Procurement Officer

Position DescriptionPosition Title:Procurement OfficerPosition No:30304Position classification:Band 6Status:Permanent Full TimeHours per week:37.5Position revised on:27 September 2022Directorate:City BusinessBusiness unit:Financial ServicesService area:Procure-to-Pay TeamLocation:Walyalup Civic CentreReports to:Procure-to-Pay Team LeadReporting line:N/A1 Primary objective(s) of the position

• Ensure compliance with contract, procurement, and purchasing policies and processes.
• Ensure compliance with government legislation and organisational policies across those processes.
• Ensure high level of customer service.
• Complete allocated project work within agreed timeframes.
• Work collaboratively across the organisation, contributing to continuous improvement and process standardisation.
• Undertake internal audits and compliance reviews.
• Meet all reporting requirements within specified timelines.
• Work in a manner that provides a safe environment for self and colleagues.

2 DutiesContracts and Procurement

• Work with stakeholders to develop, administer and maintain Requests for Quotation, Tenders and Contracts.
• Provide assistance and technical advice on all procurement and contract management activities to ensure compliance with legislative requirements and best practice.
• Be able to manage a full procurement process in compliance with both the City of Fremantle's Purchasing Policy and Local Government Regulations.
• Maintain appropriate registers to support reporting and analysis needs.
• Proactively monitor registers for future contract expiry dates and initiate action in a timely manner.
• Undertake reference checks of suppliers.
• Administer communications with suppliers and tenderers.
• Set up, verify and maintain supplier details in the procurement system.
• Provide reporting to stakeholders as need to support analysis, prioritisation and decision making.

Purchasing

• Assist and provide advice to the organisation on appropriate Purchase Order business processes - including the raising of Requisitions, receipting for goods and services, and aligning costs with budgets.
• Perform reporting and analysis on Purchase Order activity to ensure compliance with organisational policies and requirements.
• Monitor Purchase Card usage and reconciliations for compliance with organisational policies.
• Work in collaboration with the Accounts Payable team and other business stakeholders to facilitate the resolution of payment delays and other issues in the end-to-end Procure-to-Pay process.
• Assist with financial compliance processes relating to Procure-to-Pay processes.

Administration

• Assist with the review and update of policies, procedures and work instructions.
• Prepare routine reports for Management and Council - ensuring accuracy of information and meeting of reporting deadlines.
• Provide timely support and responses for information requests from internal and external customers.
• Perform routine compliance checks.
• Assist with preparation of audit documents and liaison with auditors.

• Maintain required electronic record keeping.
• Relief and other duties as directed by your line manager.

3.1 Selection Criteria - Essential

• Demonstrated knowledge and practical experience in procurement and tendering principles and practices.
• Demonstrated experience in contract development, monitoring, reporting and contract administration.
• Demonstrated experience in providing reporting, monitoring, administration and compliance support within an organisation.
• Experience in the use of integrated corporate systems and with the Microsoft suite of tools.
• Strong written communication skills with the ability to review contract and technical documents.
• Well-developed interpersonal and communication skills, with the ability to consult and liaise with a variety of people in all levels of the organisation, and with other internal and external stakeholders.

3.2 Selection Criteria - Desirable

• Familiarity with the TechOne ERP system.
• Demonstrated knowledge of the Local Government Act and the Local Government Regulations relating to procurement.

4 Risk Management and Occupational Health and Safety

• Ensure you work safely, complying with all the City's work health and safety policies and procedures.

5 Other Specific DetailsExtent of authorityThis position operates under broad direction but within limits of City policy and relevant legislative constraints.Position has purchasing authority in line with procedureYesNo6 CertificationThe details contained in this document are an accurate statement of the duties, responsibilities and other requirements of the job.Manager's signature: Date:Manager's name:As position holder I have noted the statement of duties, responsibilities and other requirements as detailed in this document.Position holder's signature: Date:Position holder's name:1/1