Role Description Procurement Business Partner Cluster Planning and Environment Agency Australian Museum Division/Branch/Unit Finance Business Partner Location Sydney CBD Classification/Grade/Band Clerk Grade 7/8 Role Number 50001394 ANZSCO Code 133612 PCAT Code - Date of Approval August 2017 Agency Website http://australianmuseum.net.au/ Agency overview The Australian Museum (AM) operates within the NSW Department of Planning and Environment and was founded in 1827 as the first museum in Australia. The AM provides access, engagement and scientific research to increase our understanding of natural history and culture, particularly of the Australasian region. The AM holds more than 18 million objects of biological, geological and cultural collections and develops programs, exhibitions and school and community education initiatives onsite, online and offsite. The AM s purpose is to make nature, Indigenous cultures & science accessible and relevant to everyone. For more information, visit the website. Primary purpose of the role The Procurement Business Partner is responsible for overseeing the Museum s procurement and contract administration processes to contribute to achievement of cost savings within procurement standards, policy and procedures. Key accountabilities Oversee and ensure the effective management of procurement contracts and procurement practices in accordance with NSW public sector standards and requirements. Develops and maintains key relationships with the Department of Planning and Environment Procurement including attending Procurement network meetings, policy and process alignment, common contracts such as travel, contingent labour, reporting and representation at cluster level. Undertake research to support the development and review of organisational procurement policy, procedures, systems and standards Negotiating value for money contracts, engagement of contractors and suppliers to leverage Australian Museum s purchasing power and ensuring engagements are in compliance with procurement policies. 1
Providing interpretive support to Australian Museum managers and staff in relation to tendering, contractual conditions, obligations and variations to resolve disputes in relation to contract delivery. Develop procurement metrics and benchmarks for monitoring and reporting on all aspects of contracts and suppliers, including periodic assessments of fees payable and other key financial indicators. Key challenges Consistently identifying and adhering to a range of systems and processes to achieve value for money, transparency and compliance across a complex framework which can be applicable to Australian Museum and other agencies within cluster. Keeping up to date with procurement policy, processes and legislation and building knowledge of the business and supplier markets, given the rate of change in these areas, and ensuring the accurate provision of advice and support to Australian Museum staff Explaining procurement processes and requirements to Australian Museum staff and persuading them to adopt best practice, given the complexity of procurement and the time-pressured working environment Key relationships Who Internal Australian Museum Cost Centre and Project Managers Why Advising managers and procurers across Australian Museum and within the Branch and supports them in enforcing contractual conditions ( i.e. WH&S, reporting, service levels and sustainability as required) and providing advice for performance improvement. Financial Business Partners Sharing information, providing and seeking advice, and coordinating work. Australian Museum Executive Leadership Team Provide effective and timely communication and formal reporting, submissions and recommendations on procurement metrics, issues of non-compliance, process improvement and probity advice. Procurement Team (FBP) Informs, consults with and advises across Australian Museum on a regular basis to ensure that procurement processes are understood and complied with and provides education to staff to prevent future errors. External Works collaboratively and shares information, seeks advice to ensure contracts information is maintained and up to date. Other NSW Government Agencies Maintains close contact with the Department of Planning and Environment and other Cultural Institutions regarding legislation, procurement frameworks and contemporary best practice. Vendors/Service Providers and Consultants Gather information to support assessment of markets, suppliers and contract performance Explore business opportunities and contribute to development of procurement strategies and supply arrangements Professional and Sector Associations Build professional expertise and keep up with market developments, innovation and other matters of mutual interest Role Description Procurement Business Partner 2
Role dimensions Decision making This role exercises autonomy in determining day to day work priorities and developing and maintaining schedules for upcoming procurement and contract reviews. Refers matters to appropriate Australian Museum Managers where there may be Australian Museum wide and/or external implications and where there may be serious non-compliance. Working within a framework of Australian Museum, cluster and NSW government policies and procedures to review procurement requests and create purchase orders, to interpret contract obligations and take action as required. Escalates and seek advice of complex issues to Senior Finance Business Partner for advice and guidance Reporting line This role reports to the Senior Finance Business Partner Direct reports Procurement Coordinator, Procurement and Fleet Assistant Budget/Expenditure As per approved Budget/rolling forecast Essential requirements Tertiary qualifications in an appropriate business related discipline, or equivalent industry experience. Detailed knowledge and experience in public sector end to end procurement and tendering practices and contract administration. Adequate knowledge and experience in order to deliver the Key Accountabilities and perform to the Focus Capabilities outlined in this Role Description Capabilities for the role The NSW Public Sector Capability Framework applies to all NSW public sector employees. The Capability Framework is available at www.psc.nsw.gov.au/capabilityframework This role also utilises an occupation specific capability set. Capability summary Below is the full list of capabilities and the level required for this role. The capabilities in bold are the focus capabilities for this role. Refer to the next section for further information about the focus capabilities. Role Description Procurement Business Partner 3
