Procurement & Finance Officer
PN 7204, Defence DMO/Finance

Two year fixed term appointment

Broadband 2 Salary range: £26,515.00 to £32,621.00

Applications are sought from people interested in employment under local terms and conditions as Locally Engaged Staff.

DUTY STATEMENT

In accordance with Workplace Diversity and Industrial Democracy principles.

1. Under the guidance and direction of senior management arrange and or manage contracts for goods and services in accordance with Government procurement legislation, policies and guidelines.

2. Make decisions and be accountable for those decisions under the Financial Management & Accountability Act 1997 (FMAA), the FMAA Regulations, and the Department of Defence Chief Executive Instructions.

3. Liaise with suppliers to maintain effective and efficient delivery of goods and services for the Australian Government.

4. Develop and maintain electronic financial databases for use in the Departmental triennial compilation of the Certificate of Compliance report.

6. Ensure Standard Operating Procedures (SOPs), are maintained, updated and approved. Ensure documents are loaded in to the database.

7. Monitor and download new developments posted on the DMO intranet website and provide timely and quality advice to senior management on governance and financial policy issues.

8. Carry out other Finance related tasks as directed.

Qualifications and experience:

Tertiary qualification is desirable, preferably in a financial or commercial field. Solid financial management skills, good report writing ability and strong database management skills. Previous experience in a Defence related field is desirable.

JOB DESCRIPTION

PRIME OBJECTIVE

Under the direction of the Counsellor Defence Materiel (CONDMAT) and the Director, Procurement Operations provide an efficient and effective procurement service for the Group's customers.

SIGNIFICANT OBJECTIVES

Under the direction and guidance of senior management -
Arrange purchases of goods and services of low value within the shortest possible ordering lead time in accordance with Government procurement legislation, policies and guidelines; customer requirements; and/or targets.
Promote open and effective competition between sources of supply for Australian Government requirements.
Negotiate prices which represent value for money and contract terms that adequately protect the Australian Government's interests.
Ensure that our Code of Ethics is adhered to.
Investigate and make recommendations in respect to Departmental policy changes in financial management and governance.
Ensure that the Departmental Certificate of Compliance is completed with authoritative responses and in a timely manner

TASKS

Assist senior management with the management of workloads and resources so that the Group achieves the prime objective.
Arrange purchases within the shortest possible ordering lead time and in doing so:
- Evaluate acquisitions on a case by case basis before making decisions (or making recommendations to senior officers) concerning the method under which goods and services are acquired, and committing the Australian Government to a contract.
- Investigate and identify sources of supply.
- Produce purchasing documentation using the Group's automated procurement system, and where necessary special conditions of contract.
- Assess quotations/tenders; resolve commercial and technical (by reference to appropriate authorities) queries; and select and either approve or recommend to senior officers as appropriate, the offer to be accepted as representing best value for money.
- Ensure that funds are available.
- Resolve and provide timely answers to queries raised by suppliers, customer departments and the Group's Procurement Support Section.
- Conduct or participate in meetings and negotiations with representatives of suppliers, customer departments, and foreign Government Departments.
- Coordinate the activity required to complete the return of the Departmental Certificate of Compliance form at four monthly intervals.
- Proactively interrogate the DMO Intranet for policy updates. Maintain a record of departmental updates.
Exercise spending authorisation including adhering financial limits approved by senior management from time to time in writing in respect of contracts for purchases as follows:
Procurement Approver – decide on the method of procurement.
Contract Approver - select the offer, which represents best value for money; approve associated conditions of contract; and commit the Australian Government by signing a contract.
Carry out research on new policy relating to DMO financial management and governance provide advice to line management on any aspect of the acquisition/procurement of supplies or services as directed by senior management of the Group.
Prepare briefs and compile statistical data on a rage of financial and governance issues as directed by senior management.
Act as cover for Certifying Officer and process claims for payment.

SELECTION CRITERIA

1. A sound understanding of procurement principles and procedures through either qualifications or work experience. Previous experience in a Defence related field is desirable.

2. Understanding of the functions and objectives of the Group or the demonstrated capacity to quickly acquire a sound basic knowledge.

3. Ability to carry out basic administrative and/or clerical duties and accept responsibility and be accountable for decisions.

4. Computer literate with a basic knowledge and use of Word Processing, databases and spreadsheets.

5. Sound knowledge of Government and Defence purchasing and financial management policy, principles and practices.

6. Interpersonal skills including the ability to cooperate and work effectively with members of a team or colleagues, reliability, flexibility, adaptability, confidence, enthusiasm, tact and initiative.

How to Apply

Applications close 9am Monday 8 December 2008.

Please submit your application, LES Application Form, and a statement addressing the selection criteria to

Recruitment.london@dfat.gov.au

Or mail to:

Recruitment Officer
Australian High Commission
Strand
London WC2B 4LA
United Kingdom

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Procurement & Finance Officer PN 7204, Defence DMO/Finance