ROLE DESCRIPTION POSITION Strategic Procurement Manager STATUS Full time AWARD CLASSIFICATION Grade 17 DIVISION Corporate & Organisational Services SECTION Commercial & Business Services - Procurement REPORTS TO Group Manager, Commercial & Business Services DIRECT & INDIRECT 3 procurement staff and 3 stores staff REPORTS POSITION PURPOSE The primary purpose of the position is to lead the Procurement Team and drive the implementation of the Procurement Strategy across Council. The position will be responsible for applying a whole-of-council approach to procurement planning and the implementation of strategies to leverage Council s total corporate spend and identify opportunities for more cost effective purchasing. The role will develop and implement improved contract management processes to ensure the delivery of required supplier performance, and partner with internal and external stakeholders to ensure that Council s procurement solutions meet the needs of industry and internal customers. The role will also manage risk and ensure compliance with Local Government procurement and tendering guidelines while seeking to adopt innovative, best practice procurement solutions. SELECTION CRITERIA Essential Requirements: 1. Tertiary qualifications in procurement, business management or related field; or equivalent professional experience. 2. Extensive procurement experience with demonstrated ability to drive procurement process improvement and change across an organisation, ensuring that procurement effort corresponds with risk and expected return. 3. Demonstrated experience in successfully developing and implementing innovative best practice procurement strategies and solutions in a local government or similar diverse organisational environment, consistent with relevant legislation. 4. Extensive experience in the development of tender specifications, including performance-based specifications, to encourage maximum innovation; and the evaluation of tenders and quotations to achieve best value for money. 5. Proven ability to interpret, analyse and present detailed procurement and risk analysis data in strategic procurement activities to support effective decision making and the achievement of business objectives. Plant Electrical 6. Excellent communication, interpersonal and contract management skills with a proven ability to negotiate and resolve conflicts to achieve required outcomes. 7. Demonstrated ability to liaise with a range of internal and external stakeholders including industry professionals and suppliers. 8. Sound judgement based on high level analytical and problem solving skills. 9. Demonstrated people management skills including proven ability to establish work priorities to meet multiple deadlines. 10. Energy, drive, initiative and the ability to keep a number of projects going at the same time. Role of INSERT NAME OF ROLE HERE Page 1 of 10 1
Desirable Requirements: 1. Experience working in a Local Government environment. 2. High level knowledge of Local Government procurement and tendering guidelines and relevant legislation, including the Local Government Act 1993 and the Local Government (General) Regulation 2005. 3. Post graduate qualifications in strategic procurement, sourcing and/or contract management. LEGISLATION AND POLICY REQUIREMENTS You are required to comply with Council s Policies & Procedures, and relevant legislation as outlined in your letter of offer, or as applicable to your position, both as an employee and in your capacity as a supervisor. KEY RESULT AREAS STRATEGIC PROCUREMENT A highly visible procurement leader across the organisation who leads procurement planning related to the specific needs of each section of Council and drives procurement process improvement and change across the organisation. Procurement planning across Council undertaken annually, and reviewed throughout the year to optimise Council s procurement spend. Involvement in projects at an early stage and on a regular basis to add value. Lead Council s Procurement Steering Group (PSG) to achieve corporate objectives. Preparation of Steering Group agendas and recommendations in line with the PSG Charter, and action items actioned within reasonable timeframe. Participation in and Chairing of (if required) the MIDROC procurement group. As required. Lead and manage the development, implementation, monitoring and reporting of the adopted Procurement Strategy including associated key outcomes, actions and targets. Lead and manage the development and implementation of a strategic whole-of- Council approach to Council s purchasing activities to ensure best value for money, quality supply and effective supplier management. Adherence to policy and legislation. Develop, improve and standardise policies and procedures for purchasing across Council. Demonstrated cost savings. Role of: Strategic Procurement Manager Page 2 of 10
