POSITION DESCRIPTION SUPPLY CHAIN MANAGER Date Reviewed: April 2015 PURPOSE: To provide support to the Senior Commercial Manager in managing the procurement function of Todd Energy, including: Management of all of Todd Energy s New Zealand procurement, but excluding personnel and consultant arrangements. Ensuring compliance with the Upstream Procurement Standard, Corporate Procurement Policy, DOA Policy, Contract Execution Policy, standard form documentation (where appropriate) and including organisational training and compliance systems to ensure this is achieved. Management of the procurement function, including the Procurement Advisor and Warehouse staff. Management of the Warehouse facility. Procurement of goods and services fit for purpose, including as to quality and timeliness, and at best cost. REPORTS TO: Senior Commercial Manager DIRECT REPORTS: Warehouse Supervisor, Procurement Advisor ORGANISATIONAL RELATIONSHIPS: INTERNAL: EXTERNAL: COMPETENCY PROFILE Qualifications/Experience Tertiary qualification Commercial & Planning Team, Warehouse team, Procurement Advisor, Well Services & Well Engineering Teams, M&M Production teams, New Ventures and Non Operated Assets team, Development and Project Services team, Operations Team, Nova Energy staff, Todd Corporation Governance leads, Upstream Contracts Committee Existing and potential suppliers and contractors, Industry specialists & service providers At least 15 years procurement and contract management in the oil sector. Experience in engineering projects and operations an asset. Experience in leading procurement projects of a complex and significant value nature. Member of CIPSA - Chartered Institute of Purchasing and Supply Australasia, or similar organisation. Skills Proven ability to coach, mentor, motivate and influence people. Proven ability in taking responsibility, initiating activities, prioritising and delivering successful outcomes on time and within agreed budgets. High level of ability to communicate complex issues, both verbally and written. Position Description: Supply Chain Manager Page 1 of 7
Proven proactive approach to building and maintaining effective relationships with internal and external parties, including the ability to effectively manage major supplier issues. Ability to develop and implement comprehensive and robust business systems, including implementing organisational change to achieve compliance. Energetic, motivated and self-starting individual. Strong commercial acumen, with proven accounting and financial skills. Strong market research skills. Ability to quickly establish credibility across the organisation and to engage with others to achieve quality business outcomes Sound judgement, analytical and problem solving skills. Strong understanding of business and management principles involved in strategic planning and sourcing, negotiation strategy and execution, contracting resource allocation, procurement methods, coordination and allocation of resources OPERATING PRINCIPLES Value our people Care for the environment and community Maintain high standards of conduct Create value KEY TASKS AND COMPETENCIES Refer to the attached schedule. Position Description: Supply Chain Manager Page 2 of 7
KEY RESULT AREAS ACCOUNTABILITIES KEY PERFORMANCE INDICATORS Commercial Support Support the Senior Commercial Manager by providing advice and analysis as required, including assisting in the strategic planning and budgeting processes. Tender Process Management Assisting with the preparation of management and Board reports. Coordinate and manage all relevant input internally to resolve and record proposed contract scope. Develop full understanding of project objectives and requirements to which contract relates. Undertake risk analysis to find the exposure of the company and develop the best pricing strategy applicable for the contract in consultation with the user to optimize company objectives. Coordinate and consult with Legal and Insurance in preparation of tenders and contracts. Compile all data required for preparing estimates. Prepare tender process strategy, scope, specifications and other exhibits that may be required. Manage selection of and all communications with preferred tenderers. Manage and coordinate tender appraisal process. Ensure conformity with contract requirements. Ensure compliance with Todd Energy policies, standards and procedures. Contract Negotiation In consultation with the Senior Commercial Manager, lead or facilitate all contract negotiations. Award contracts, including final approval of payment in accordance with Todd Energy policies, standards and procedures. Undertake (or coordinate as appropriate) all necessary commercial and economic analysis required to support contract negotiation strategy. Assist in obtaining all necessary internal approvals for negotiating strategy, ensuring robust governance at all times. Convene and facilitate the Contracts Review Committee and provide all documentation and analysis for transparency and clarity of decision making. Provides support in an efficient and effective manner to the standards required. Effective integration with operations, legal, commercial and risk management colleagues, consultants and counterparts, delivering desired outcomes. Engage and utilise procurement and SCM software to a high level of proficiency. Effective facilitator of tender negotiations, employing sound strategy and delivering desired outcomes, mindful of long term flexibility. Robust contracting strategy developed and followed from the outset that is clearly communicated with colleagues, counterparties and other stakeholders. Appropriate documenting and archiving of tender materials. Development and maintenance of Todd pro forma template documentation. On-going understanding and recognition of market trends in respect to acceptable terms and conditions. Development and maintenance of good business relationships with key service providers and suppliers. Collaborative engagement with successful bidders that facilitates the development of long term business relationships. Conclusion of contracts in a timely manner on terms that match Todd s corporate requirements and facilitates the achievement of business objectives. Appropriate documenting and archiving of contract materials. Position Description: Supply Chain Manager Page 3 of 7
