WESTERN AUSTRALIAN LOCAL GOVERNMENT ASSOCIATION POSITION DESCRIPTION Position Title: Contracts and Business Analyst Reports to: Procurement Systems Coordinator Unit: Business Solutions Date Reviewed: Monday, 13 March 2017
POSITION OBJECTIVES 1.1 Objectives of Position: To support Contract Management activities within the Business Solutions Team. The position provides a key role in Procurement Systems and Improvement Services (PSIS) by analysing data and developing and producing the information required to manage the WALGA Preferred Supplier Arrangements effectively and efficiently. The position also supports the information flow for multiple key stakeholders both internally and also externally to WALGA members, it supports various online systems, and provides Local Government reporting services. Within Unit: To be a key member of the PSIS team contributing to the coordinated pursuit of the Association s strategic objectives and support the Procurement Systems Coordinator, Strategic Sourcing Manager and Contract Managers in the delivery of their activities. 1.2 Within Organisation: To be an integral member of a harmonized, multi-disciplinary team with a shared focus on the achievement of the Association s corporate goals as a united voice for Local Government with provides leadership and services to its members. REQUIREMENTS OF THE POSITION 2.1 Skills: Strong data analytical skills and the ability to interpret that data Proven reporting abilities (utilising multiple systems for several outcomes) Proven problem solving abilities, particularly with regard to contract analysis and systems Excellent IT skills including advanced Microsoft Office Suite skills, and preferably analytical systems Excellent written and oral communication skills Excellent customer service and stakeholder engagement skills Proven organisational skills including the ability to maintain accurate records, time management and capacity to work under pressure Demonstrated capacity to be a committed team player within a multi-disciplinary environment Flexible and positive attitude to work 2.2 Knowledge: Strong knowledge of the business analyst s role in contract management. Demonstrated knowledge of an analytics software tool. Knowledge and understanding of benchmarking requirements and processes is desirable. Knowledge and understanding of procurement and contract management processes and practices. Knowledge and understanding of the Preferred Supplier Program and other Procurement Services provided by the Business Solutions area. Knowledge and understanding of the importance of customer support and care. Some knowledge and understanding of the role of Local Government is desirable. CONTRACTS AND BUSINESS ANALYST POSITION DESCRIPTION 1
2.3 Experience Demonstrated experience in data analysis and interpretation. Demonstrated experience in working in a multi-system environment. Demonstrated experience of working in a multi-disciplinary team Demonstrated experience of providing reporting and compliance support in an accurate and timely fashion. Experience in a customer service/member based organisation. Experience of the delivery of a procurement service is desirable. Experience of working in a similar environment is desirable. 2.4 Qualification and/or Training Tertiary qualifications in a relevant discipline is desirable KEY DUTIES/RESPONSIBILITIES 3.1 Preferred supplier reporting Preferred supplier reporting will be created from multiple IT systems and sources. Most reporting will be regularly scheduled at various intervals but some adhoc reports will also be requested by the Contract Managers, PSIS, and Local Government stakeholders as and when required to support activities. Preferred Supplier reporting for Contract Managers including total panel spend, % by supplier, comparisons with previous years, etc. Analyse Preferred Supplier data to provide information on future potential contracts, to better understand target areas within each PSA, undertake comparison with Local Government spending and support the development of Contract Management Plans and marketing strategies. Prepare all reports required for the Preferred Supplier Management Reports on a quarterly basis (including supplier performance reporting using the buyer and supplier questionnaire responses in equotes, quarterly report performance, stats and spend, request for quote intelligence from equotes, etc.). Setting up and managing a central system to record and prompt Contract Managers to engage with and review their Preferred Suppliers on a quarterly basis. Analyse equotes closed requests and supplier submitted quarterly reports to highlight any leakage and increase Contract Management intelligence and the accuracy of rebate payments. 3.2 Local Government Reporting LG spend and savings reports (including the development of a more efficient / streamlined way to achieve this). Ad hoc Local Government spend and savings reports. Development and preparation of Council visit PSA spend and Procurement Services usage information packs. 3.3 Data, Systems and other Reporting Analyse tender notices, eg: volumes, categories, Councils concerned, history, patterns, etc. Develop Business Solutions reporting capabilities as well as other development support as and when required by Business Solutions team members. This will include adhoc and regular reports as well as dashboards. CONTRACTS AND BUSINESS ANALYST POSITION DESCRIPTION 2
Establish, provide and / or oversee the delivery of benchmark analysis of Preferred Supplier Arrangements. Improve reporting functionalities and systems through system enhancements associated with Business Solutions requirements. Provide assistance in the management of contracts and arrangements related to the systems and platforms adopted by the Business Solutions area. Understand the information requirements of Contract Managers, Executive Manager and PSIS team members related to procurement activities and provide the necessary information in a timely and pro-active manner. Provide support to Procurement Reviews as required, including data, financial and other analytical activities. Provide CRM (and other systems) support and training to Business Solutions team members, including administration support. Continually assist the team to develop the contract management reporting function. Key custodian role over CRM data and accuracy Keep all systems and records up to date. 3.4 Business Solutions support Provides research and analysis into new opportunities across Business Solutions as well as the maintenance of existing business as required by the Procurement Systems Coordinator. Contract management and development assistance as and when required and to cover leave. Helps support and coordinate events and presentations and other forums as required by PSIS and participates where required, including presentations. Assists and participates in the development of publications and materials for newsletters, presentations and promotions.. 3.5 Customer Service Respond to WALGA Member and Preferred Supplier enquiries (email and telephone) in a timely and professional manner. Develop good business relationship with all organisational relationships listed below. 3.6 Administration Contract administration assistance as and when required & to cover leave. Other duties as required. 3.7 Contribute to Organisational Goals Support the business unit to guarantee continuity of quality service to members across all activity areas. Contribute to strategic and business planning activities. Be committed to the Association s pursuit of its objectives across all activity areas. Maintain harmonious relationships with all members of WALGA staff in the pursuit of the Association s corporate goals. CONTRACTS AND BUSINESS ANALYST POSITION DESCRIPTION 3
ORGANISATIONAL RELATIONSHIPS 4.1 Responsible to: Procurement Systems Coordinator 4.2 Internal: Procurement Service Contract Managers Strategic Sourcing Manager Executive Manager, Business Solutions 4.3 External: Preferred Suppliers Local Government Members Associate Members Prospective Suppliers Systems development contractors. EXTENT OF AUTHORITY This position operates within the limits of the WA Local Government Association policy and relevant legislative constraints. All positions require some degree of problem solving, creativity and judgement in order to fulfil the objectives and requirements of the position. This position undertakes problem solving through consultation, negotiation, research and the development of policy positions. Present Occupant: Date Appointed: N/A Prepared by: Alison Maggs Date Issued: Business Unit Manager: John Filippone Reviewed Date: Employee Manager Date Date CONTRACTS AND BUSINESS ANALYST POSITION DESCRIPTION 4