Position Description

Transcription

1 Position Description Position Title Commercial Administrator Division Commercial Division Group Services Group Location Wellington Reports To Unit Manager, Commercial Operations Date Created/ Updated August 2017 About the Ministry The Ministry of Foreign Affairs and Trade works to make New Zealand's voice heard overseas and contributes directly to the security and well-being of all New Zealanders. Our purpose is to create the international conditions and connections for New Zealand and New Zealanders to thrive. Our work: Leadership amplifies New Zealand s influence and standing in the world; Prosperity delivers improved prosperity for New Zealand and our region; Kaitiakitanga delivers solutions to global challenges, for the benefit of present and future generations; Stability delivers security and resilience to our country, our people, and our region. Our values are professionalism, leadership, respect, collaboration and innovation. About the Division The Commercial Division consists of three functions: a Commercial Pool, a Commercial Operations Unit and a Commercial excellence function. The Division will apply an appropriate, flexible Commercial Framework to all commercial activities. The Division will continuously improve commercial policy, processes and practices to achieve value for 1

2 money within the Ministry globally, whether the commercial activities are carried out with the support of the Division s Commercial Managers or elsewhere. It will ensure that commercial related learning and development allows Ministry managers and staff undertaking procurement, grant contracting, contract management, and commercialisation to demonstrate an appropriate level of commercial acumen. About the Position The Commercial Administrator is a key staff member in the Commercial Division and is required to provide high quality, efficient and accurate administrative assistance, combined with a high degree of professionalism and customer focus when working with internal and external stakeholders. The Commercial Administrator will support the administrative needs of the Commercial Division including the Divisional Manager, Advisers and other commercial specialists in the Commercial Pool and the Commercial Excellence function. Key Accountabilities The following items are indicative of the main tasks and accountabilities for this role but are not an exhaustive list. A high degree of flexibility and agility is required as there may be variable levels of demand in addition to seasonal peaks and troughs. Other support tasks may be required to be performed as demand arises. Procurement Administration and Support Provide administrative support to tender and request for quotation processes. GETS administration, e.g. loading notices, co-ordinating questions and answers from suppliers, posting content of award notices within timescales as required by the Government Rules of Sourcing. Providing excellent customer service/support, e.g. answering phones, dealing promptly with procurement and grant related queries. Arranging supplier briefings and feedback sessions. Coordinate and support selection panel processes. Contract checking and filing of hardcopies. Contract database maintenance, including progressing and reporting on outstanding unsigned contracts. Monitor, track and report on supplier spend, work in progress, contracts/grants progress, exemptions, letters of variations and other relevant data, recording information within Ministry databases. Consolidate, monitor and report on supplier performance frameworks. Manage inboxes. Track OIAs, PQs, MQs and complaints. Team Support Provide customer-focused administrative services to the procurement team including effective co-ordination of travel arrangements, meetings/events and special projects as required. Provide financial management administration such as invoice processing, checking spend against commitments, preparation and monitoring of budgets, and assistance with purchase order processes as required. Meeting administration, room bookings, preparing papers for attendees. Take minutes of team meetings/planning sessions and procurement evaluations. Assist with the creation of presentation documents training/h&s etc. General administration. Stationery purchasing. Manage any Heat Service Portal queries. 2

3 Recruitment and staff related administration, including for contractors and consultants. Other tasks as directed by the Unit Manager Commercial Operations. Quality/Process Improvement Establish and maintain a focus on continuous improvement of systems, policies, processes and procedures to ensure cost effectiveness, improved efficiency and a consistent approach across the Ministry. Contribute to the development, improvement and quality of procurement and commercial processes and associated workflow, procedures and analytical tools. Implement web updates to the MFAT intranet, external website and business process portal. Track procurement and commercial changes and improvements on the Business Process Portal. Work collaboratively to standardise and utilise best practice tools, process and systems. Relationship Management Develop positive working relationships with key internal staff and external suppliers. Ensure external suppliers are held to account for services delivered to agreed budget and timeframes. Organisational Responsibilities Demonstrate alignment with the organisation s values, goals, policies and procedures. Understand the context in which the Ministry operates, including priorities and perspectives of the Ministers, partner agencies and external stakeholders. Contribute to the preparation and reporting requirements of the Ministry s accountability documents. Foster strong working relationships across the Ministry. Contribute to Ministry-wide projects and emergency response situations. Apply tikanga and Treaty of Waitangi principles, ensuring staff also have a good understanding and are able to apply the Ministry Māori dimension in a way that is relevant to the context of our business and underpinned by Ministry values. All other duties as requested by the employer. Knowledge Management Contribute to the continuous development of the Ministry s knowledge base by using the Ministry s internal systems, sharing information and data with relevant internal stakeholders, including contributing to/presenting at internal learning and development opportunities. Health and Safety The Ministry is committed to providing a safe, healthy and secure working environment for all staff, contractors and other workers, both on and offshore. As a manager you are required to demonstrate leadership of all health and safety matters for your area of responsibility. This means ensuring that the Ministry complies with its obligations under the Health and Safety at Work Act 2015 (Act) and that workers are operating in an environment where health and safety hazards and risks are appropriately identified, eliminated and mitigated, so far as is reasonably practicable. You are responsible for: 3

4 ensuring that health and safety resources and processes are in place and are being appropriately used engaging with staff, and contractors to enable proactive participation in matters related to health and safety ensuring that health and safety hazards are identified (in consultation with staff), that controls are in place, that associated risks are being assessed and regularly reviewed, and an action plan determined to eliminate or mitigate the risks so far as reasonably practicable implementing the agreed actions to eliminate or mitigate the assessed risks and monitoring and reviewing progress ensuring that the group or event hazard and risk register documents are regularly updated and controls are regularly reviewed ensuring that all health and safety incidents, illnesses, injuries, near misses are immediately reported through the HR Kiosk and followed-up ensuring that significant hazards and risks or critical incidents are drawn to the immediate attention of your manager. Qualifications, Skills, knowledge & experience A tertiary qualification is required. Commitment to studying towards qualifications in procurement or contracting institute such as MCIPS or IACCM would also be an advantage. Skills and experience Solid administrative background with a minimum of 2-3 years in an administrative role in a professional environment. Effective communication and customer service skills. Proficient computer skills using Microsoft Office packages including Word, Excel and PowerPoint. Sound numeracy skills. Good organisational skills. Strong interpersonal and communication skills. Ability to work under pressure. Proven ability to work as part of a team. Ability to facilitate and coordinate tasks. Good policy formulation skills and sound judgement. Sensitive to and appreciative of EEO issues. Ability to work with people from other cultures. The ability to facilitate complex tasks in a multi-disciplinary environment. Good skills in the use of Microsoft Office products such as Word and Excel Relationships The position is required to build and maintain the following relationships: Internal Staff at Post across the Ministry Administration Managers at Posts Other Administrators External Suppliers and service providers Delegations 4

5 None Additional Comments You must be able to obtain and maintain an appropriate New Zealand Government Security clearance. 5