Procurement Advisor Job description Job title Location Group Business unit/ team Grade and salary range Occupational stream Reports to Procurement Advisor Wellington Organisation Development Corporate Support Pay Group 1, Pay Band G Technical stream (T4) Procurement Manager Welcome to Statistics New Zealand Who we are Statistics New Zealand Tatauranga Aotearoa is the country s main provider of official statistics. We also lead the Official Statistics System (OSS), which coordinates all statistics produced by government departments. Our aim is to inform society. Official statistics are used by government, local authorities, businesses, community groups, and individuals. They are useful for: keeping track of and understanding the state and progress of New Zealand steering the economy to improve the prosperity, security, and opportunities of New Zealanders informing debate and making decisions. Statistics NZ is a department of the New Zealand Public Service. Our duties and responsibilities are set out in the Statistics Act 1975. What we want to achieve The work we do contributes to creating an informed society using official statistics. The impact of our work and activities is that New Zealand gets the statistical information it needs to grow and prosper. Statistics 2020 Te Kāpehu Whetū Statistics 2020 Te Kāpehu Whetū is the organisation s programme of change for years leading up to 2020. It drives what we do and how we do it. It takes into account our internal environment (eg aging IT systems, current culture), and external factors like ensuring that we produce relevant future statistics and meet customer needs efficiently. The Māori name of the programme literally translates to star compass. This signifies the sophisticated navigation system necessary to get us to where we want to go. 1
Our roles in New Zealand s Official Statistics System As leader of the OSS we: ensure that New Zealand gets the information it needs advise the government on the policies, priorities, costs, and benefits of statistical activities coordinate statistical activities across government encourage other government departments to share ownership of the OSS and to reuse data define the objectives that different departments will focus on together ensure that official statistics provide value for money. As the country s main provider of official statistics we: report on trends, patterns, and changes to New Zealand s population, economy, society, culture, and environment ensure our statistics are relevant for our customers continually improve what we do and how we do it set an example for other government departments to follow ensure complete confidentiality for all our data maintain the highest level of credibility and integrity in our statistics. Our core values are: leading connecting communicating statistical excellence integrity confidentiality and data security. Our commitment to the Treaty of Waitangi Statistics NZ works to ensure that the statistical needs of Māori are identified and progressively met. This complies with the principles for government action on the Treaty of Waitangi. 2
Summary of your role As a Procurement Advisor, you will be accountable for supporting the manager in implementing the strategy and the senior advisors in strategic activity. You will play a key role in developing and implementing the improvement initiatives and be accountable for interfacing with the business for providing the business on all information. Co-ordinating the annual plans and strategic outlook documents and reporting, in general, is a pre-requisite of this role too. Your broad role as a Procurement Advisor will be to: Primary support to manager for implementation of improvement initiatives Collaborate and work with both senior advisors on process matters Lead for all systems/process improvement initiatives Primary role to carry out performance reporting Facilitates the process of developing contracts Manages / participates in planning in accordance with MBIE requirements (SPOs and annual plans) and developing a wide range of briefs, specifications and commercial documentation Support to manager with all interface with leadership team Collaborate and work with Procurement Analyst to ensure continuity in administration, support and reporting All other tasks required to be carried out from time to time. You will be accountable for the work you do, and contribute positively to the values and outcomes outlined in our strategic plans, including Statistics 2020 Te Kāpehu Whetū, and our Statement of Intent. You will report to Procurement Manager. On a day-to-day basis you will report to the Procurement Manager. Summary of your business unit The Procurement Advisor role sits in the Corporate Support business unit, in the Organisation Development group. The purpose of this unit is to provide outstanding customer service and support to the organisation through the following services: people services (HR) including organisational reporting and performance building and facilities management health and safety and well-being of staff reception travel mail and stationery services corporate systems physical security 3
