Procurement Job Description Matrix

Procurement Job Description Matrix

Procurement Job Description Matrix

Class / Title / Role/Objectives/Outcomes / ESSENTIALMINIMUM REQUIREMENTS / DESIRABLE REQUIREMENTS
Personal Abilities/Aptitudes/Skills, Experience and Knowledge / Desirable Qualifications eg. AQF / CIPS / Core AQF Procurement
Competencies
ASO 2 / Clerical Officer
Administration Support Officer / Assists with low risk procurements
Provides support services to the workgroup, clients and stakeholders in order to achieve objectives and goals
Contributes to the procurement role in Government and industry information research and analysis
Maintain accurate procurement records in accordance with agency policy, procedures and guidelines
Contributes to courteous and prompt responses to enquiries / Ability to communicate ideas and information orally and written
Ability to act ethically
Ability to plan and organise activities
Ability to work in a team environment
Ability to use numerical skills
Ability to work effectively with diversity
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 / Certificate IV in Government (Procurement and Contracting)
CIPS Level 3 Advanced Certificate / Plan procurement
Develop and distribute requests for offers
Select providers and develop contracts
Manage contracts
ASO 3 / Contract Administration Officer
Purchasing Officer
Category Management Officer / Provides administrative support to low to medium risk procurements
Contributes to the establishment and administration of contracts
Contributes to the achievement of workgroup objectives and goals
Maintain accurate procurement records in accordance with agency policy, procedures and guidelines
Contributes to courteous and prompt responses to enquiries
Provides assistance to a category management team / Ability to communicate clearly in writing, particularly drafting business communication such as emails, reports, letters and technical documentation, whilst complying with relevant probity requirements
Ability to communicate verbally in a clear and succinct way and be able to build rapport with others in the work environment, to help develop trust and cooperation
Ability to anticipate potential problems and to contribute to workable solutions to existing problems
Ability to act ethically
Ability to apply low risk management measures
Ability to work effectively with diversity
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 / Diploma of Government (Procurement and Contracting)
CIPS Level 4 Diploma in Procurement and Supply / Manage procurement risk
Plan for procurement outcomes
Make procurement decisions
Plan to manage a contract
Finalise contracts
Manage contract performance
ASO 4
ASO 4 (cont.) / Procurement Officer
Contracts Officer
Contract Manager
Assistant Category Manager / Responsible for tactical low to medium risk procurements and contributing discrete deliverables in higher risk procurements in accordance with agency procurement standards
Responsible for the provision of contract management services for low value, low risk and easy to supply procurements, including monitoring performance against KPIs and reporting on performance issues in accordance with agency procurement standards
Provides contract management services for low value, low risk procurements and provides feedback on performance
Participates in strategic sourcing projects in data gathering and simple analysis
Undertakes market research and identifies supplier sources
Undertake sourcing and contract management activities related to a designated category / Ability to schedule and coordinate procurement projects and programs including the ability to develop acquisition plans, tender packages, specifications and evaluation criteria within legislative guidelines.
Ability to administer and manage contracts
Ability to influence stakeholders in the procurement process face-to-face, and indirectly, whether through verbal or written communication
Ability to work as part of a team, and co-operate with others from other functional groups within the organisation, or from the private sector
Ability to anticipate potential problems and to redesign processes and systems so as to minimise their reoccurrence
Ability to communicate clearly in writing, particularly drafting business communication such as emails, letters, reports and procurement documentation
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
Experiencein 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 decisionmaking
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
Experience in dealing with confidential information and managing disclosure of sensitive information in a commercial context and/or a politically sensitive environment
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 / Diploma of Government (Procurement and Contracting)
CIPS Level 4 Diploma in Procurement and Supply / Manage procurement risk
Plan for procurement outcomes
Make procurement decisions
Plan to manage a contract
Finalise contracts
Manage contract performance
ASO 5
ASO 5 (cont.) / Procurement Officer
Contract Manager
Team Leader, Procurement and Contracting
Procurement Advisor
Category Manager / Responsible for tactical medium risk procurements and contributing discrete deliverables in higher risk procurements in accordance with agency procurement standards
Responsible for undertaking contract development including analysing requirements to create specifications, and developing tender evaluation plans
Facilitates contract awards and provides feedback on results to agency procurement standards
Contributes to the organisation’s strategic procurement plans and provides leadership internally and externally
Participates in supply market analysis and strategy planning