KEY RESULT AREAS ACCOUNTABILITIES KEY PERFORMANCE INDICATORS Contract Management Lead or facilitate process to execute internal decision-making regarding contract variation, both Todd driven and third party driven. Advise contract owners of contractual rights and obligations and ensure compliance. Ensure contract and contractor status database is comprehensive, up-to-date and compliant with governance process requirements and best practise requirements to support contract management. Review all correspondence concerning contractors and coordinates and coordinate responses as necessary. Establish and maintain contact with contractors to ensure efficient and no surprises contract management. Evaluate and review contracts on continuing basis to ensure financial and functional requirements are being met. Facilitate work of project team with contractors to implement fulfilment of contracts. Review existing contracts and implement strategy to closure and release. Act as liaison between company and contractors. Procurement and Distribution Staff Leadership and Management Manage the procurement and warehouse distribution functions for Todd Energy. Demonstrate and lead a culture aligned with the Company s Operating Principles, policies and procedures. Recruit, retain and develop high performing staff to ensure the Company has the required level of expertise. Manage staff so they are empowered to make decisions, while consulting on issues that need wider consideration. Ensure an effective flow of information occurs both vertically and horizontally within the Company. Build a strong team spirit and level of engagement, acknowledging team contribution and achievement as appropriate. Ensure the Employee Performance Management framework is implemented for self and team members, setting clear accountabilities with clearly defined development pathways. Understands the key deliverables and schedule for each contract and works with counter-parties and Todd Energy to ensure deliverables are met and costs controlled. Manages requests for variations efficiently with minimal supervision. Briefs Todd management in a timely manner in respect to possible contract delays, over-runs or other variations that may affect project economics or deliverables. Ensure the procurement and distribution functions are carried out in an efficient and effective manner and in line with Todd policies and procedures. For all direct reports: Current position descriptions in place. Objectives are set and regularly reviewed. Performance appraisals are completed on time. Development and succession plans are in place. Position Description: Supply Chain Manager Page 4 of 7
KEY RESULT AREAS ACCOUNTABILITIES KEY PERFORMANCE INDICATORS Formally coach and mentor team members by fostering high standards and ensuring a culture of learning, sharing experiences and constructively challenging thinking. Endeavour to ensure staff are committed and enthusiastic and contribute in a positive way to Company outcomes. Budget Management Ensure that Todd Energy s total annual spend on procurement is reasonable and has been appropriately incurred. Develop and monitor the annual budget spend to meet work program & strategic sourcing targets. Health, Safety and Environment Provide leadership and direction for direct reports in matters of health and safety. Develop employee commitment to achieving excellent health and safety standards. Develop a clear chain of responsibility for health and safety matters through normal line management channels. Demonstrate a commitment to continually improving health and safety performance. Become familiar with and abide by all applicable Todd Group policies and guidelines, and relevant statutory obligations. Understand the hazards and risks associated with the business and how these are controlled, verify that these controls are in place and effective within your span of control. Report all occupational injury, illness, near miss incidents, environmental spills or fire, regardless of its severity, to a supervisor. Understand what emergencies could occur in the business and how these will be dealt with and ensure that there is an effective emergency management plan. Report hazards which may result in an injury, illness, spill or fire to a supervisor. Behave in a manner which does not endanger the health and safety of you, other employees or contractors. Other Other duties as directed including special projects when required. Costs incurred are in line with set budget. Reporting against budget carried out as required. Demonstrate compliance with and understanding of the Company s Health and safety policies and abide by these at all times. All duties are carried out as requested by the Senior Commercial Manager. Position Description: Supply Chain Manager Page 5 of 7
CORE COMPETENCIES Occupational Health, Safety and Environment Concern for health and safety is about ensuring self and others work safely. The competency starts with the simple understanding of health and safety regulations and the organisation s rules around it, and ranges to proactively identifying and acting to correct workplace situations that are of potential danger to self and others. Demonstrates that they take health and safety seriously, and promote a positive attitude to health and safety in the workplace. Productivity and Quality Planning and Organising Flexibility and Adaptability Effective Communication Interpersonal Awareness Teamwork Customer Focus (Internal and External) Shows commitment to producing quality work and meeting desired productivity levels. Assumes responsibility for own work outcomes and completes work accurately and within the established time frames and specifications. Works to meet the agreed standards, as aims to improve own performance by designing/creating better, faster and more efficient approaches to complete a task/assignment. Seeks feedback on own performance and uses that feedback for personal improvement. Demonstrates initiative addressing opportunities and problems that arise and may where appropriate try new approaches that have not been used before on a task/assignment. Personally adheres to agreed timelines and processes as well as assisting others in organising work. Seeks clarity of roles and functions. Will monitor and check that their own work is correct and completed on time; ensure they provide quality information to others; keep their records, documentation and schedule well organised. Will set up and maintain systems and measurements, estimate resources needed to complete projects/assignments; allocate time and resources effectively, as well as anticipate obstacles and take necessary action to ensure they remain on track. Shows understanding and appreciation of different and opposing perspectives on an issue, adapting own approach as the requirements of a situation change, and changing or easily accepting changes in own organisation or job requirements. Is able to efficiently reprioritise and adapt own tactics to changing environment. Is open to considering new ways of doing things, willingly embrace new approaches, show an interest in learning new skills and