Detailed description of your role You will be expected To achieve this you will need to: As a result, we will see: to: Support the manager in implementing the review and comment on current documents providing organisational context strategy assist in drafting new documents and processes to fulfil framework requirements peer review documents produced by other team members and comment as appropriate / applicable. Lead with the review current development and systems being used, e.g. implementation of intranet site systems improvement initiatives Generate all performance and compliance reporting engage with internal and external stakeholders in assessing appropriate improvements to existing and possible new fit-for-purpose systems and tools propose and discuss alternatives with manager, forming a view on best approach and recommendations. establish full set of internal and external compliance and management reporting requirements establish performance reports in accordance with each performance-based contract s requirements. develop reports in a userfriendly readable format that complies with requirements. Have peer reviewed and approved where appropriate. update report requirements from time to time and as required personalise each performance-based contract report to comply with reporting requirements produce a consolidated list / elements of framework documentation applicable to all 4 stages developed, drafted and/or reviewed through to successful implementation. you draft internal recommendations to the manager on systems upgrades / amendments to enable fit-for-purpose best practice systems at statistics NZ draft project / implementation plan on approved approach assist with the uploading of all documents and processes onto the intranet site / other systems. produce and circulate planned reports in accordance with quality and time-bound requirements produce and circulate unplanned reports as and when required. 4
Co-ordinate and contract documentation Carry out / coordinate planning Business and process support in accordance with CLAN model database of reporting requirements and user instructions (so reports can be produced by others in time of absence). make available through manual or electronic means a full set of documentation for Stats NZ staff to access and use for all of its activities either produce or assist and guide internal stakeholders to produce all and contract documentation in all 4 stages of for each activity. all and contract management documents to be based on pro-forma documents that contain Stats NZ and/or public sector processes and commercial terms. all documents to be alpha-numerically coded for ease of reference and access. prepare or co-ordinate with internal stakeholders annual plans, consolidated Stats NZ plan and strategic outlook documents notify and communicate with all stakeholders to ensure correct and comprehensive information is included in all planning documents communicate with external stakeholders (MBIE etc) to ensure planning reporting requirements are met. advise and support Stats NZ staff on all 4 stages of advise and support the manager on all matters required for consideration by leadership team advice and support in accordance with a database / library of all documentation accessible by all procurers at Stats NZ assistance provided to staff in completing documentation you completing documentation as and when required, primarily in support of lack of capability. you update pro-forma templates as and when required. you generate and circulate to internal and external stakeholders, all of Stats NZ planning documents. all written and verbal advice to Stats NZ staff regarding processes all written and verbal advice and support to manager relating to all leadership team requirements. 5
strategy and public sector policy, processes and rules. Manage relationships develop and maintain direct relationships with internal and external stakeholders (govt agencies and suppliers etc) active participation in MBIE relationship model attend all multi-agency meetings initiatives. Collaborate with senior advisors in strategic Provide general administrative support Show leadership during times of change prioritise workload to avoid conflicts prepare, contribute to and/or peer review all / commercial documents upon request attend meetings with or on behalf of advisors carry out any other reasonable requests from senior advisors from time to time. maintain active communications with analyst understand the department admin requirements understand work-share and workload impacts prioritise and transfer work between yourself and analyst as and when required. contribute to the review of processes and procedures help identify improvements to enable Statistics 2020 projects to reach targets for efficiencies and effectiveness build an understanding of the skill sets required for new work processes and find ways to learn or share these with others work with your team to ensure new ways of working and behaviours become part of how we work. all written records, file notes and meeting minutes providing history of relationships you attend all internal meetings and supplier meetings. you collaborating with both senior advisors on and commercial matters draft documents and attendance of these meetings you support internal stakeholders with advice. you collaborate with analyst you update databases you produce reports you attend key meetings and draft documents. lead your team to successfully navigate through and promote change communicate effectively with your team and others to ensure we are able to smoothly transitions from old to new. Communicate effectively communicate ideas and information to different audiences in plain English you be understood by all internal and external customers in both 6
