Procurement Job Description Matrix

Class Title Role/Objectives/Outcomes ESSENTIAL MINIMUM REQUIREMENTS / DESIRABLE REQUIREMENTS Desirable Qualifications Core AQF Personal Abilities/Aptitudes/Skills, Experience and Knowledge eg. AQF / CIPS Procurement Competencies

ASO 2 Clerical Officer Assists with low risk procurements Ability to communicate ideas and information orally and written Certificate IV in Government Administration Support Provides support services to the workgroup, clients and stakeholders in order to Ability to act ethically (Procurement and Plan procurement Officer achieve objectives and goals Ability to plan and organise activities Contracting) Develop and distribute Contributes to the procurement role in Government and industry information CIPS Level 3 Advanced requests for offers research and analysis Ability to work in a team environment Certificate Select providers and Maintain accurate procurement records in accordance with agency policy, Ability to use numerical skills develop contracts procedures and guidelines Ability to work effectively with diversity Manage contracts Contributes to courteous and prompt responses to enquiries Experience working with others in a team environment to achieve successful outcomes

Experience in providing a range of general administrative support services

Experience in use of the Microsoft suite of programs

Knowledge of basic procurement

Basic knowledge of business and machinery of government

ASO 3 Contract Administration Provides administrative support to low to medium risk procurements Ability to communicate clearly in writing, particularly drafting business communication such as emails, reports, letters Diploma of Government Manage procurement Officer and technical documentation, whilst complying with relevant probity requirements (Procurement and risk Contributes to the establishment and administration of contracts Contracting) Purchasing Officer Ability to communicate verbally in a clear and succinct way and be able to build rapport with others in the work Plan for procurement Contributes to the achievement of workgroup objectives and goals outcomes Category Management environment, to help develop trust and cooperation CIPS Level 4 Diploma in Officer Maintain accurate procurement records in accordance with agency policy, Procurement and Supply Make procurement procedures and guidelines Ability to anticipate potential problems and to contribute to workable solutions to existing problems decisions Contributes to courteous and prompt responses to enquiries Ability to act ethically Plan to manage a Provides assistance to a category management team contract Ability to apply low risk management measures Finalise contracts Ability to work effectively with diversity Manage contract performance Ability to apply numerical skills

Experience working with others in a team environment to achieve successful outcomes

Experience in dealing with confidential information and managing disclosure of sensitive information in a commercial context and/or a politically sensitive environment

Demonstrated customer service experience characterised by identifying customer needs, and providing quality, timely services in either a public or private sector environment.

Experience in managing multiple priorities and making choices about time allocation whilst maintaining customer satisfaction

Experience in use of the Microsoft suite of programs

Knowledge of (*basic procurement, tender, contract management, category management) process and how it contributes to organisational goals *select one or more of these descriptors

Sound knowledge of records management systems and administrative processes and procedures

Basic knowledge of business and machinery of government

ASO 4 Procurement Officer Responsible for tactical low to medium risk procurements and contributing discrete Ability to schedule and coordinate procurement projects and programs including the ability to develop acquisition plans, Diploma of Government Manage procurement deliverables in higher risk procurements in accordance with agency procurement tender packages, specifications and evaluation criteria within legislative guidelines. (Procurement and risk Contracts Officer standards Contracting) Ability to administer and manage contracts Plan for procurement Contract Manager Responsible for the provision of contract management services for low value, low outcomes risk and easy to supply procurements, including monitoring performance against CIPS Level 4 Diploma in Ability to influence stakeholders in the procurement process face-to-face, and indirectly, whether through verbal or Procurement and Supply Make procurement Assistant Category Manager KPIs and reporting on performance issues in accordance with agency procurement written communication standards decisions Provides contract management services for low value, low risk procurements and Ability to work as part of a team, and co-operate with others from other functional groups within the organisation, or from Plan to manage a provides feedback on performance the private sector contract Participates in strategic sourcing projects in data gathering and simple analysis Ability to anticipate potential problems and to redesign processes and systems so as to minimise their reoccurrence Finalise contracts Undertakes market research and identifies supplier sources Manage contract Ability to communicate clearly in writing, particularly drafting business communication such as emails, letters, reports performance Undertake sourcing and contract management activities related to a designated and procurement documentation category

