POSITION DESCRIPTION Position Title: Responsible To: Responsible For Asset and Procurement Co-ordinator Client Services Manager Self and contribution to Team Position Purpose: The Asset and Procurement Co-ordinator is responsible for procurement and asset management processes. Location: Information Services Date: August 2011 Salary grade: Salary range: Employment Agreement: Band 8 $43,364 - $54,206 - $59,626 General Staff Individual Employment Agreement Organisation Context The Open Polytechnic operates nation-wide as the specialist provider of vocational open and distance learning. The way we pursue our mission and our contribution to an integrated national system of lifelong learning will ensure equity of access while developing independent lifelong learners who can contribute in a skilled, internationally competitive workforce. Mission Statement To deliver high-quality, flexible and innovative information systems that optimise costs and maximise value to Open Polytechnic. Client Services Team The mission of the Client Services team is to provide and continually enhance the delivery of front line IS and Information Management Services to Open Polytechnic business users, and to ensure overall delivery of IS Services consistently meets or exceed expectations. To support this mission, the Asset and Procurement Co-ordinator is responsible for procurement and asset management lifecycle processes, and will function as Team Lead when the Client Services Manager is away. Position Description: Asset and Procurement Coordinator Page 1 of 10
Location of Position in the Polytechnic The Asset and Procurement Co-ordinator works as part of a team reporting to the Client Services Manager, and is expected to have close working relationships with IS managers and staff, as well as with products and services vendors. Refer to Diagram provided in Appendix 1 for details of location and working relationships. Authorities and Scope of Position Focus The Asset and Procurement Co-ordinator will: Perform purchasing and procurement Perform asset management functions throughout lifecycle, including managing support, maintenance and licensing records Serve as Team Lead for Client Services in the absence of the Client Services Manager The Asset and Procurement Co-ordinator has the authority to make decisions and carry out actions in matters relating to the key functions of this position. In addition, the Asset and Procurement Co-ordinator can make recommendations to the Client Services Manager on all other matters. Financial Authority No financial delegations attach to this position. Human Resources Authority No Human Resources delegations attach to this position. Policy The Asset and Procurement Co-ordinator is authorised to: Work according to Polytechnic operational policies, structures and processes within the Infrastructure team, and Contribute to the development of operational policy as may be required for specific purposes within the Infrastructure group or IS Directorate, in consultation with the Client Services Manager. Important Functional Relationships External Vendors of products and services involved in service delivery Internal IS managers, Executive Assistant and staff OP finance staff and other internal business services teams OP staff Key Functions The key functions of the position are broadly identified below. Note: there may be other functions, within the purpose of the role that will be required to be performed from time to time. Position Description: Asset and Procurement Coordinator Page 2 of 10
Key Functions 1. IS Purchasing and Procurement Expected Results Accountability To perform purchasing and accounts payable functions for IS team. Responsibilities Process approved purchasing requests for all IS goods and services using Open Polytechnic systems and procedures. Process and reconcile vendor invoices. Work with Executive Assistant to ensure correct handling of capex expenditure in financial asset register. Work with finance staff and vendors to ensure efficient procurement processes. Deal with vendors and users to respond to pricing and availability requests. Maintain quality and minimise risk, by working within the quality systems for the team, and by managing risk in own work area. Purchasing function is performed in a timely manner, according to agreed policies & sign-offs. Timely processing and checking of all vendor invoices. Capex register is kept up to date. Responsive handling of user pricing and availability requests. Quality issues are identified and raised with management. 2. IS Asset Management Accountability To manage IS assets through their full asset lifecycle, from procurement to disposal. Responsibilities Maintain asset labelling and complete asset records in service management asset database, including maintenance, warranty and support information. Work with other Information Services staff to gather and maintain accurate hardware and software inventory and maintenance records, through service request updates and automated data collection. Carry out regular software and Asset information is accurate, complete and up-to-date. Assets are well-maintained and renewed when required. Maintenance, support and warranty information is accurate and accessible by IS staff. Software licensing is managed for cost- Position Description: Asset and Procurement Coordinator Page 3 of 10
hardware audits to ensure the reliability and consistency of the Asset Database, and reconcile with maintenance and licensing. Manage IS asset disposal process. effectiveness and compliance. Asset management procedures are maintained and documented. Work with Executive Assistant and Client Services Manager to coordinate the software licensing and maintenance renewal processes in accordance with business needs. Work with vendors to ensure efficient asset maintenance processes and administration of warranties. Work with Executive Assistant and Client Services staff to improve, enhance and document asset management processes. 3. Team Leadership Accountability To provide proactive practical team leadership to meet the Polytechnic s business goals and objectives as team lead of the Client Services team in the absence of the Client Services Manager. Responsibilities Ensure that Polytechnic values and behaviours are consistently adopted and role modelled to others within the team to ensure a supportive team environment. Ensure processes and procedures are documented, maintained and available to staff. Take ownership of issues and put forward potential solutions to the Client Services Manager. Monitor own work load, and assist Client Services Manager to monitor others workloads within the team. To proactively advise the Client Services Manager about areas of concern. Appropriate and timely response to any Health and Safety issues arising in Client Services, and reporting of any issues that have a wider context. Problems and requests are resolved responsively. Incidents are managed appropriately, minimizing service outages, with clear escalation and communication. New staff welcomed, trained and supported appropriately. Staff are provided with effective coaching and feedback to ensure the team work effectively and team morale is high. As required, assist Client Services Manager to manage team resources, including leave, to ensure effective workload management, meeting of Position Description: Asset and Procurement Coordinator Page 4 of 10
