Role Description Procurement Officer

Role DescriptionProcurement OfficerClusterTransportAgencySydney MetroDivision/Branch/UnitOffice of the Chief Executive / CommercialLocation680 George Street, Sydney and other site locationsClassification/Grade/BandGrade 6Role Number51027426, 51027439, 51027441ANZSCO Code599411PCAT Code1224992Date of ApprovalJanuary 2021Agency Websitewww.sydneymetro.infoAgency overviewSydney Metro is leading Australia’s biggest public transport infrastructure program, developing and delivering anew world-class metro railway system for Sydney.As a new NSW Government statutory authority, Sydney Metro has been tasked with developing and deliveringmetro railways, and managing their operations. Sydney Metro also leads the development of vibrant stationprecincts to meet customer and community needs, transforming the way Sydney travels and helping shape thefuture of Australia’s largest city.Primary purpose of the roleThe primary purpose of the role is to support Procurement Managers and Procurement cross-functional teamsduring each stage of procurement activities, ensuring effective administration of all procurement processes andcompliance with all procurement policies, processes and procedures and governance frameworksKey accountabilities Live the NSW Public Sector and organisational values to achieve outstanding outcomes for theorganisation and customersSupport Procurement Managers in the management of the end-to-end procurement process for theprograms/projects with input from the procurement cross-function team and in compliance with relevantpolicies, standards and proceduresManage low value low risk end-to-end procurement activities with guidance from ProcurementManagersSupport Procurement Managers in the preparation of tenders, contracts and evaluation methodologydocumentation with input from the procurement cross-functional team, including the accurate recordingand issuing of minutes of procurement meetings1

Coordinate tender openings, the issue of tender documents and tender evaluations, ensuring thesecurity of all tender documents and evaluation documentsAssist the Procurement Managers in the preparation of the contract documentation and the award andexecution of the contractCoordinate the organisation, retention and reporting of procurement records, including but not limited tothe compiling of statistics and reports, and the updating and maintenance of the procurement reportingdatabaseKey challenges Developing and maintaining strong working relationships with deployed specialist resources, projectand branch management teams, and the wider TfNSW community to enhance technical knowledge.Building effective relationships to understand customer needs and requirements to deliver customerfocussed outcomes.Key relationshipsWhoWhyInternalManagerWork Team Escalate issues, keep informed, advise and receive instructions Provide regular updates on issues and resolutions Participate in meetings to represent work group perspective andshare information Participate in discussions and decisions regarding implementation ofinnovation and best practice Participate in forums, groups to represent agency and shareinformation Provide advice and respond to requests for informationExternalOther Divisions within TfNSW, serviceproviders, providers of specialistcontracting and consultancy services,other government agency (State andCommonwealth); private sector groups;corporate and industry associationsRole dimensionsDecision makingAs per the delegations of the roleReporting lineSydney Metro operates under a matrix reporting model across functional and implementation groups, or projectworkstreamsThe role reports to either Senior Procurement Manager or Procurement ManagerDirect reportsThe role has no direct reportsRole Description Procurement Officer2

Budget/ExpenditureThe budget/expenditure allocation for this role is to be confirmedKey Knowledge and ExperienceRelevant industry experienceEssential requirementsTertiary qualifications in a relevant disciplineCapabilities for the roleThe NSW public sector capability framework describes the capabilities (knowledge, skills and abilities) needed toperform a role. There are four main groups of capabilities: personal attributes, relationships, results andbusiness enablers, with a fifth people management group of capabilities for roles with managerialresponsibilities. These groups, combined with capabilities drawn from occupation-specific capability sets whererelevant, work together to provide an understanding of the capabilities needed for the role.This role also utilises an occupation specific capability set which contains information from the ProcurementProfessionals capability set. The capability set can be found at: Procurement Professionals Capability SetThe capabilities are separated into focus capabilities and complementary capabilities.Focus capabilitiesFocus capabilities are the capabilities considered the most important for effective performance of the role.These capabilities will be assessed at recruitment.The focus capabilities for this role are shown below with a brief explanation of what each capability covers andthe indicators describing the types of behaviours expected at each levelFOCUS CAPABILITIESCapabilitygroup/setsCapability nameBehavioural indicatorsAct with Integrity Be ethical and professional, anduphold and promote the public sector values Provide customer-focusedservices in line with public sector and organisational objectives Commit to Customer ServiceRole Description Procurement OfficerLevelRepresent the organisation in an honest, ethical Intermediateand professional waySupport a culture of integrity and professionalismUnderstand and help others to recognise theirobligations to comply with legislation, policies,guidelines and codes of conductRecognise and report misconduct and illegal andinappropriate behaviourReport and manage apparent conflicts of interestand encourage others to do soFocus on key points and speak in plain English IntermediateClearly explain and present ideas and argumentsListen to others to gain an understanding andask appropriate, respectful questionsPromote the use of inclusive language and assistothers to adjust where necessary3