communicate clearly and concisely in all written and oral communications share information and knowledge with others in a proactive, timely way that fits the purpose. written and oral communication you write clearly and concisely, and follow the Statistics New Zealand plain English standard you communicate with others regularly. 7
Required qualities of your role Quality 1 As a Procurement Advisor you will need to: Customer focused be focused on understanding the needs of customers and on delivering value to them Drive for results consistently delivers results beyond expectations Dealing with ambiguity be flexible and deal confidently and positively with change and uncertainty Learning on the be open to the unfamiliar, ready to experiment and quick to learn fly Interpersonal relate well to all kinds of people and build effective relationships savvy Responsiveness to Māori understands Treaty s relevance to own role as a public servant; seeks opportunities to better meet information needs of Māori; actively applies knowledge of te reo Māori and tikanga, and builds knowledge of te ao Māori; supports initiatives to increase responsiveness to Māori Integrity and be straightforward, honest and trustworthy. trust Standing alone demonstrate personal integrity, responsibility and reliability Perseverance pursue an objective with energy, overcoming obstacles and see things through to the end Business acumen has a good understanding of developments in, and influences upon, the environment in which the organisation operates Perspective contextualise issues appropriately and be able to discuss and speculate about possible future scenarios Decision quality make sound decisions based on analysis, wisdom, experience and judgement Problem solving recognise problems, analyse them, then solve them Required qualifications present a good tertiary academic record, preferably with a degree. A post-graduate qualification is an advantage. Present a minimum 3-5 years' work experience; 2-3 years as a officer Be eligible for Certificate Member / Diploma Member (Level 3/4) CIPS. Procurement specific qualities and experience Competency: Public Sector Context Financial As a Procurement Advisor you will need to: be aware of Government Procurement Policy and associated regulations comply with procedural needs / adheres to rules and procedures have a basic knowledge and understanding of government and organisational requirements around sustainable issues. know when to seek guidance toward their application be aware of financial appraisal techniques but uses purchase price as the main decision making point 8
be aware of the need for audit and financial compliance. understand the impact on the process and the need to ensure legal and policy compliance for activity Legal Strategic Development / Market Analysis Procurement Process / Planning Procurement Process Tendering know and understands the standard terms and conditions in contracts and how they should be applied have limited contract law knowledge but aware of the legal implications recognise when to stop and seek advice provide limited input in developing strategies. Be aware of specific types of markets and other markets as a source of supply initiate analysis of market activity when directed be aware of specific commodity features and is able to complete market research (or an element of) understand and undertakes the concepts and techniques for numerical and contextual data analysis carry out tactical project planning be able to provide information for low value, low risk specifications understand sourcing and tendering processes at a tactical level understand tender evaluation and contracting process. understand concept of value for money understand the principles, tools and techniques of basic negotiation. assist / support preparations for larger or more complex projects. Our workplace: your workplace Statistics NZ endeavours to provide a working environment that encourages the development of an individual's potential and their contribution to the organisation, by offering challenges and opportunities. We value staff from diverse cultural backgrounds and staff with active interests outside work. We provide a supportive environment so that individuals can balance their working life and personal life. This is achieved through policies for work and family life, equal employment opportunities (EEO), and a healthy and safe work environment. All departmental offices are smoke-free. We are committed to developing an EEO work place. All staff are required to comply with our EEO policy. Discrimination on the grounds of race, colour, sex, nationality, ethnic origin, sexual orientation, religion, disability, family, age, and marital status is not tolerated. 1 Copyright 1992, 1996, 2001 2003 by Lominger Limited, Inc. a Korn Ferry Company. ALL RIGHTS RESERVED. These qualities are derived from the LEADERSHIP ARCHITECT Competency Sort Cards developed and copyrighted by Robert W. Eichinger and Michael M. Lombardo for Lominger Limited, Inc. Without the prior written permission of Lominger Limited, Inc., no part of this work may be used, reproduced or transmitted in any form or by any means, by or to any party outside of Statistics New Zealand. 9