STRATEGIC PROCUREMENT Proactively identify and capitalise on opportunities for savings and more cost effective procurement. Track record of achievement in this area. Lead and manage the development and implementation of category management strategies to optimise Council s procurement spend. Spend and supplier analysis undertaken to support effective decision making. Category Action Plans developed. Lead and manage the gathering of market intelligence and encouragement of new suppliers entering into the market. Lead and manage a coordinated approach by the organisation to influence supply markets to support business objectives. Plans to be developed and reviewed on an annual basis. Liaise with internal and external stakeholders including industry and suppliers as required, including presenting to industry groups; and ensure that appropriate supplier development programs are undertaken in line with the Procurement Strategy. Develop and maintain effective working relationships. Ensure appropriate engagement to achieve outcomes in a solutions focussed manner. Oversee the management of Council s Store (Central Supply) function. Supply function is efficient, timely, and cost effective, and meets the needs of each section of Council. Annual stocktake performed. Lead and manage the development, implementation and monitoring of Council s contract management system, policies and procedures. Ensure contracts and Service Level Agreements (SLAs) are prepared to Council adopted standards, regulations and policies and consistent with legal advice. Establish and monitor benchmarks for required supplier performance and productivity. Lead and manage the monitoring of supplier performance and conformance to tender specifications, contracts and SLAs. As required, in line with regulations, policies and procedures. Role of: Strategic Procurement Manager Page 3 of 10
STRATEGIC PROCUREMENT Follow up all procurement and contract management non-compliance with senior management. As required. Lead and manage all formal procurement processes (RFT/RFQ/EOI) undertaken across Council. Provide effective oversight over all formal procurement activity, and ensure all purchasing and tendering processes are completed in accordance with delegations, regulations, policies and procedures. Participate in and manage formal tender evaluations as and when required. Lead and manage the development of tender specifications as required. Innovative, best practice procurement solutions provided. Ensure procurement effort corresponds with risk and expected return. Detailed cost-benefit analysis to be undertaken. Track record of achievement in this area. Lead and manage the development, implementation, ongoing review and improvement of Council s procurement systems, policies, processes and procedures. Ongoing review in consideration of industry best practice and legal advice. Oversee the training of Council staff in regard to purchasing and tendering policies and procedures. Appropriate and timely training or mentoring is sourced to assist awareness, promote compliance and minimise risk. Lead and manage the development, implementation and monitoring of internal audit processes. Ongoing to promote compliance and minimise risk. Ability to understand the diverse range of political and stakeholder views and to interact effectively with Members of Council. Role of: Strategic Procurement Manager Page 4 of 10
STRATEGIC PROCUREMENT MANAGER Lead and manage the preparation of all procurement related corporate documentation such as Council reports, Audit Committee reports and Exec/Divisional reporting. Reports prepared in a timely manner, using principles of Plain English reporting. Reports are accurate, comprehensive and well researched in consideration of industry best practice. Implement resolutions of Council and relevant sub committees (eg Audit Committee) and report on progress of action taken to the Group Manager and/or Exec. Prioritise tasks, activities and resources based on relevant information in line with organisational objectives and agreed section plans. Promote the image of Council through the adoption of appropriate public relations practices and compliance with Council s Code of Conduct. No instances of breaches or non compliance of public relations practices or Council s Code of Conduct. Take all reasonable action to limit Council s exposure to public liability and professional indemnity and other insurance claims under your control. No reasonable instances of knowingly exposing Council to liability. Resolves complaints and answers enquiries promptly. Complaints and enquiries resolved in an impartial manner and on a timely basis. Other duties as directed. As required. Role of: Strategic Procurement Manager Page 5 of 10
FINANCIAL & RISK MANAGEMENT Define and make recommendations in the determination of annual budgets linked to the needs of the Procurement Strategy, Council s four-year Delivery Program and the Operational Plan. Annually/ongoing. Monitor and review expenditure within the section ensuring that expenditure is in alignment with overall operational budgets. Monthly. Ensure project and works expenditure remains within budget to a deviation of 2% with early flagging of deviation with appropriate staff. Annually. Identify and address efficiencies with a view to achieving overall cost savings. Make good business decisions based on facts and data. Grasps complexity and identifies issues. Thinks through problems and analyses them objectively. Develop and maintain a risk aware culture within your area of responsibility. Be accountable for the implementation and maintenance of the risk management practices within your section. Annual. Develop and maintain a divisional/sectional risk register in line with the risk management framework. Quarterly. Adheres to and promotes the PMHC Values and ethical framework as set out in the Code of Conduct. Role of: Strategic Procurement Manager Page 6 of 10
