Procurement and Commercial Services Leader

**POSITION SPECIFIC RESPONSIBILITIES**

**Procurement & Contracts**
- Monitor and maintain a contracts management system, register and compliance tools to ensure that the contract managers over-see contractors and suppliers to deliver services in accordance with contractual, statutory and regulatory.
- Develop strong partnerships with suppliers, procurement agents, government departments, peak bodies and with other industry organisations.
- Communicate, and where necessary, arrange appropriate training, of the adopted policies and processes to the organisation to ensure that all procurement activities are compliant and consistent with procurement objectives.
- Provide support to financial delegates in the day-to-day operation of the procurement framework.
- Facilitate the annual review and attestation of procurement obligations as determined by the Financial Management Act, with a focus on full compliance and continuous improvement.

**Accounts Payable**
- Supervise and coordinate the activities of Finance Officer Accounts Payable to conduct the accounts payable activities that are necessary to pay suppliers, and in accordance with contractual requirements and accounts payable policies and procedures.
- Monitor the transactional detail processed by the accounts payable function to ensure that all payments made by to suppliers are compliant with the procurement framework.
- Continue to develop accounts payable policies and procedures to enable the efficient and compliant operation of associated functions.
- Assist the Finance Officer Accounts Payable with purchase order issues related to more complex transactions such as construction contract milestone payments and retention arrangements.
- Ensure suitable arrangements are maintained by to manage retentions, bank guarantees, and any other methods used by to support supplier warranty periods.
- Secondary checking of invoice entry to align with internal policies and processes, including system batch confirmations and appropriate supporting documentation.

**Other duties**
- Demonstrate attention to detail, ensuring quality output in a timely manner.
- All other duties and additional tasks as directed, within the skills and abilities of a position at this level.

**PEOPLE MANAGEMENT**
- Undertake regular meetings with all direct reports and provide constructive feedback, coaching and direction to ensure position requirements are being met effectively and efficiently.
- Ensure formal performance appraisals are undertaken for all direct reports and staff, twice per annum and recorded within the appraisal / reporting system.
- Ensure all direct reports, staff (and self) are aware of and adhere to, organisational policies and OH&S requirements.
- Ensure all direct reports and staff are developed in order to meet the technical, skill, governance and compliance requirements of their role.
- Ensure effective and timely communication of relevant matters via individual and/or business unit meetings.
- Ensure the effective recruitment and training of staff.

**OPERATIONAL RESPONSIBILITIES**
- Ensure that service levels and other targets are continually met and liaise with stakeholders to resolve any impacting issues.
- Maintain all business unit policies and processes and ensure opportunities for improvement are identified and implemented.
- Lead continuous improvement by ensuring that all opportunities for improvement are identified and implemented.
- Work collaboratively with all teams and other stakeholders to ensure that effective internal and external customer service is delivered and established.
- Identify, analyse and understand key business unit risks and mitigating actions and ensure that the risk management plan is current.
- Provide input, maintenance and currency of the business continuity plan.
- Ensure that all business unit staff, and self, maintain complete and accurate records of all work related activities including documentation and administration as per the organisations records management policy and adherence to the organisations written style.

**SCHEDULING RESPONSIBILITIES**
- Ensure business unit activities are aligned with the strategic long term vision for Corporate Plan and strategies, demonstrating alignment through regular planning and reporting activities.
- Ensure that operational plans, accountabilities, policies and processes are measurable, understood and implemented.
- Ensure all audit findings are resolved within agreed time frames.
- Accurately report service area data and other information annually to support Annual Reporting or ministerial requirements reports (as applicable).
- Fulfil emergency related functions including filling an incident management team position, by mutual agreement, in the event that a CIMP is enacted.

KNOWLEDGE SKILLS AND ABILITIES
- Excellent communication, negotiation and problem-solving skills.
- Demonstrated experience in supervision, or team leadership highly desirable.
- Strong attention to detail and