and development of regular reporting. Undertake regular market analysis of suppliers as well as goods and services spend analytics to provide comprehensive reports and proposals to improve the effectiveness and efficiency of Taronga s procurement and contract practices and arrangements. 1

2 Manage Taronga s accreditation process so that Taronga achieves within agreed timeframes the status of an accredited agency to procure goods, services and construction. Provide effective leadership and management of staff and operations ensuring appropriate systems, policies, procedures, resourcing, performance management, budget management, risk mitigation and continuous improvement in a high-performance, values driven culture. Develop and maintain industry knowledge and networks, excellent working relationships with internal and external stakeholders, identify industry/business developments, opportunities and challenges and, advise on innovative and cost effective procurement options. In particular, participate in the Cluster wide professional Procurement community and cultivate relationships with key Procurement stakeholders. Key challenges Meeting Taronga s procurement and contracts needs with limited resources and systems which require updating Obtaining buy-in from key operational stakeholders Managing complexity in relation to significant goods and services contracts which are outside the norm of zoo activities and a large capital works program across both sites Determining a feasible plan and resources required to achieve Taronga s accredited agency status Key relationships Who Internal Director Corporate Services and Governance Executive Team Taronga Conservation Society Australia Board Taronga managers, supervisors and workers Direct Reports and Teams External External stakeholders including OEH Procurement Team, other government agencies, regulatory bodies, strategic partners, suppliers, service providers and industry associates etc Role dimensions Decision making Why To provide information and discuss objectives, operations and performance. To provide information, recommendations and advice. To provide information/presentations as required. To provide information, consult and work collaboratively. To provide leadership, management and information To represent Taronga, and consult/engage with relevant stakeholders on strategic and operational matters to achieve Taronga s Procurement objectives. The position is fully accountable for delivering all aspects of the Procurement business plans and objectives, as approved by the Executive Team. In developing the plans, the position consults with the Executive Team and other stakeholders to ensure the plans take into account the needs of all divisions and Taronga operations. Role Description Manager, Procurement and Contracts 2

3 The position provides advice and strategy recommendations that have a significant impact on the operations of other divisions. The position works with Directors and line managers to implement agreed strategies to deliver quality services and effective operations. The position is accountable for the development and implementation of Procurement and Contracts programs, projects, policies, procedures and work practices. The position manages numerous Procurement and Contracts projects and services. The position also develops proposals for new projects and recommends Procurement and Contracts project plans and resources. Sensitive matters, or those with Taronga-wide implications, or a conflict of interest are discussed with the Director Corporate Services and Governance. Within the framework of Taronga s Strategic Plan, Policies and Procedures, the position is largely self directed, however the position is required to work collaboratively and in consultation with directors, managers and supervisors across Taronga. Taronga s Property, Infrastructure and Operations division manages construction and construction related procurement. These procurement categories will operationally remain with the PIO division however a high level of collaboration will be required to ensure a unified approach across the organisation. Reporting line The position reports to Taronga s Director Corporate Services and Governance. Direct reports Purchasing Budget/Expenditure The position is accountable for the Procurement budget and expenditure, and must operate within the position s financial delegation and in accordance with Taronga and NSW government finance policies and procedures. Essential requirements Management experience and achievement in procurement, preferably a level of experience in government procurement Knowledge and practical experience in procurement systems development and change management Tertiary qualifications in a business related discipline, or an equivalent combination of knowledge, skills and experience Capabilities for the role The NSW Public Sector Capability Framework applies to all NSW public sector employees. The Capability Framework is available at This role also utilises an occupation specific capability set which contains information from the Skills Framework for Information Age (SFIA). The capability set is available at Role Description Manager, Procurement and Contracts 3

4 Capability summary Below is the full list of capabilities and the level required for this role. The capabilities in bold are the focus capabilities for this role. Refer to the next section for further information about the focus capabilities. NSW Public Sector Capability Framework Capability Group Capability Name Level Display Resilience and Courage Act with Integrity Manage Self Value Diversity Communicate Effectively Commit to Customer Service Work Collaboratively Influence and Negotiate Deliver Results Plan and Prioritise Think and Solve Problems Demonstrate Accountability Finance Technology Procurement and Contract Management Project Management Manage and Develop People Inspire Direction and Purpose Optimise Business Outcomes Manage Reform and Change Intermediate Occupation / profession specific capabilities Capability Set Category and Sub-category Level and Code Strategic Procurement Leadership Level 4 Contract Management Level 4 Legislative and Policy Environment Level 4 Focus capabilities The focus capabilities for the role are the capabilities in which occupants must demonstrate immediate competence. The behavioural indicators provide examples of the types of behaviours that would be expected at that level and should be reviewed in conjunction with the role s key accountabilities. Role Description Manager, Procurement and Contracts 4

