AddressConduct and coordinate Procurement Planning and Execution activities for Program and Project requirements, in accordance with all Commercial policies, process and procedures, to maximise value for money and achieve beneficial commercial outcomes by engaging Suppliers and Contractors that represent the best combination of price, quality, capability to align with requirements.
To support the Procurement Manager in conducting those procurements deemed strategic, complex, high risk and high value. Also, with oversight from the Procurement Managers, to conduct those procurements deemed operational, Request for Quotes (RFQ’s), moderate value, complexity, and risk.
Coach, mentor and support members of the procurement team on best practice procurement and commercial management.
RESPONSIBILITIES
- Provide the Procurement Manager with effective oversight and appraisal of Procurement delivery progress, issues, risks, opportunities, and commercial matters.
- Guide Procurement resources by providing leadership, mentoring, support, expertise, advice and direction.
- Conduct all activities required to progress Procurements in accordance with commercial process, procedures, and systems.
- Co-ordinate and support Projects, and Program teams and key stakeholders, whilst conducting market sounding, early engagement, options assessment, and procurement planning activities to develop Procurement Plans and Delivery Strategies, as necessary or required.
- Proactively provide consultation, review, verification and support to Projects and Program teams of the functional inputs to Request for Quotes (RFQ) and tender packages, data, and information, including scope, functional and technical inputs, and delivery schedules
- Co-ordinate all stages and requirements of Procurement Planning and Execution including.
- Project Proposal Request and Contract Start Up requirements.
- Support the Program and Project Teams and provide advice with the preparation of RFQ and tender documents, tender evaluation, and award.
- Preparation and development of tender documents and managing the overall tender evaluation process. Lead the commercial tender evaluation process.
- Tender process, clarifications, addendums, tender opening.
- Tender evaluation, recommendation of preferred tenderers.
- Tender clarifications and negotiations.
- Recommend to award.
- Contract award and execution
- Preparation of contract, handover, and execution documentation.
- Plan and conduct all requirements for reviews, approvals, assurances, and controls required at applicable stages of Procurement Planning and Execution process.
- Plan and co-ordinate the smooth and effective transition between procurement and contract administration activities
- Conduct all Procurement Planning and Execution activities in order that they are conducted in fair, transparent, competitive, auditable, and defendable manner.
- Continually identify opportunities to optimise Procurement process, systems, and procedures and effectively manage any change impacts to key stakeholders.
- Contribute to the updates and maintenance the Procurement Summary Schedule and maintain Procurement schedules in accordance with program and project timelines.
- Contribute to regular, timely and accurate commercial reporting for Procurements as required.
- Assist with the entry of Procurement information to Commercial systems in accordance with Commercial process and procedures to ensure data accuracy and commercial confidentiality.
- Liaise with materials and logistics team coordinating timing delivery of materials for designated packages as required.
- Lead the development with the support of the Projects, and Program teams and key stakeholders of the legal Contracts.
- Provide the Procurement Manager and Head of Procurement with regular progress updates, oversight of risks, issues and opportunities and relevant information throughout Procurement planning and execution process.
- Provide support in ensuring external entities, tenderers and proponents are actively engaged, afforded equitable, competitive, and transparent opportunity and treatment whilst conducting Procurement processes.
- Ensure co-ordination and engagement with key internal stakeholders and service functions, including Project Delivery and Functional teams, Project Management Office, Project Controls, Finance, Legal and Technical teams.
- Ensure all Procurement planning and execution activities are conducted in accordance with Commercial processes.
- Ensure Procurements are conducted in accordance with applicable authorisations and delegated authorities and in line with the relevant Government legislation, policies, and guidelines.
- Ensure Procurement Execution leading to the award of contracts is conducted in accordance with the agreed Procurement Plan and ensure target dates are met.
- Ensure Procurements are conducted in accordance with the Procurement Management Plan and specific Procurement Plan(s) to
- o Ensure Procurements facilitate effective and timely commercial outcomes, and that Value for Money is achieved.
- o Produce Tender packages, data and documentation that are developed, recorded, and progressed in a cohesive, integrated, consistent manner.
