Position description Position title: Procurement Officer Date of creation: December 2015 Date of last revision: May 2016 1 Purpose Reporting to the Chief Financial Officer, the Procurement Officer is responsible for developing, managing and undertaking procurement processes and activities with the goal of optimising GP Synergy s resources. 2 Essential duties and responsibilities Essential duties and responsibilities include the following, other duties may apply; 2.1 Policy & processes a) In liaison with the CFO, and/or COO & CEO: a. Contribute to the development of procurement policy, identifying gaps as they arise. GP Synergy is a regional training organisation and therefore has responsibility to ensure regional benefits flow from its operations. Procurement policy must be mindful of regional impacts and seek to be equitable in how goods and services are obtained across and within individual regions. b. Contribute to the development of procurement documentation, including but not limited to: i. procurement plans ii. procurement schedules iii. supplier agreements iv. tender policy and processes
2.2 Procurement activities a) Identify preferred suppliers, mindful of regional impacts and benefits b) Undertake negotiations with suppliers/stakeholders c) Undertake procurement activity in line with procurement plans and schedules d) Undertake purchasing activity under identified procurement areas, including: a. Accommodation bookings for staff, GP supervisors and GP registrars as required b. Travel bookings (flights & hire of motor vehicles), for staff, GP supervisors and GP registrars as required c. Structured operational purchases as required e) Undertake large scale purchasing activities according to contractual requirements. This will include: a. Obtaining and comparing quotations for acquisition of goods and services; b. Tendering activities including: i. Preparation of tender documentation ii. Evaluation of tender submissions, in liaison with relevant members of GP Synergy senior management as deemed necessary according to the size of the tender iii. Liaising with successful tender applicants for the provision of the goods or services in accordance with GP Synergy s requirements.
3 Task specification TASK NAME % TOTAL WORK Procurement policy and process development 20% Procurement activities 80% TOTAL 100%
4 Distinguishing factors and competencies 4.1 Skills and other attributes AREA DESCRIPTION COMPETENCY LEVEL REQUIRED SKILLS Computing level office computing skills including MS Office applications: Word processing MS Excel Very MS Outlook Adobe Medium Web browsing Communication Written and verbal communication skills Interpersonal skills Problem solving skills Customer service External customer service skills Internal customer service skills Coordination Time management - ability to handle multiple tasks simultaneously Organisational and planning skills and the ability to plan and prioritise work to meet deadlines Demonstrates attention to detail, accuracy and thoroughness in work produced Looks for ways to improve quality and demonstrates accuracy and thoroughness in work produced Document and electronic filing systems Project management Medium Analytical Synthesises complex or diverse information Accounting and financial Demonstrates ability to make calculated decisions Planning, forecasting and reporting skills
ATTITUDE AND RECOMMENDED CHARACTERISTICS Attitude and recommended characteristics COMPLEXITY Complexity SUPERVISION Supervision SAFETY Propensity towards being organised Works well in a team environment Propensity towards flexibility Keeps focussed and organised under reasonable pressure Reacts well under reasonable pressure Demonstrates respect for internal and external stakeholders and upholds organisational values Maintains professionalism and a positive and courteous manner Demonstrates sound work ethic Is reliable and dependable Undertakes and participates in self-development activities Exhibits an affirmative approach to the requirements of the role and organisational activity Takes pride in presentation, quality and efficiency of work Requires a high degree of customer service and organisational skills Performs a variety of tasks in a multidisciplinary environment Requires high level degree of judgment to perform a variety of job tasks that involve reference to multiple sets of standards and policies and confidentiality requirements Ability to cope with competing priorities and resources Ability to remain current with best accounting practices and changes in legislation and regulatory requirements Requires the ability to be self-directed and work in a team setting Has the ability to work unsupervised Safety Observes safety and security procedures
4.1 Knowledge Knowledge of procurement policy and processes. Knowledge of tendering processes, supplier agreements and supplier negotiations Knowledge of other relevant standards, legislation, policies and procedures as applicable to this role. 4.2 Working conditions Performing multidisciplinary job functions in a relatively stable work environment Occasional disagreeable elements such as managing the co-ordination of competing tasks and priorities Involves ad-hoc travel to carry out the responsibilities of the role 4.3 Physical demands Medium work demands of an office environment. Off-site events from time to time. 4.4 Communicates with Management Administration staff GP registrars, GP supervisors and practice staff Customers and suppliers 4.5 Scope of authority Delegated authority within the role Reports directly to the Chief Financial Officer (CFO) under the matrix reporting structure. 4.7 Hours of work and rest breaks Due to the nature of the role and operational requirements it is essential that core business hours are worked. The requirements of the position description together with the operational requirements must be observed when determining specific hours of work and breaks.
5 Qualifications 5.1 Education Formal qualification in accounting, commerce or finance.. 5.2 Experience Min 3 years experience in an accounting related role, working within a finance team and having responsibility for elements of procurement 5.3 Other qualifications/licences Unrestricted motor vehicle licence 6 Document Information 6.1 Source Documents and Cross References GP Synergy Policies, Procedures and Employment Contract 6.2 Revision history The following table shows the changes that have been made to this document. REVIEWER DATE COMMENTS PW May 2016 Created