5 NSW Public Sector Capability Framework Group and Capability Level Behavioural Indicators Personal Attributes Manage Self Relationships Work Collaboratively Results Deliver Results Results Demonstrate Accountability Business Enablers Procurement and Contract Management Act as a professional role model for colleagues, set high personal goals and take pride in their achievement Actively seek, reflect and act on feedback on own performance Translate negative feedback into an opportunity to improve Maintain a high level of personal motivation Take the initiative and act in a decisive way Build a culture of respect and understanding across the organisation Recognise outcomes which resulted from effective collaboration between teams Build co-operation and overcome barriers to information sharing, communication and collaboration across the organisation and cross-government Facilitate opportunities to engage and collaborate with external stakeholders to develop joint solutions Drive a culture of achievement and acknowledge input of others Investigate and create opportunities to enhance the achievement of organisational objectives Make sure others understand that on-time and on-budget results are required and how overall success is defined Control output of business unit to ensure government outcomes are achieved within budget Progress organisational priorities and ensure effective acquisition and use of resources Seek and apply the expertise of key individuals to achieve organisational outcomes Design and develop systems to establish and measure accountabilities Ensure accountabilities are exercised in line with government and business goals Exercise due diligence to ensure work health and safety risks are addressed Oversee quality assurance practices Model the highest standards of financial probity, demonstrating respect for public monies and other resources Monitor and maintain business unit knowledge of and compliance with legislative and regulatory frameworks Incorporate sound risk management principles and strategies into business planning Ensure that government and organisational policy in relation to procurement and contract management is implemented Monitor procurement and contract management risks and ensure that this informs contract development, management and procurement decisions Take responsibility for procurement and contract Role Description Manager, Procurement and Contracts 5

6 NSW Public Sector Capability Framework Group and Capability Level Behavioural Indicators People Management Optimise Business Outcomes management activities and decisions by applying the guidelines and procedures Promote the principles of risk management as applied to procurement projects, to identify and mitigate risk Implement effective governance arrangements to monitor provider, supplier and contractor performance against contracted deliverables and outcomes Represent the organisation in the resolution of complex/sensitive disputes with providers, suppliers and contractors Initiate and develop longer-term goals and plans to guide the work of the team in line with organisational objectives Allocate resources to ensure achievement of business outcomes and contribute to wider workforce planning Ensure that team members base their decisions on a sound understanding of business principles applied in a public sector context Monitor performance against standards and take timely corrective actions Keep others informed about progress and performance outcomes Occupation specific capability set (Skills Framework for the Information Age SFIA) Category and Sub-category Level and Code Level Descriptions Strategic Procurement Leadership Level 4 Influence the strategic vision and direction of the procurement function and support its effective implementation across all areas of the business Incorporate business insights and objectives into the development of the procurement strategies Develop innovative procurement solutions at a project/category/ organisational level Use a range of organisational procurement models to design structures which suit the organisational environment Establish KPIs and reporting processes and frameworks to capture and report the benefits of the procurement function Lead efforts to develop and harmonise procurement processes/ standards across all user groups to gain buy-in and organisational commitment Research and seek opportunities for improvement in procurement and effectively promote and manage changes in procurement policy, processes and practice Mentor other procurement professionals on best practice and innovative methods to deliver better outcomes and lead by example Role Description Manager, Procurement and Contracts 6

7 Occupation specific capability set (Skills Framework for the Information Age SFIA) Category and Sub-category Level and Code Level Descriptions Contract Management Level 4 Establish mechanisms to ensure contracts are effectively governed both within and outside of the procurement function Legislative and Policy Environment Manage and adjust complex and strategic contracts to meet the intent of the business need and continue to add value Develop the overall plan for contract administration and set priorities and targets for renewal and extensions based on the business needs and market conditions Lead expert reference groups for key areas of spend and effectively work with business partners to support procurement programs and supply chain initiatives Lead the development and implementation of innovative performance and measurement metrics and incentive schemes Identify and mitigate variation and change claims which arise, and resolve conflict with suppliers Level 4 Interpret and effectively apply the intent of the government procurement framework and all related polices and legislation Regularly review and interpret legislative requirements to ensure procurement/contract management policies and practices comply with the intent of the legislation Lead by example and seek to ensure all codes of practice (e.g. Ethics, Probity, Health and Safety) are fully understood and consistently applied to procurement activity across the organisation Act as a reference point on knowledge of best practice on Public Sector procurement processes, for senior stakeholders within the organisation Interpret government social and environmental objectives and incorporate these into all procurement objectives and sourcing activity Work closely with industry bodies and internal stakeholders to proactively develop supply markets to meet future procurement needs Develop leading edge sustainable procurement strategies that drive improved social, economic and environmental outcomes throughout the supply chain Champion sustainability within the industry and the organisation Role Description Manager, Procurement and Contracts 7