deadlines, and that team members have clear expectations and timelines. Represent Client Services and/or Information Services at meetings with clients as directed. 4. Contribution to Team Performance Accountability To contribute to the performance of the Client Services team and the wider IS group. Responsibilities Maintain and develop own professional and technical knowledge and skills. Understand the work of colleagues and contribute to team results through cooperative and collegial processes. Contribute to team knowledge and skills development, by working positively alongside team members and contributing to team success. Contribute to positive working environment. Maintain knowledge of Health and Safety procedures, and actively support safe work practices. Professional and institutional knowledge is maintained, and knowledge shared with team. Participates in personal and team performance assessment. Appropriate development targets are agreed in the performance development plan, and there is evidence of achievement against these. Takes a positive role in supporting other team members. Works constructively with peers/colleagues. Work issues are raised with team for discussion/resolution. Health and Safety procedures are followed in own area of work, and hazards reported appropriately as necessary. 5. Effective Working Relationships Accountability To maintain and develop positive working relationships with peers and colleagues. To contribute to trust and understanding of advice and services offered by the Client Services team and IS. Responsibilities Respond to requests for advice and information in a timely manner. Appropriate response to requests for advice within agreed timeframes. Positive Position Description: Asset and Procurement Coordinator Page 5 of 10
Understand the perspective of others in relation to provision of IS services. Seek feedback on the quality of services, and recommend and develop improvements. profile for Client Services team and IS. Effective relationships are maintained and developed with peers and colleagues, including relationships with relevant external agencies. There is evidence of collaborative effort and results. Feedback indicates satisfaction with the quality of services provided. Ideas and recommendations for improvements are raised with the team. NOTE: These role accountabilities may evolve with business developments, and there may be other duties, relevant to your area of work, that will be required to be performed from time to time. NOTE: The above expected results are provided as a guide for performance standards. The annual performance plan and measurements will be discussed and agreed between the position holder and manager as part of annual performance planning and development. Position Description: Asset and Procurement Coordinator Page 6 of 10
Person Specification Education/Qualifications Tertiary Qualification in Administration/Secretarial area or equivalent experience Skills and Experience Essential Previous practical experience in an administrative or procurement role in a medium-to-large organisation Good interpersonal skills, both face-to-face and in telephone and email contact Good experience with Microsoft Office toolset for documentation and spreadsheets Experience in following administrative and procurement policies and procedures Demonstrated ability to plan and prioritise work and meet deadlines Demonstrated ability to liaise with a large range of people Highly developed problem-solving skills Good written communication skills including experience of procedure updates Skills and Experience Desirable Knowledge of the tertiary education environment, and associated user applications and requirements Knowledge of and experience with asset management processes Experience with the use of service and asset management tools (e.g., Microsoft Service Manager, TrackIT) Successful team leadership experience Personal Qualities Accuracy and attention to detail Demonstrates a personal commitment to quality and client service Takes organised and disciplined approach to the performance of work activities Confidence and diplomacy in dealing with a wide range of people Takes a flexible approach to meeting deadlines and maintains accuracy when working under pressure Shows initiative, drive and commitment to achieving objectives Ability to lead by example and inspire others Commitment to working as part of a team and developing effective working relationships Committed to continuous service and process improvement Ability to relate to a wide range of people with different needs and interests staff, managers, and external clients Ability to manage conflict, complaints and abusive clients Ability to gather information for accurate decision making through concise questioning and effective listening skills Initiative, discretion and diplomacy Ability to manage stress and maintain stable performance under pressure Demonstrates a commitment to equity, equal employment, Treaty of Waitangi and educational opportunities Position Description: Asset and Procurement Coordinator Page 7 of 10
Acceptance This Position Description may be reviewed to meet changing business requirements, or as part of the preparation for the performance development process, or as a result of the performance management process. Any required change will be discussed with the position holder and confirmed by the Executive Director, Information Services. I confirm that this Position Description accurately describes the work of the Asset and Procurement Co-ordinator position. Client Services Manager, Information Services Date: I accept this Position Description reflects the duties and responsibilities of the Asset and Procurement Co-ordinator position for which I am accountable: Position Holder Date: Position Description: Asset and Procurement Coordinator Page 8 of 10
Appendix 1 Position: Asset and Procurement Co-ordinator, IS Role Relationships Diagram Reports to: Chief Executive Reports to: Executive Director Information Services Key External Relationships: IS Product and Services vendors Position Reports to: Client Services Manager Key Internal Relationships: OP users and staff Position: Asset and Procurement Co-ordinator Other IS Staff Executive Assistant IS Managers and staff Responsible for: Self contribution to Team Position Description: Asset and Procurement Coordinator Page 9 of 10
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