SPB job descriptions matrix 27/06/2016 Procurement Job Description Matrix

ASO 4 (cont.) Ability to communicate verbally -for example face-to-face negotiation- in a clear and succinct way

Ability to apply government protocols and levels of authority

Ability to act ethically and encourage others to act ethically

Ability to identify and apply low risk management practices

Ability to be well organised and to multi-task

Ability to research, analyse, evaluate and apply information to support procurement operations and corporate direction

Ability to use planning/organisational skills, decision-making skills and numerical skills

Ability to manage to the spirit and principles of the Premier’s safety Commitment and the legislative requirements of the Occupational Health Safety and Welfare Act, utilising AS/NZS 4360 Risk Management, or to an equivalent set of standards

Ability to use Microsoft suite of programs to produce high quality documents, spreadsheets, Power Point presentations, flowcharts and diagrams, as well as database management skills

Experience in the establishment of procurement contracts across all stages including needs identification, planning, preparation of documentation, evaluation, negotiation and contract establishment

Experience in undertaking research and analysing data such as spend patterns, financial accounts and/or supplier performance in a clear and concise manner to support decision-making

Demonstrated work record of identifying business needs, translating those needs into appropriate procurement objectives and developing procurement strategies that support the realisation of the business needs.

Experience in interpreting data and developing reasoned inferences from the analysis to support better business decisions

Experience in managing procurement projects and providing quality, timely and on budget services in either a public or private sector environment.

Experience working with others in a multi-disciplinary team environment to achieve successful outcomes

Experience in developing and maintaining effective networks and operational relationships with internal and external clients and stakeholders, and in selecting and applying relevant communication skills to liaise effectively

Experience in managing multiple priorities and making choices about time allocation whilst maintaining customer satisfaction

Knowledge of the procurement process and how it contributes to organisational goals

Knowledge of category management principles, tools and techniques

Knowledge of government procurement framework, policy and legislation, and tender and contracting procedures

Knowledge of contract administration and management

Understanding of project management principles

Basic understanding of business and machinery of government

ASO 5 Procurement Officer Responsible for tactical medium risk procurements and contributing discrete Ability to schedule and coordinate procurement projects and programs including the ability to develop acquisition plans, Advanced Diploma of Plan for strategic deliverables in higher risk procurements in accordance with agency procurement tender packages, specifications and evaluation criteria within legislative guidelines. Government (Procurement procurement Contract Manager standards and Contracting) Ability to administer and manage contracts Coordinate strategic Team Leader, Procurement Responsible for undertaking contract development including analysing CIPS Level 5 Advanced procurement and Contracting requirements to create specifications, and developing tender evaluation plans Ability to influence stakeholders in the procurement processes face-to-face, and indirectly, whether through verbal or Diploma in Procurement and Supply Negotiate strategic Facilitates contract awards and provides feedback on results to agency written communication whilst complying with relevant probity requirements procurement Procurement Advisor procurement standards Ability to collaborate and cooperate through facilitating teams, and securing co-operation from stakeholders including Manage strategic Category Manager Contributes to the organisation’s strategic procurement plans and provides end-users and other functional groups within the organisation contracts leadership internally and externally Ability to communicate clearly in writing, particularly drafting procurement documents such as specifications and tender Participates in supply market analysis and strategy planning documents Builds and maintains internal and external relationships. Develops requirements in consultation with internal clients and identifies supplier sources for a range of Ability to research, analyse, evaluate and apply information to support procurement operations and corporate direction

ASO 5 commodities/services including undertaking market research and contract Ability to design appropriate decision making processes so that choices are both transparent and defensible in (cont.) management of suppliers. Provides regular procurement reports to clients retrospect including the ability to anticipate potential problems and to redesign processes and systems so as to minimise their reoccurrence Provides advice to clients on aspects of the procurement process, ensuring consistency with relevant legislation and policies Ability to manage and co-ordinate contract risk management practices Support clients in achieving maximum benefit from their contracting and procurement activities/strategies Ability to act ethically and encourage others to act ethically Undertake sourcing and contract management activities related to a designated Ability to undertake research and analysis category Ability to apply sound planning/organisational skills