NSW Public Sector Capability Framework Capability Group Capability Name Level Display Resilience and Courage Act with Integrity Manage Self Value Diversity Communicate Effectively Commit to Customer Service Work Collaboratively Influence and Negotiate Deliver Results Plan and Prioritise Think and Solve Problems Demonstrate Accountability Finance Technology Procurement and Contract Management Project Management Manage and Develop People Inspire Direction and Purpose Optimise Business Outcomes Manage Reform and Change Foundational Foundational Procurement Professionals Capability Set Capability Group Capability Name Level Strategic Procurement Leadership Level 2 Procurement Analysis Level 2 Procurement Risk Management Level 2 Legislative and Policy Environment Level 2 Role Description Procurement Business Partner 4
Focus capabilities The focus capabilities for the role are the capabilities in which occupants must demonstrate immediate competence. The behavioral indicators provide examples of the types of behaviors that would be expected at that level and should be reviewed in conjunction with the role s key accountabilities. NSW Public Sector Capability Framework Personal Attributes Display Resilience and Courage Personal Attributes Act with Integrity Relationships Commit to Customer Service Relationships Work Collaboratively Results Deliver Results Be flexible and adaptable and respond quickly when situations change Offer own opinion and raise challenging issues Listen when ideas are challenged and respond in a reasonable way Work through challenges Stay calm and focused in the face of challenging situations Represent the organisation in an honest, ethical and professional way and encourage others to do so Demonstrate professionalism to support a culture of integrity within the team/unit Set an example for others to follow and identify and explain ethical issues Ensure that others understand the legislation and policy framework within which they operate Act to prevent and report misconduct, illegal and inappropriate behaviour Support a culture of quality customer service in the organisation Demonstrate a thorough knowledge of the services provided and relay to customers Identify and respond quickly to customer needs Consider customer service requirements and develop solutions to meet needs Resolve complex customer issues and needs Co-operate across work areas to improve outcomes for customers Encourage a culture of recognising the value of collaboration Build co-operation and overcome barriers to information sharing and communication across teams/units Share lessons learned across teams/units Identify opportunities to work collaboratively with other teams/units to solve issues and develop better processes and approaches to work Complete work tasks to agreed budgets, timeframes and standards Take the initiative to progress and deliver own and team/unit work Contribute to allocation of responsibilities and resources to ensure achievement of team/unit goals Role Description Procurement Business Partner 5
NSW Public Sector Capability Framework Results Think and Solve Problems Business Enablers Procurement and Contract Management People Management Optimise Business Outcomes Seek and apply specialist advice when required Research and analyse information, identify interrelationships and make recommendations based on relevant evidence Anticipate, identify and address issues and potential problems and select the most effective solutions from a range of option Participate in and contribute to team/unit initiatives to resolve common issues or barriers to effectiveness Identify and share business process improvements to enhance effectiveness Apply legal, policy and organisational guidelines and procedures in relation to procurement and contract management Develop well written, well structured procurement documentation that clearly sets out the business requirements Monitor procurement and contract management processes to ensure they are open, transparent and competitive, and that contract performance is effective Be aware of procurement and contract management risks, and what actions are expected to mitigate these Evaluate tenders and select providers in an objective and rigorous way, in line with established guidelines and principles Escalate procurement and contract management issues where required Develop team/unit plans that take into account team capability and strengths Plan and monitor resource allocation effectively to achieve team/unit objectives Ensure team members work with a good understanding of business principles as they apply to the public sector context Participate in wider organisational workforce planning to ensure the availability of capable resources Procurement Professionals Capability Set Procurement Procurement Analysis Level 2 Engage with stakeholders to determine business needs and requirements to inform procurement decisions Thoroughly research the key risks, people, market, supplier and timing issues for categories Develop basic analysis of spend using simple tools and spreadsheets to identify trends and assess changes in demand Undertake basic supply market analysis for straightforward Role Description Procurement Business Partner 6
Procurement Professionals Capability Set Procurement Procurement Risk Management Level 2 areas of spend with some direction and oversight Undertake basic supplier/customer preferencing for straightforward areas of expenditure Develop functional specifications to ensure supply options are not limited Apply different tools/techniques appropriately in different procurement situations Identify and evaluate key risks at a contractual level for straightforward arrangements and seek input from other functions as appropriate (e.g. finance, legal etc.) Input to risk logs and opportunity assessment reports as outlined in the organisational procurement practices Develop risk mitigation strategies for straightforward procurement arrangements Identify areas of non-compliance to procurement policy and raise with relevant stakeholders Role Description Procurement Business Partner 7