STAFF & CONTRACTOR MANAGEMENT To review and approve timesheets, overtime and leave requests for all staff within the team. Within payroll timeframes and leave approvals are appropriately balanced against operational staffing requirements. To certify contractor claims for payment and check for accuracy. Weekly. To prepare rosters (where necessary). Coverage at all times and overtime and unpopular shifts allocated fairly and equitably. To delegate tasks amongst the team. A fair and equitable workload amongst staff and tasks completed as per instructions. To ensure Human Resources related policies, procedures, Code of Conduct and legislation are adhered to. Matter is addressed with the team member and breaches reported to the relevant Group Manager. To recognise and report signs of industrial disharmony amongst the team. Report any signs of disharmony to the relevant Group Manager. To regularly meet with the team as a group to discuss operational and general Council matters. Weekly. To actively participate in recruitment and selection activities for the team. Vacancy is filled within acceptable timeframes as set by HR. To undertake performance management and competency assessments for staff in your team. Annually. Role of: Strategic Procurement Manager Page 7 of 10
STAFF & CONTRACTOR MANAGEMENT To identify and respond to employee grievances. Resolved promptly and with limited disruption to operations. To identify and proactively address instances of unacceptable performance or behaviour. Behaviour is rectified or the performance issue is addressed either informally or escalated to the relevant Group Manager. To assist in disciplinary proceedings where it is deemed necessary. Resolved promptly after a procedurally fair process has been undertaken. To identify and address training and development needs of staff directly supervised. Appropriate and timely training or mentoring is sourced and skills gap resolved. To support Council s desire to become a learning organisation. To proactively seek to raise the bar on productivity and performance within the team. Demonstrate a willingness to entertain alternative viewpoints and provide opportunities for the team to experiment with new ideas. Monitor and report on benchmarks for performance and productivity. Role of: Strategic Procurement Manager Page 8 of 10
WORK HEALTH AND SAFETY To ensure that accidents and significant incidents are correctly and promptly reported. Report the incident to the Safety Coordinator within 24 hours and complete the Incident Report and provide to relevant Group Manager within 48 hours. To ensure that relevant staff are consulted with regards to changes to premises, plant and equipment which may impact on their health and safety. Verbal update provided at Tool Box talks and amendments made to Safe Work Method Statement. To ensure resources, plant and equipment provided is in good condition and suitable for the purpose for which it is used. Regular servicing is scheduled, all equipment operators are versed with operating/safety features of equipment and nil instances of inappropriate use. To ensure that there is competent and sufficient supervision to facilitate work to be carried out in a safe manner. Team Leaders have received necessary training for WH&S and are scheduled for refresher training as it falls due. To ensure that any contractor engaged operates in accordance with Council s required safety standards. Nil breaches of Council safety standard. To ensure Work Health and Safety responsibilities under Council policy and legislation are met at all levels within the team. Nil breaches of policy or legislation. Role of: Strategic Procurement Manager Page 9 of 10
WORKING FOR COUNCIL To work safely, ensuring the safety of yourself and others at all times. To promote a positive working relationship with your team. To proactively contribute to team meetings. To participate enthusiastically and purposefully at all one on one and performance management process meetings. To take responsibility for personal and professional development. To share ideas and innovative concepts to add value to Council. To support other team members to perform their role. To productively and purposefully approach your duties. To attend and actively participate in training as organised. To promote a positive image of Council. To attend work and give 100% effort. In accordance with Council policy and relevant legislation. Team feel they can rely on you and feel that team members can ask questions as needed. Arrive prepared and raise issues and/or observations relevant to the team or the successful running of Council in a productive way. Be prepared with all relevant documentation. Research and identify learning and development opportunities annually and attend as scheduled. Evident in improvements of processes and procedures in your own area. Ask if they need assistance and be available to help when required. Evidence of a can do attitude on a daily basis. Attendance at all scheduled training activities. Appropriate personal presentation; contact with the public courteous at all times. Attendance record within Council leave policy parameters. Signed by Employee: Dated: Signed by Manager: Dated: Role of: Strategic Procurement Manager Page 10 of 10