Ability to apply sound time management, negotiation and delegation skills

Ability to apply sound problem solving skills

Ability to identify monitor, innovate and improve client services

Ability to use Microsoft suite of programs to produce high quality documents, spreadsheets, Power Point presentations, flowcharts and diagrams, as well as database management skills. Working knowledge of procurement tools such as e- Tenders system and contract management system

Experience in managing procurement projects, and providing quality, timely and on budget customer focussed services in either a public or private sector environment

Experience in the establishment of procurement contracts across all stages including needs identification, planning, preparation of documentation, evaluation, negotiation and contract establishment

Experience in undertaking research and presenting data in a clear and concise manner to support decision-making, interpreting data and business decisions

Demonstrated work record of identifying business needs when dealing with procurement projects, translating those needs into appropriate procurement objectives, and developing procurement strategies that support the realisation of the business needs

Experience in developing and maintaining effective networks and operational relationships with internal and external clients and stakeholders, and in selecting and applying relevant communication skills to liaise effectively

Knowledge of the procurement process and how it contributes to organisational goals

Working knowledge of government procurement framework, policy and legislation, and tender and contracting procedures

Basic understanding of contract law, fair-trading practice, freedom of information and other applicable legislation.

Knowledge of applicable law as it relates to the procurement framework, for example insurance requirements, legal framework, intellectual property and warranties

Working knowledge of Project management principles ASO 6/ Senior Procurement Officer Responsible for strategic tactical procurements of any risk or value for the Proven ability to schedule and coordinate procurement projects and programs including the ability to develop Advanced Diploma of Plan for strategic MAS 1 organisation by analysing requirements, and developing tender, contract and acquisition plans, tender packages, specifications and evaluation criteria within legislative guidelines with limited Government (Procurement procurement Senior Contract Manager evaluation documents direction. and Contracting) Coordinate strategic Manager/Supervisor, Applies risk management principles to procurement projects to identify and Ability to prepare complex procurement documentation and reports CIPS Level 5 Advanced procurement Procurement mitigate risks Diploma in Procurement and Supply Negotiate strategic Provides contract management services by monitoring performance against KPIs, Ability to develop and execute negotiation plans with external stakeholders, such as suppliers, so as to realise procurement Manager/Supervisor and instituting remedial actions when required procurement objectives Contracting Manage strategic Participates in strategic sourcing projects including supply market analysis and Ability to foster continuous improvement through the application of effective contract management techniques contracts Senior Procurement Advisor strategy development Ability to manage and co-ordinate contract risk management practices

Senior Category Manager Undertakes market research to determine industry conditions, trends, opportunities Proven ability to research, analyse, evaluate and apply information to support procurement operations and corporate and competition direction Builds sound relationships with suppliers and provide leadership internally and externally Ability to Identify, develop, monitor and improve client services; foster leadership and innovation Participates in the development of the organisation’s strategic procurement plans Ability to model ethical behaviour

Provides a procurement consultancy and advisory service to clients, ensuring Ability to establish and maintain strategic networks consistency with relevant legislation and policies Establishes and maintains relationships with key clients that facilitate effective and Ability to influence stakeholders, including senior managers, in the procurement processes face-to-face, and indirectly,

ASO 6/ efficient procurement processes whether through verbal or written communication whilst complying with relevant probity requirements MAS 1 (cont:) May supervise procurement practioners Ability to facilitate teams, including end-users, and secure co-operation from others, including stakeholders from other Coordinate and undertake sourcing and contract management activities related to functional groups within the organisation : a designated category Ability to design appropriate decision-making processes, so that choices are both transparent and defensible in retrospect including the ability to anticipate potential problems and to redesign processes and systems so as to minimise their reoccurrence

Ability to apply advanced planning/organisational skills and complex decision-making skills

Ability to apply sound logical, analytical and quantitative skills

Ability to use Microsoft suite of programs to produce high quality documents, spreadsheets, Power Point presentations, flowcharts and diagrams, as well as database management skills. Excellent knowledge of procurement tools such as e- Tenders system and contract management system

