Ae5 - Ae6 Contract and Vendor Support Officers - Vetting Authority

**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.

AE5 and AE6 Contract and Vendor Support Officers will be part of the new Business Administration Branch, 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**

Contract and Vendor Support Officers:

- Play a crucial role in assisting the Assistant Director in overseeing the organisation's procurement and vendor management functions.
- Assist with contract negotiations and execution by drafting and reviewing contract documents, preparing proposals, and facilitating discussions between internal stakeholders and external vendors.
- Draft approvals for spending proposals ensuring compliance with organisational policies and regulatory requirements when approving expenditure proposal.
- Support contract management and administration including updating contract records, tracking key dates and milestones, and ensuring compliance with organisational policies and regulatory requirements.
- Maintain accurate records of contractor and vendor timekeeping, process invoices, and ensure prompt payment according to agreed-upon terms.
- Gather market intelligence, conduct benchmarking studies, and analyse vendor performance data to inform procurement strategies and decision-making.
- Assist the Assistant Director in liaison with in-house counsel or external legal experts to address any legal concerns or disputes arising from contractual agreements.
- Collect and analyse vendor performance data, generate reports, and present findings to the manager and other relevant stakeholders.
- Update the supplier register, including contact information, service offerings, and performance history.
- Assist with progress reporting including compiling and distributing regular updates on contract status, milestones, and deliverables to internal stakeholders and external vendors.
- Establish and maintain strong working relationships with internal and external stakeholders.

**What you will bring**
- Demonstrated experience in contract management, procurement or vendor relationship management support.
- Knowledge of procurement best practices, regulatory requirements (e.g. Section 23), and contract law.
- Excellent organisational and time management skills, with the ability to prioritise competing demands and meet deadlines.
- Experience using contract management software or other relevant tools.
- Demonstrated ability to work independently and as part of a team.
- Strong attention to detail and commitment to accuracy and compliance in all aspects of contract management support.
- Proven ability to conduct research and analyse data to inform decision-making.
- Commitment to continuously learn and stay up to date with industry trends and advancements in procurement and contract management support.
- Stakeholder management skills, including the ability to build and maintain effective relationships with internal stakeholders and external vendors.
- Strong interpersonal and communication skills, such as active listening, empathy, and conflict resolution, to facilitate smooth collaboration and communication among your team and stakeholders.

**What we offer you**

ASIO provides a number of benefits to its staff including:

- A competitive salary, including a 7.5% allowance for maintaining a TOP SECRET-Privileged Access security clearance.
- Employer superannuation contributions of 15.4%.
- A variety of leave options, in addition to the standard 4 weeks annual leave to ensure your work-life balance.
- Flexible working arrangements to assist you to maintain your work-life balance (please note: due to our unique working environment, work from home options are generally not available).
- Study assistance, including financial support and study leave for tertiary education.
- Access to 7 staff-led diversity and inclusion networks.
- Mentoring opportunities.
- Access to an Employee Assistance Program (EAP).

**Eligibility**