Builds and maintains internal and external relationships. Develops requirements in consultation with internal clients and identifies supplier sources for a range of commodities/services including undertaking market research and contract management of suppliers. Provides regular procurement reports to clients
Provides advice to clients on aspects of the procurement process, ensuring consistency with relevant legislation and policies
Support clients in achieving maximum benefit from their contracting and procurement activities/strategies
Undertake sourcing and contract management activities related to a designated category / Ability to schedule and coordinate procurement projects and programs including the ability to develop acquisition plans, tender packages, specifications and evaluation criteria within legislative guidelines.
Ability to administer and manage contracts
Ability to influence stakeholders in the procurement processes face-to-face, and indirectly, whether through verbal or written communication whilst complying with relevant probity requirements
Ability to collaborate and cooperate through facilitating teams, and securing co-operation from stakeholders including end-users and other functional groups within the organisation
Ability to communicate clearly in writing, particularly drafting procurement documents such as specifications and tender documents
Ability to research, analyse, evaluate and apply information to support procurement operations and corporate direction
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 manage and co-ordinate contract risk management practices
Ability to act ethically and encourage others to act ethically
Ability to undertake research and analysis
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 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. 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
Experiencein 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 decisionmaking, 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
Experience in dealing with confidential information and managing disclosure of sensitive information in a commercial context and/or a politically sensitive environment
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 / Advanced Diploma of Government (Procurement and Contracting)
CIPS Level 5 Advanced Diploma in Procurement and Supply / Plan for strategic procurement
Coordinate strategic procurement
Negotiate strategic procurement
Manage strategic contracts
ASO 6/
MAS 1
ASO 6/
MAS 1 (cont:)
: / Senior Procurement Officer
Senior Contract Manager
Manager/Supervisor, Procurement
Manager/Supervisor Contracting
Senior Procurement Advisor
Senior Category Manager / Responsible for strategic tactical procurements of any risk or value for the organisation by analysing requirements, and developing tender, contract and evaluation documents
Applies risk management principles to procurement projects to identify and mitigate risks
Provides contract management services by monitoring performance against KPIs, and instituting remedial actions when required
Participates in strategic sourcing projects including supply market analysis and strategy development
Undertakes market research to determine industry conditions, trends, opportunities and competition
Builds sound relationships with suppliers and provide leadership internally and externally
Participates in the development of the organisation’s strategic procurement plans
Provides a procurement consultancy and advisory service to clients, ensuring consistency with relevant legislation and policies
Establishes and maintains relationships with key clients that facilitate effective and efficient procurement processes
May supervise procurement practioners
Coordinate and undertake sourcing and contract management activities related to a designated category / Proven ability to schedule and coordinate procurement projects and programs including the ability to develop acquisition plans, tender packages, specifications and evaluation criteria within legislative guidelines with limited direction.
Ability to prepare complex procurement documentation and reports
Ability to develop and execute negotiation plans with external stakeholders, such as suppliers, so as to realise procurement objectives
Ability to foster continuous improvement through the application of effective contract management techniques
Ability to manage and co-ordinate contract risk management practices
Proven ability to research, analyse, evaluate and apply information to support procurement operations and corporate direction
Ability to Identify, develop, monitor and improve client services; foster leadership and innovation
Ability to model ethical behaviour
Ability to establish and maintain strategic networks
Ability to influence stakeholders, including senior managers, in the procurement processes face-to-face, and indirectly, whether through verbal or written communication whilst complying with relevant probity requirements
Ability to facilitate teams, including end-users, and secure co-operation from others, including stakeholders from other functional groups within the organisation
Ability to design appropriate decisionmaking 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 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. 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
Experiencein 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 / Advanced Diploma of Government (Procurement and Contracting)
CIPS Level 5 Advanced Diploma in Procurement and Supply / Plan for strategic procurement
Coordinate strategic procurement
Negotiate strategic procurement
Manage strategic contracts
ASO 7/
MAS 2
ASO 7/
MAS 2
(cont.) / Manager, Procurement Operations
Manager Contract Operations
Principal Category Manager
Principal Advisor, Procurement / Accountable for medium risk procurements or discrete deliverables in significant high value and high risk procurements
Applies risk management principles to procurement projects to identify and mitigate risks