Manager, Procurement and Contracts

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1 Position description Position title: Reports to: Directorate: Contract Manager/Team Leader Manager, Procurement and Contracts Operations Date: May 2015 PHARMAC s mission Our legislative objective is: to secure for eligible people in need of pharmaceuticals, the best health outcomes that are reasonably achievable from pharmaceutical treatment and from within the amount of funding provided. Values The PHARMAC way' Fresh Thinking We value the collection of new ideas and options to challenge the status quo. We will go out of our way to understand the evidence, listen to stakeholders and encourage colleagues to think innovatively. Our success is founded on our ability to select and carefully implement the best choices. Can Do We value a focus on implementing good solutions. With tenacity, process and collaboration with colleagues, challenges are transformed into opportunities to make a difference. We hold ourselves accountable for what we do and for delivering on our obligations, including under the Treaty of Waitangi. Within Our Means We value being careful stewards of taxpayer funds. We seek resources which are just what we need to fulfil our objectives and commit to ensuring that we deliver within our budgets. Due Respect In exploring boundaries we value the importance of proper process, and others accountabilities and perspectives. The choices and actions we take only continue if they are made on a sound basis and with a focus on serving New Zealanders. Purpose of the position The operational technical aspect of the role is to support the Pharmaceutical Funding and Device Funding teams work to generate value for District Health Boards (DHBs), and in doing this to optimise the availability, and cost to government, of a comprehensive range of appropriate pharmaceuticals and medical devices. The role is focused particularly on monitoring, analysis and management of the contracts PHARMAC has with suppliers. The role interacts and works collaboratively with the Procurement Managers (also part of the Procurement and Contracts team) who are primarily focused on establishing national agreements, and developing market approaches in conjunction with Therapeutic Group Managers or Device Group Managers. As a Team Leader the purpose is leading and managing the members of the Contract team and ensuring they meet their objectives. A783363

2 Key role requirements PHARMAC s funding and procurement activity spans community pharmaceuticals, hospital medicines and medical devices. The Procurement and Contracts team manages the procurement of medicines and medical devices, for use in the community and on behalf of DHB hospitals. This may include running tender processes, developing procurement strategies and negotiating contracts for a final decision either by PHARMAC s Board or the Director, Operations or CE under delegated authority. The team also manages the development and implementation of commercial transactions as agreed with the Funding teams within Operations, with the aim of obtaining value for money from baseline spending. Once contracts are in place, the team will also monitor performance of contracts, and deal with situations such as product out of stocks. The Contract Manager/Team Leader will: 1. Ensure the delivery of objectives in area(s) of accountability: PHARMAC contract management process Be primarily responsible for a portfolio of supplier contracts, for which they manage rebates, contract events, price increases, out of stock items, database management and analysis. Ensure that contracts are implemented and managed in a timely manner following their approval (by the Board or by the CE or Director Operations under delegated authority); including management of price increases and discontinuations. Ensure this work is undertaken in partnership with the Pharmaceutical Funding and Devices Funding teams: o Contract management and event management (e.g. discretionary variance limit breaches). o Management of processes and data required to undertake the contract management function optimally. o Management of out of stock (OOS) and potential out of stock situations to ensure timely resolution of OOS, including effective communications with affected parties and developing strategies to mitigate the risk of OOS and/or limit their impact when they occur. o Management of price increases and discontinuations, in partnership with the Operations funding teams. o Maintain awareness of issues affecting supplier companies and markets. o Identify and manage areas of potential risk to the contractual obligations of the contracted parties. o Lead the management of any disputes that arise in relation to national contracts for which you are primarily responsible, for both formal and informal proceedings (i.e. negotiation, mediation, court). Keep appraised of, and respond appropriately to, any changes in the legislative or policy environment that could impact on PHARMAC s national contracting activities. Noting that as a Crown Entity PHARMAC does work within the NZ Government rules for sourcing. PHARMAC procurement process Provide support and backup for the procurement management activity (that is primarily conducted by the Procurement Managers) to ensure that procurement processes and activity is well connected to contracting activity and information is shared to. 2. Lead and manage the Contract Management team: Clarify and communicate the connection between wider PHARMAC objectives and business unit goals when planning and setting team goals.

3 Contribute to the development and implementation of operational plans/ overall annual team work plan and manage outputs and performance to ensure agreed outcomes are met; Know relevant PHARMAC and government policies and processes and comply with these. Manage workflow including planning, allocation and prioritisation of work. Set clear and stretch objectives with each team member in accordance with PHARMAC s performance management system. Measure and monitor the individual achievement of objectives and provide regular feedback. Take appropriate action where the achievement of objectives is threatened. Provide expert guidance and support to team members. Provide resources, support, coaching, feedback, training and development to enable staff to meet required standards and fulfil individual potential. Ensure that all staff have professional development plans in place and receive regular feedback and coaching; Collaborate with the team manager to carry out these activities in an effective and coordinated way. Model PHARMAC values. 3. Provide regular and relevant reporting and communication: Promote effective communication between own team and colleagues in other teams across PHARMAC to ensure that activities are well coordinated and any issues with cross organisational impact are effectively resolved and managed. Lead by example, provide mutual support for colleagues, respect colleagues strengths and sensitivities, share team successes publicly, and provide open and constructive feedback to one another. Ensure communication within and between teams is aligned with PHARMAC s corporate values. Ensure transparent and regular reporting on deliverables to direct manager with early warning of any slippage. Ensure reports are completed on time and to a high standard. Maintain a no surprises approach to the direct manager. Report any health and safety hazards to a health and safety committee representatives and take immediate action to harm, if possible. 4. Provide effective financial and contract management: Contribute to ensuring PHARMAC is a financially viable agency and lives our value of Within our means. Provide effective overview and management of any delegated authority for budgets to ensure the best use of those monies and in compliance with PHARMAC policies and procedures.