Experience in advising others on appropriate market approaches, including approaches other than tendering, such as direct negotiation, competitive dialogue, reverse marketing and/or supplier development

Experience in the establishment of complex procurement contracts across all stages including needs identification, planning, preparation of documentation, evaluation, negotiation and contract establishment

Demonstrated experience facilitating teams through the end to end procurement process, from identification of spend patterns, identification of business needs, translation of those needs into appropriate procurement objectives, and developing effective procurement strategies that support the realisation of the business needs

Experience in reading and interpreting terms and conditions, and assigning significance to terms which vary from the organisation’s default position, and in contract management and designing performance measurement mechanisms

Experience in developing and maintaining effective networks, alliances and operational relationships with internal and external clients and stakeholders

Experience convening and leading multi-disciplinary teams managing multiple projects and scheduling activities to achieve customer-focussed successful outcomes

Experience in presenting the information in ways that support appropriate interpretation which includes interpreting data and developing reasoned inferences from the analysis to support better business decisions

Proven record of achieving results in agreed timeframes

Knowledge of category management principles, tools and techniques

Knowledge of the principles of Australian Contract Law and their application to commercial contracting

Sound working knowledge of government procurement framework, policy and legislation, and tender and contracting procedures

Thorough knowledge and understanding of procurement and accounting systems, delegations and reporting requirements

Sound understanding of contract law, fair trading practices, freedom of information and other applicable legislation

Sound understanding of project management principles and capacity to manage project milestones, timelines, resources and costs

ASO 7/ Manager, Procurement Accountable for medium risk procurements or discrete deliverables in significant Ability to plan and coordinate strategic procurement Bachelor Degree in Establish strategic MAS 2 Operations high value and high risk procurements Procurement or Supply procurement directions Ability to compose and refine complex workplace documents, manage complex relationships and manage contract Management (or equivalent) Manager Contract Applies risk management principles to procurement projects to identify and performance Establish the Operations mitigate risks CIPS Level 6 Professional procurement context Ability to manage and co-ordinate contract risk management practices Diploma in Procurement and Principal Category Manager Provides contract management to medium/significant risk procurement projects Supply Evaluate and improve procurement Principal Advisor, Participates in the development of the organisation’s strategic procurement plans Ability to Identify, develop, monitor and enhance client services; foster leadership and innovation performance Procurement Leads the development of supply market strategies Ability to build credibility and rapport with senior stakeholders both within the organisation and outside, in such a way as Co-ordinates and provides excellent, timely, value-added service to clients to develop trust and cooperation. including the ability to design and execute stakeholder communication so that expectations are effectively managed Provides expert procurement advice to a range of key clients with a focus on increasing agency and practitioner capability Ability to apply commercial acumen to facilitate improved procurement outcomes

Supervises procurement practioners and support staff Ability to develop and execute negotiation plans with external stakeholders, such as suppliers, so as to realise Facilitates the sharing of procurement knowledge and experience across the procurement objectives organisation

ASO 7/ Manage sourcing and contract management activities related to a designated Ability to lead and facilitate teams, including end-users, and secure co-operation from others, including stakeholders MAS 2 category from other functional groups within the organisation whilst ensuring relevant probity requirements are met (cont.) Ability to design and apply advanced planning/organisational skills and complex decision-making processes, so that choices are both transparent and defensible in retrospect including the ability to anticipate potential problems and to redesign processes and systems so as to minimise their reoccurrence

Ability to model ethical behaviour, use independent judgment and provide effective leadership

Ability to lead and influence change

Ability to apply strong analytical focus and creative approach to problem solving

Excellent organisational skills. Detail oriented with proven ability to multitask

High level project management skills to ensure identified projects are completed within timeframes and budget constraints

Ability to use Microsoft suite of programs to produce high quality documents, spreadsheets, Power Point presentations, flowcharts and diagrams. High level database management skills and an excellent knowledge of in-house procurement tools such as e-Tenders system and contract management system

Experience in managing the end-to-end procurement process for a variety of categories, particularly managing complex categories and/or supply markets with limited competition, and in managing multiple projects and scheduling activities

Demonstrated work record of facilitating teams through the procurement process, from identification of spend patterns, identification of business needs, translation of those needs into appropriate procurement objectives, developing effective procurement strategies, and managing subsequent provider performance, whilst maintaining a customer focus

