Procurement Officer

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Introduction:
Become a Part of Moira Shire Council’s Exciting Journey!

At Moira Shire Council, we're reimagining local government with fresh ideas, a friendly approach, and a passion for making a real difference in our vibrant regional community. Nestled along the stunning Murray River, our region spans from the lush Barmah Forest to lively towns like Cobram, Numurkah, Nathalia, and Yarrawonga—one of Victoria’s top holiday spots.

We believe in working together with honesty, respect, integrity, teamwork, and accountability to create a future everyone can be proud of.

Our role as a Council? To serve, support, and inspire our communities to facilitate the success of the Moira2045 Community Vision.

Why Work With Us?

• Above Award pay rates
• A strong, values based, positive organisational culture
• Supportive and family-friendly workplace.
• Flexible work arrangements to suit your lifestyle with opportunity to Work From Home
• Access to extensive training and education opportunities, including in-house leadership program
• Superannuation information sessions with Vision Super
• Salary packaging and novated leases available
• Access to wellness initiatives
• Corporate discounts at five gyms across our shire
• Generous parental leave
• Up to two days paid volunteer leave for a community service within our shire.
• Cultural and ceremonial leave.
• Opportunities for purchased leave to better accommodate your lifestyle.
• So much more.....

Please note all benefits are considered individually for roles on a pro-rata basis. Temporary and part-time roles may not be eligible for all inclusions.

Moira Shire Council is an Equal Opportunity Employer.

Moira promotes a workplace that actively seeks to include, welcome and value the contributions of all people and encourages people with a disability, Aboriginal Australians, young people and people from culturally diverse backgrounds to apply.

Description:
Key Responsibilities and Functions

Procurement Administration

Assist with the development, implementation and monitoring of Councils procurement systems and processes, ensuring that all Council purchasing activities meet legislative, regulatory and policy requirements.
Support the end-to-end procurement process including document preparation, advertising, evaluation and moderation support.
Assist with preparation of reports to the ELT and Audit and Risk Committee on compliance with the procurement framework.
Maintain accurate procurement and contract records, registers and documentation (e.g. contract register, supplier database, electronic files and correspondence)
Comply with procurement policies, guidelines and procedures and report potential breaches to the Procurement Coordinator.
Provide administrative support as requested from time to time to contract supervisors and the Procurement Coordinator.

Contract Management

Preparation and distribution of contract documents in readiness for execution.
Maintain the contract register, including tracking contract expiry dates, renewal obligations, performance milestones and security.
Assist contract managers with contract-related correspondence, variation documentation and supplier communications.
Support contract close-out processes including final payment reconciliation and supplier performance evaluations.
Liaise with internal and external stakeholders including directors, managers, operational teams and contractors to ensure contract milestones are completed.
Attend contract startup meetings as required.

Payments and Financial Monitoring

Process contract variations, claims and price adjustments to ensure payments are made in accordance with contract and legislative requirements.
Reconcile Council’s trust (retention) account for contracts and prepare the documentation to receive or release funds.
Maintain Council’s Bank Guarantee register for contracts and prepare documentation to receive or release security.

Continuous Improvement

Contribute to the review and improvement of procurement processes, templates, tools and systems.
Assist in developing and maintaining procurement guidance materials and resources for Council staff.
Assist with the delivery of training in procurement systems and processes to Council staff.
Participate in training and professional development relevant to procurement and local government.

This role is offered on a part-time basis at 0.8 FTE.

For more information about the role view the Position Description HERE (if Hyperlink is not working, click "Apply" to view it)

Skills and Experiences:
To Apply for this role, please include a cover letter addressing the following Key Selection Criteria:

Key Selection Criteria

Demonstrated knowledge and practical experience in procurement and/or contract administration.
Demonstrated ability to maintain accurate, complete and up-to-date records, registers and documentation in a complex administrative environment.
Strong written and verbal communication skills, with the ability to liaise professionally with a broad range of internal and external stakeholders including managers, operational teams, contractors and suppliers.
Demonstrated experience in financial administration processes relevant to contract management, including processing payment claims, contract variations, price adjustments and reconciliation activities.
Proficiency in Microsoft Office Suite (particularly Work and Excel) and experience using procurement, contract management or financial systems or demonstrated ability to adapt to and learn new systems and digital tools.
Demonstrated ability to independently plan, prioritise and manage multiple tasks and competing deadlines with a high degree of accuracy and attention to detail.

Essential qualifications and experience

Experience working with and managing confidential and sensitive information.
Proficiency using MS suite
Post-secondary qualification in procurement or contract administration and or minimum of 2 years relevant employment experience.

Desirable qualifications and experience

Experience in local government or similar large corporate environment.
Demonstrated systems experience with purchasing or accounts systems to track, monitor and report on procurement matters.