- o Plan and execute Procurements in a proactive, controlled, monitored, consistent and integrated manner.
- o Ensure all Commercial Procurement risks are actively raised, communicated, managed, and appropriately mitigated.
- o Facilitate efficient and effective transition from Projects Procurement to Projects Contracts Administration activities.
- Co-ordinate the engagement of Suppliers and Contractors to deliver, represent the best combination of price, quality, capability to deliver requirements and demonstrate value for money.
- Ensure Procurements are conducted in accordance with the Procurement Management Plan and specific Procurement Plan(s) to
- Ensure validity of insurances, securities and levies from tenderers and proponents.
- Ensure Procurement and contractual documentation is accurate, recorded, approved, and distributed in a timely, accurate and auditable manner and captured and maintained in relevant Commercial systems.
- Ensure appropriate commercial terms are negotiated and provide advice and recommendations to the Procurement Manager, Project Delivery teams and Program Functional Managers in respect of managing commercial risk.
- Ensure strict adherence to all Probity processes and guidelines and compliance with Probity Management Plan, by ensuring that all required Confidentiality Agreements, Conflict of Interest Declarations, and specified Probity measures are progressed, produced, maintained, and recorded in an auditable, transparent, and timely fashion.
- Ensure a high standard of probity and ethical values associated with all aspects of the commercial function and ensure the probity of processes within the team and with process users is adhered to and report on any non-conformance.
Internal
Regular contact with Procurement Specialists, Purchasing Officers, Procurement Manager, Head of Procurement, Contracts Administrators, Construction Manager, Project Managers and Contract Administrators as required.
External
Contact tenderers, proponents, contractors, suppliers, and service providers
COMPETENCIES
Communication skills: clearly convey information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.
Work Standards: setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.
Commercial acumen: clearly understand the business impacts of decisions on a financial, human resource, client and supplier level and remain aware of potential related issues that may arise.
Creative thinking: ability to think and act innovatively and resourcefully, anticipate opportunities for improvement, challenge traditional assumptions and solve problems creatively.
Safety orientation: ability to understand and apply safety management principles.
Gaining commitment: use appropriate interpersonal style and techniques, adapting behaviour to accommodate tasks, situations and individuals involved to gain acceptance of ideas or plans.
Information monitoring: setting up procedures to collect and review information needed to manage an organisation, project, or on-going activities; applying analytical and information interpretation skills.
Quality orientation: ensure that consideration is given to quality outcomes in the performance of all tasks.
Customer service: ability to develop and maintain positive client relationships and ensure the delivery of a consistent, efficient, and high-quality service.
Build positive work relationships: use appropriate methods and flexible interpersonal style to assist in building cohesive and effective operational working relationships within the organisation and with external parties.
Interpersonal skills: ability to build and sustain relationships, obtain cooperation, and develop collaborative working relationships.
KNOWLEDGE, SKILLS, AND EXPERIENCE
Essential Selection Criteria:
- Tertiary qualifications in fields such as procurement, business, commerce, or related discipline or equivalent experience in a similar role.
- Experience with end-to-end procurement processes whilst maintaining deadlines and budget.
- Minimum 10 years’ experience leading tender processes on major projects within a rail, infrastructure, construction, or heavy industry environment.
- Highly analytical and commercial in your approach with the ability to operate in a fast-paced environment.
- Understanding of Government legislation, policies, and guidelines.
- Clear and concise oral and written communications skills and the ability to communicate with and influence all levels of the company, contractor representatives and management.
- Demonstrated high level of proficiency in utilising Microsoft Office products.
- Ability to work as part of a team and to step up, meet deadlines and provide additional support within the team when required.
- A clear understanding of ethical practices and probity within a government funded project.
- Proven ability to work autonomously as and as part of a high performing team.
- Demonstrated knowledge of and experience with financial and purchasing systems.
- Experience working with business stakeholders on a regional and/or global level will be highly advantageous.
- CI Financials (Technology One) or similar Accounting or ERP systems
- Tenderlink, Ansarada, or similar Procurement Systems.
