Aee1 - Assistant Directors - Finance & Contract Management

**The Organisation**

The Australian Security Intelligence Organisation (ASIO) protects Australia and Australians from threats to their security. In a complex, challenging and changing security environment, our success is built on the imagination and intelligence of our team. ASIO's people are ordinary Australians but they do extraordinary things - they are our most important asset. To be successful in our mission, we need talented people who are highly capable, dedicated, adaptable and resilient.

**The opportunity**

The newly established TOP SECRET-Privileged Access (TS-PA) Vetting Authority will centralise Australia's highest-level security clearance functions within ASIO over the coming years. Successful applicants will play an instrumental role in building this new capability, established to help protect Australia from the threat of espionage and foreign interference.

Assistant Directors for Contract Management and Cost Recovery and Financial Management will be part of the new Business Administration Directorate, and will contribute to the long-term success of this important function. Successful applicants will have the opportunity to influence the process design and the team's ways of working.

A merit pool may be created to fill future vacancies. The merit pool will be valid for up to 18 months.

**Role responsibilities**

Assistant Director - Contracts Management will:

- Lead a small team responsible for critical supplier and contract management functions.
- Manage approvals for spending proposals ensuring compliance with organisational policies and regulatory requirements when approving expenditure proposals involving external vendors or suppliers.
- Coordinate contract negotiation and execution by liaising with internal stakeholders and external vendors to negotiate favourable terms and conditions for contracts, ensuring correct documentation and execution.
- Collaborate with procurement teams to ensure timely and accurate processing of contracts, including amendments, extensions, and terminations.
- Monitor and manage timekeeping records for contractors and vendors, as well as processing invoices and ensuring prompt payment according to agreed-upon terms.
- Oversee end-to-end contract management; from initiation through execution, performance, and closeout, ensuring all stages of the contract lifecycle are effectively managed and monitored.
- Establish and update a comprehensive register of approved suppliers, including contact information, service offerings, and performance history.
- Work with in-house counsel or external legal experts to address any legal concerns or disputes arising from contractual agreements.
- Continuously assess vendor performance against established KPIs, providing regular reports to management, and identifying areas for improvement or optimisation.
- Contribute to the development and implementation of organisational policies and procedures related to supplier and contract administration functions.

Assistant Director - Cost Recovery and Financial Management will:

- Lead a team, managing allocated resources, set work area priorities and manage workflows.
- Be accountable for the accurate completion of work within timeframes and quality requirements, sharing your own expertise with others to guide and mentor less experienced employees.
- Plan and manage financial management and cost recovery activities, including financial statements analysis, reporting, budget development for the division and timely invoicing to government agencies for vetting services.
- Work closely with teams within the Vetting Authority and ASIO Finance to generate timely invoices.
- Supervise, mentor, and actively assist junior staff to build their skills and technical knowledge.
- Contribute to the development of relevant operating and accounting policies and procedures.
- Foster a collaborative and supportive culture of teamwork within the branch and division.

**What you will bring**
- Strong knowledge of procurement best practices, regulatory requirements (e.g., Section 23), and contract law.
- Exceptional negotiation and communication skills, with the ability to build and maintain effective relationships with internal stakeholders and external venders.
- Experience using contract management software or other relevant tools.
- Proven track record of successfully managing complex contracts and improving vendor performance, including the ability to adapt quickly to changing priorities and business needs.
- Stakeholder management skills, including the ability to build and maintain effective relationships with internal stakeholders and external vendors.
- Interpersonal skills, such as active listening, empathy, and conflict resolution, to facilitate smooth collaboration and communication among team members and stakeholders.
- Tertiary degree in business, finance, or a related field is desired though not essential.
- Experience in cost recovery and management accounting.
- High-level strategic th