Senior Procurement Advisor

3 weeks ago

North Canberra, Australia ClearCompany Full time

The Procurement Team is a part of the Finance Section within the Memorial, led by the Chief Finance Officer. This role reports directly to the Procurement Manager.

Under limited direction, the Senior Procurement Advisors' main focus is to provide day to day support to Business Sections and the Executive within the Memorial, by maintaining the Memorials Contracts Register, providing consistent, considered procurement and contract management guidance, support and advice, and continuous improvement of processes and procedures.

The key duties of the position include

- In consultation with the Procurement Manager, provide advice and guidance to business areas throughout the procurement and contract management processes, including:

- Analysis of procurement issues and opportunities of varying complexity.

- Providing advice aligned to compliance requirements.

- Seeking solutions that promote better practice.

- Providing comments on procurement compliance prior to Spending Approval.

- Managing team tasks in the Procurement (e-mail) Inbox. This includes:

- allocating the task to team members in consultation with the Procurement Manager (EL1) ("categorising" is set up for this purpose); and

- tracking and maintaining key procurement and contract documents in the Procurement Inbox task folders and SharePoint;

- Maintaining the Memorial's Contracts Register in the TechnologyOne financial system, which informs reporting and supports commitment and budget management. This vital responsibility involves:

- registering proposed Contracts to create reference numbers and capture metadata;

- updating data once contracts are signed and provided to Finance;

- maintaining Contract records in relation to variations and extensions;

- creating Purchase Orders to support payment processing;

- Maintaining SharePoint records for the Contracts and Procurement libraries, including:

- creating and updating folders and/or document sets relating to tasks; and

- maintaining the panels library; and

- Ensuring purchase orders linked to contracts are raised correctly, correctly coded, and are consistent with any milestones specified in the signed contract.
- Generation of cyclic and ad-hoc reports, including:

- Contract expiration reports to business areas (EOM)

- Council Reporting for contracts valued at or above $100,000 (Qtrly)

- AusTender Contract Notices and Standing Offer Notices (as required)

- In consultation with the Procurement Manager, review and maintenance of procurement and contracting templates with attention to compliance and continuous improvement.
- Attend meetings and conferences to:

- maintain understanding of Whole of Australian Government (WoAG) procurement requirements, and

- support professional development in the sphere of procurement and contract management.

- Support the Procurement Manager in developing and presenting training and producing guidance materials.

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