PROCUREMENT OFFICER (PRINT) HEW LEVEL 5 Position Number: Organisational Unit: Position Reports to: Overall Purpose: Organisational Context and Relationships Click here to enter text & Business Operations Team Leader, Hub The overall purpose of the (Print) is to support the & Business Operations (PBO) in the daily operations of Hub activities such as raising Purchase Order Requisitions, matching invoices, collating Finance 1 reports, identifying area for improvement, run request for quotations(rfq), monitoring expenses on a monthly basis and liaising with suppliers and internal stakeholders. Within the University the position: works closely with other & Business Operations staff Liaises with University staff and external clients/suppliers of the University. Outside the University the position liaises with external clients/ suppliers. Location/Campus: The position is currently located at the Ashley Street, Braybrook Campus of the University. The position and incumbent may be relocated to any other existing or future University work locations where it conducts its operations. Our Values Victoria University s vision is to be open, excellent and engaged, and internationally recognised for its leadership in empowering a diverse community of students to grow their capabilities and transform their lives; and engaging with industry and community to make the world a better place, through the creation and sharing. We will provide exceptional value to our diverse community of students by guiding them to achieve their career aspirations through personalised, flexible, well-supported and industry relevant opportunities. Achievement will be demonstrated by our students and graduates employability and entrepreneurship. We value: Access, Excellence and Respect. Our Organisation Victoria University (VU) is a dual sector (higher education and TAFE) tertiary institution based in Melbourne, Australia. VU has eight colleges, each covering a broad discipline of study, six research institutes and seven research centres. The University has nine campuses in Melbourne's CBD and western region, and a tenth campus in Sydney. It also offers courses at partner institutions throughout Asia. Almost 43,000 students, including around 13,500 international students, study VU courses worldwide. This year, VU celebrates its 25th anniversary as a university, which also marks its 100 years as an educational institution. People and Culture Use only Date Updated 09/08/16 Date Classified 11/06/14
Organisational Unit The Unit manages the functions such as category management, tendering process, price negotiations, and contracts negotiation including all aspects of Service Level Agreement (SLA) and Key Performance indicators (KPI). The Hub Unit manages daily operation of purchasing function in the University. This unit identifies and reports non-compliance to the Purchasing Policy. This unit function as a control gate for all University purchases. Business Operations; Retail, Printing Services and Venues and Catering; are also part of the PBO. Retail function is an outsourced function starting Jan 2013. The Retail contract is managed by the Department. Printing Services is currently in the process of being outsources. At the completion of the outsourcing, the Printing contract will also be managed by Department. Venues & Catering department focus on revenue generation and is required to profitable. The operations of the & Business Operations function and this position are currently located at the Ashley Street, Braybrook offices of the University though this position maybe relocated to any other existing or future University work location. MAJOR TASKS & ACCOUNTABILITIES Main contact person for all VU printing requirements and assisting VU requestors with all the printing purchase order requirement. Develop ongoing relationships with University s colleges, portfolios and respective suppliers. Identify suitable printing suppliers for VU. Main contact person for allocated colleges or portfolio and assisting the allocated colleges/portfolio with all their purchase order requirement. Perform (RFx s) request for (quote, proposal, expression of interest, tender) as tasked by Team Leader, Hub or the Director. Liaise and maintain relationships with external suppliers. Monitor the performance of all printing suppliers to ensure VU needs are met. Contribute to the development and continuous improvement of the Procure to Pay (P2P) process. Provide factual and accurate information to internal/ external stakeholders regarding the procurement policy, processes and requirements in relation to the Procure to Pay (P2P). Assist in the rationalisation and consolidations of supplier s category spend to minimise cost and maximise the leverage of the University s purchasing power. Draft and generate reports as required for procurement assessment and analysis. Liaise effectively with Finance Services to facilitate efficient and effective development of the procurement framework. Provide the & Business Operations with analytical reports to monitor procurement activities in Finance 1 and the Concur (the Credit Card system) on expenditure, purchase requisitions, invoices, contractor s agreements and credit card activity. Provide support to the Hub team in the form of back-up for staff on leave as required. 2
TYPICAL/MAJOR CHALLENGES May undertake work that requires a level of creativity, planning or design function, which applies a level of skill to a varied range of different tasks. Display initiative to ensure continuous improvement approach to tasks, making recommendations for improvement as appropriate for the procurement functions of the and Business Operations division. Monitor and contribute to the development of procurement policies and procedures. Responsible for identifying issues and contributing to/implementing improvements in procurement policies, procedures and practices in areas relevant to their role. LEVEL OF SUPERVISION Operates under routine supervision/general direction from the Team Leader, Hub. PROFESSIONAL AND ORGANISATIONAL KNOWLEDGE Some experience in print procurement and printing industry. Some expertise procurement practices and techniques. Knowledge in procurement management and/or a broad knowledge of a range of finance related functions. Familiarity with the breadth of College rules, regulations and processes and work within those. Knowledge and experience of MS Suite including Word, PowerPoint and Excel. Awareness of quality assurance policies and procedures and other relevant legislative requirements. Ability to work co-operatively, to accomplish joint tasks and build positive working relationships. KEY SELECTION CRITERIA Essential 1. Knowledge or Training Equivalent to: Completion of a degree without subsequent relevant work experience; or completion of an associate diploma and at least 2 years subsequent relevant work experience; or completion of a post-trades certificate or advanced certificate and extensive relevant experience as a technician; or an equivalent combination of relevant experience and/or education/training. 2. Experience in procurement practices and techniques. 3. Experience in print procurement and market capabilities in printing industry. 3
KEY SELECTION CRITERIA 4. Experience in request for quotations process and supplier relationship building. 5. Strong administrative skills, including attention to detail and time management skills, and the ability to deal with competing deadlines and priorities. 6. Developed verbal, written and interpersonal communications skills, including the ability to communicate professionally to staff from all levels across the University. 7. Developed computer literacy, especially in financial management software packages. 8. Ability to work both independently and as a member a team. 9. Demonstrated capacity to understand and comply with employer policy and practices in all aspects of work and conduct, including OHS and Anti-Discrimination responsibilities and complete/attend relevant training. Desirable 1. Understanding of and willingness to comply with quality assurance policies and procedures and other relevant legislative and policy requirements applicable to the University. 2. Knowledge of and previous experience in a tertiary education institution. 4
Organisational Chart Strategic Operations Director HEW10+ Coordinator Team Leader, Hub Executive Chef Venues & Catering Co-Ord HEW6 (0.6FTE) Coordinator Travel Officer (0.8FTE) HEW6 HEW6 Commis Chef HEW4 Supervisor Convention Centre Venues & Catering Front of House HEW3 * Officer, Print (1.0 FTE) 5