4 Ensure any resources that are under his/her control are managed effectively and efficiently. 5. Provide effective stakeholder and relationship management: Represent PHARMAC externally and promote PHARMAC s interests effectively with stakeholders and in line with PHARMAC s vision, missions, values and communications and stakeholder strategies. Promote, build and maintain effective working relationships with key external stakeholders to ensure PHARMAC listens to others and makes informed decisions. For PHARMAC to use these relationships to ensure the PHARMAC perspective is heard, our processes and decisions understood and outcomes are sensitive to others perspectives. Ensure a high degree of professionalism is used at all times when interacting with stakeholders, and that integrity and effective communication tools are used in any communications. Respond in a timely manner to any interactions with stakeholders. 6. Promote and model ongoing professional development Actively engage in personal professional development activities, seeking regular feedback on performance and being responsive to that. Undertake such development work as agreed with manager and proactively take opportunities as they arise. Actively encourage professional and personal development for all team members. Dimensions and authorities Staff numbers three to four direct reports Programme management responsibility which may include management of contractors, PHARMAC employees and budgets. Budget - nil Key relationships External Pharmaceutical and Devices Suppliers Medsafe Ministry of Health staff Ministry of Business, Innovation, and Employment District Health Board staff and their agents e.g. Health Alliance Wholesalers Internal Pharmacy sector The Procurement and Contract s team provides support to Therapeutic Group Managers and to Devices Category Managers, through facilitating procurement initiatives. The position requires

5 effective relationship management at senior levels, and the Contract Manager/Team Leader is expected to actively foster relationships internally with all staff and notably with the following individuals and groups: Procurement Manager/Team Leader Procurement Managers Tender Analyst Therapeutic Group Managers Devices Category Managers Legal Team Medical Team Ideal person specification This role requires excellent skills in contract management and relationship building with key stakeholders involved in the contract management process Qualifications required A tertiary qualification and/or extensive and comparable relevant experience. The ideal person for this role would have broad experience and/or knowledge in several areas: Experience in contracts management Understanding of the application and management of procurement and contract processes. Analytical skills, able to deal with complex financial and economic data, and clinical data. Ability to quantitatively and qualitatively analyse complex situations and concisely communicate these to different audiences through both verbal and written media. Strong communication and relationship management skills. Attention to detail. Excellent negotiation skills and commercial acumen (including dispute resolution). Strong negotiation, persuasion and influencing skills. Resilience. Specific experience in pharmaceutical and/or medical device procurement would also be advantageous Other required skills include: People management skills Ability to plan, organise, monitor and deliver Knowledge of pharmaceuticals and/or medical devices and their use in treatment of disease would be advantageous

6 Understanding of the NZ health sector structure and function Technical knowledge of Microsoft Access and Excel would be an advantage. Experience or knowledge of the New Zealand government rules for sourcing Ability to establish and build strong working relationships and a proven ability to develop trust with internal and external partners. A creative thinker, able to develop new approaches and solutions. Team worker able to work collaboratively with the PHARMAC team Competencies How we do things around here Three core competencies (applicable to each and every role): Respect - Is empathetic, understanding and accepting of different personalities, cultures, needs and viewpoints; maintains professional working relationships when dealing with sensitive or conflict situations; acknowledges the value of having shared norms of behaviour in a growing and diverse organisation. Contributing - Contributes to PHARMAC s overall outcomes by focusing on PHARMAC s and the team s desired results; can be counted on to meet own goals and objectives successfully; steadfastly pushes self and others for results. Thinking - Builds and maintains PHARMAC s reputation for fresh thinking and high performance by creating new/improved ways to solve problems and achieve work goals; challenges the status quo appropriately; uses judgement, experience and wisdom to make best decisions. Additional, role specific competencies: Decision making - Makes good decisions/recommendations based upon a mixture of analysis, wisdom, experience, and judgment; most of his/her solutions and suggestions turn out to be correct and accurate when judged over time. Organising - Can marshal resources (people, funding, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and other resources in a useful manner. Leading the team - Creates a successful team by ensuring members work cooperatively towards the team purpose and goals; creates strong morale and spirit across the team; uses a variety of leadership techniques to respond to the needs of the team; creates a feeling of belonging in the team. PHARMAC underwent a major structure change in late 2013 to accommodate its expanded role in the management of vaccines, hospital medicines and medical devices. A new leadership and management structure was created to align with the new organisational goals. This position will contribute to any ongoing changes as we review, clarify and improve our processes, policies, delegations and responsibilities. This position description may change as we respond to the new environment that PHARMAC operates within.

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