keeping up to date with best practices, including new technologies and processes. Is able to clearly and confidently communicate facts and viewpoints in an appropriate way through different mediums, including face-toface conversations, meetings, written and verbal presentations, and reports. The competency starts with the ability to gather facts and structure one s argument; at more complex levels it involves anticipating obstacles and objections, addressing them in advance and tailoring presentation to each particular audience. Shows the ability to correctly read people and situations, understand other s differences and respond appropriately. Takes the time to build rapport and show they care; has a genuine desire to understand someone else s point of view or position; demonstrate tact and respect. Demonstrates a willingness to work in a cooperative, collaborative manner as opposed to working independently. Teamwork is about being a good team-player, co-operating and offering support to others. Shows respect and values other team members, celebrates other s successes, values diversity and solicits input from others who have useful experience. Customer Focus is about discovering and meeting customers needs. Maintains open and clear communication with customers, listening to what customers are saying and asking appropriate questions. Provides prompt, efficient assistance, builds rapport, and develops relationships with customers. Acts in a collaborative and empathetic way; remains calm when dealing with challenging customers. In the case of long-lasting customer relations, demonstrates the ability to develop an understanding of underlying customer needs and become the customer s trusted advisor. Position Description: Supply Chain Manager Page 6 of 7
LEADERSHIP COMPETENCIES Achieving Excellent Results Demonstrates a drive to produce the highest quality outcome, improve performance, show initiative and achieve a standard of excellence. At the lower levels this competency shows great concern for the quality of work produced by self and others. At the higher levels it is about identifying longterm future opportunities, setting challenging goals and taking calculated entrepreneurial risks. Displaying Resilience and Confidence Building Relationships Thinking Beyond the Boundary Organisational Commitment Leading Teams and Changes Developing Talent Holding Self and Others Accountable Shows a high degree of self-awareness and control; an ability to transcend personal emotions for the best interest of the organisation. Has the ability to take disappointments in one s stride and adapt one s approach to ensure success in the future. Demonstrates a positive outlook on life and work; an upbeat, can-do and flexible approach when facing rejection and barriers to success. Displays self-confidence and an ability to rise up to the challenge. At higher levels of this competency people develop an ability to tolerate continuous stress and/or change at work. They develop their own techniques of managing personal stress as well as techniques to minimise stress for their subordinates, managers, and peers. Shows the ability to develop and maintain relationships with people and groups as a basis for mutual benefit. These groups of people include customers, partners, government organisations; as well as other parts of the same business. Building relationships starts with engaging in networking activities, establishing contacts and friendships, maintaining clear communication & genuinely valuing other s input. More advanced levels require an ability to build trust, compromise and resolve obvious and hidden conflicts. Effectively employs both analytical (deductive) and conceptual (inductive) thinking. Is able to break down an issue into pieces and organise them in a systematic way, identify casual relationships, recognise trends, apply learned models and create new concepts that are not obvious to others. The higher the level of the competency the broader the context of the issues leaders are dealing with, with more unknown or moving parts. The timeline of problem solving on lower levels is more operational and tactical while higher levels deal with strategic and business transformational issues. Shows an ability and willingness to align their own behaviour with the needs, priorities, and goals of the organisation. Acts in ways that promote organisational goals or meet organisational needs. Will put organisational goals before own preferences. Organisational commitment is based on the feeling of pride for being a part of the organisation. This can include being proud of what organisation does for customers, employees, stakeholders, industry, community, and overall economy. It also includes being pleased of what the organisation achieves as a team. Demonstrates the ability to lead groups of people towards common goals. This includes providing clear direction and building commitment within the team; energising and engaging them. At the lower levels leaders provide clarity by explaining rationales for decisions and ensuring people have an understanding of their roles and responsibilities. Higher levels include the ability to generate excitement around Todd s vision, goals, and change priorities. Good leaders have a variety of leadership styles in their repertoire and apply appropriate styles for the situation; they care for their team and remove any road-blocks that jeopardise their team s success. Has the ability to identify others underlying potential, as well as personal strengths and limitations. This stems from a concern for the long-term needs of the Todd Corporation and a genuine intent to foster and support long-term learning and development in the organisation. At the lower levels the competency ranges from recognising and responding to individual development needs through to, at the higher levels, fostering the learning environment at the organisational level, arranging appropriate business practices (e.g. learning secondments, projects, etc.). This competency requires a genuine interest in the other person, high degree of self-awareness and interpersonal understanding, and an ability to let others make their own mistakes. Accepts accountability for personal decisions and results. Holding others accountable is the ability to enforce requirements around performance standards. Effective delivery of this competency depends on clearly defining the behaviours or performance results that are required (or that are unacceptable), and then enforcing those standards. Mediocrity is not tolerated and performance problems are addressed appropriately, when possible avoiding unnecessary pressure and discomfort for the employees. Position Description: Supply Chain Manager Page 7 of 7