Experience in advising others on appropriate market approaches, including approaches other than tendering, such as direct negotiation, competitive dialogue, reverse marketing and/or supplier development

Experience in reading and interpreting terms and conditions, and assigning significance to terms which vary from the organisation’s default position, and in contract management and designing performance measurement mechanisms

Experience in developing and implementing change to address challenges within organisations and/or within supply markets

Proven record of results-based performance in agreed timeframes

Knowledge of strategic procurement/category management principles, tools and techniques

Demonstrated good working knowledge of strategy, government procurement framework, policy and legislation, and tender and contracting procedures

Thorough understanding of contract law principles, fair trading, freedom of information, other applicable legislation and their application to commercial contracting

Thorough knowledge of agency procurement and accounting systems, delegations and reporting requirements ASO 8/ Manager, Procurement and Accountable for the delivery of significant risk procurement projects and Ability to evaluate and improve procurement performance Master of Management Establish strategic MAS 3 Contracting deliverables in high-value and high risk procurements (Strategic Procurement) or procurement directions Ability to formulate business strategies and maintain client service standards equivalent Manager, Category Applies risk management principles and provides guidance to cross-function Establish the Management projects on risk mitigation Ability to build credibility and rapport with senior stakeholders both within the organisation and outside, in such a way as MCIPS procurement context Manages contract management services for high-value and high-risk contracts to develop trust and cooperation, including the ability to design and execute stakeholder communication so that Evaluate and improve expectations are effectively managed procurement Provides expert guidance to cross-functional project groups relating to contract performance management issues Ability to lead and facilitate teams, including end-users, and secure co-operation from others, including stakeholders from other functional groups within the organisation Leads the development of the organisation’s strategic procurement plans Develops and manages internal strategic sourcing projects Ability to develop and execute negotiation plans with external stakeholders, such as suppliers, so as to realise procurement objectives Supervises procurement professionals, practioners and support staff Ability to design appropriate decision-making processes, so that choices are both transparent and defensible in Introduces, manages and reviews procurement processes and systems retrospect including the ability to anticipate potential problems and to redesign processes and systems so as to Lead a team of category managers responsible for all sourcing and contract minimise their reoccurrence management activities related to a designated category Ability to undertake enterprise risk management

Ability to manage strategic relationships

Ability to undertake strategic financial analysis

Ability apply strategic thinking and high level judgement

ASO 8/ MAS 3 Ability to apply / impart commercial acumen to facilitate improved procurement outcomes (cont.) Ability to influence ethical practice

Ability to lead and influence organisational change

Excellent analytical and quantitative skills

Highly developed applied project management skills used to manage projects within timeframes and budget restraints

Ability to use Microsoft suite of programs to produce high quality documents, spreadsheets, Power Point presentations, flowcharts and diagrams. High level database management skills and an excellent knowledge of in-house procurement tools such as e-Tenders system and contract management system

Experience in translating organisational business plans and strategic goals into effective procurement strategies

Experience in leading procurement teams managing multiple projects and scheduling tasks and allocating resources so as to achieve project milestones whilst maintaining a customer focus whilst ensuring relevant probity requirements are met

Experience in measuring the performance of the procurement process and reporting upon benefits realisation

Experience in developing and implementing change to address challenges within organisations and/or within supply markets

Experience in engaging with stakeholders with strong user preferences and advocating for change to the current processes so as to release value in a culture currently characterised by widespread diversity of user choice

Experience in highly developed influencing, negotiation and conflict management situations

Knowledge of specific procurement tools and techniques used in strategic procurement/category management such as the total cost of ownership (applied to both consumables and capital acquisitions)

Extensive knowledge of machinery of government and working knowledge of government procurement framework, policy and legislation

Expert understanding of contract law principles, fair trading, freedom of information, other applicable legislation and their application to commercial contracting

Thorough knowledge of agency procurement and accounting systems, delegations and reporting requirements

Thorough knowledge of audit and compliance procedures and guidelines and

Thorough understanding of contract dispute resolution processes

SPB job descriptions matrix 27/06/2016