FOCUS CAPABILITIESCapabilitygroup/setsCapability nameBehavioural indicators Work CollaborativelyCollaborate with others andvalue their contribution LevelWrite and prepare material that is well structuredand easy to followCommunicate routine technical informationclearlyBuild a supportive and co-operative teamIntermediateenvironmentShare information and learning across teamsAcknowledge outcomes which were achieved byeffective collaborationEngage other teams/units to share informationand solve issues and problems jointlySupport others in challenging situationsUse collaboration tools, including digitaltechnologies, to work with others Seek and apply specialist advice when required Intermediate Complete work tasks within set budgets,Achieve results through thetimeframes and standardsefficient use of resources and a Take the initiative to progress and deliver owncommitment to quality outcomesand that of team or unit Contribute to allocating responsibilities andresources to ensure the team or unit achievesgoals Identify any barriers to achieving results andresolve these where possible Proactively change or adjust plans when neededDeliver ResultsDemonstrate Accountability Be proactive and responsible for own actions, and adhere tolegislation, policy and guidelines Role Description Procurement OfficerBe proactive in taking responsibility and beingIntermediateaccountable for own actionsUnderstand delegations and act within authoritylevelsIdentify and follow safe work practices, and bevigilant about own and others’ application ofthese practicesBe aware of risks and act on or escalate risks, asappropriateUse financial and other resources responsibly4

FOCUS CAPABILITIESCapabilitygroup/setsCapability nameBehavioural indicatorsProcurement and ContractManagement Understand and apply procurement processes toensure effective purchasing andcontract performance LevelApply legal, policy and organisational guidelines Adeptand procedures in relation to procurement andcontract managementDevelop well written, well-structuredprocurement documentation that clearly sets outthe business requirementsMonitor procurement and contract managementprocesses to ensure they are open, transparentand competitiveBe aware of procurement and contractmanagement risks, and actions to manage ormitigate risk in monitoring contract performanceEvaluate tenders and select providers in anobjective and rigorous way, in line withestablished guidelines and principlesEscalate procurement and contract managementissues where requiredProcurement Occupation Specific Capability SetCategory andLevel Lead the development ofProcurement as aprofressional, strategic,value-adding functionenabling delivery oforganisational businessobjectives and optimisingprocurement quality,productivity andperformance outcomesLevel Descriptions Know the role of procurement in the organisation as a core businesspartnershipEffectively deal with basic procurement queries from users andstakeholdersExplain NSW Procurement Policy and local procurement processes toemployees outside of the procurement area, at a transactional levelApply NSW Procurement Policy and local procurement processescorrectly in undertaking basic procurement activitiesAdapt to and support changes and improvements in procurementComplementary capabilitiesComplementary capabilities are also identified from the Capability Framework and relevant occupation-specificcapability sets. They are important to identifying performance required for the role and developmentopportunities.Note: capabilities listed as ‘not essential’ for this role are not relevant for recruitment purposes however may berelevant for future career development.Role Description Procurement Officer5

COMPLEMENTARY CAPABILITIESCapabilitygroup/setsCapability nameDescriptionLevelDisplay Resilience and Courage Be open and honest, prepared to express yourviews, and willing to accept and commit to changeIntermediateManage SelfShow drive and motivation, an ability to self-reflectand a commitment to learningAdeptValue Diversity and InclusionDemonstrate inclusive behaviour and show respectfor diverse backgrounds, experiences andperspectivesIntermediateCommunicate EffectivelyCommunicate clearly, actively listen to others, andIntermediaterespond with understanding and respectInfluence and NegotiateGain consensus and commitment from others, andresolve issues and conflictsFoundationalPlan and PrioritisePlan to achieve priority outcomes and respondflexibly to changing circumstancesThink, analyse and consider the broader context todevelop practical solutionsIntermediateThink and Solve ProblemsFinanceTechnologyProject ManagementCapability SetUnderstand and apply financial processes to achieve Foundationalvalue for money and minimise financial riskUnderstand and use available technologies toIntermediatemaximise efficiencies and effectivenessUnderstand and apply effective project planning,Foundationalcoordination and control methodsCategory and Sub-categoryLevel and CodeProcurement Risk ManagementIdentify, assess and mitigate procurementLevel 1Legislative and Policy EnvironmentEnsure that the planning, management and delivery ofprocurement outcomes is fully consistent with all relevantlegislative, probity and policy requirementsLevel 1Role Description Procurement OfficerIntermediate6

Support Procurement Managers in the preparation of tenders, contracts and evaluation methodology documentation with input from the procurement cross-functional team, including the accurate recording and issuing of minutes of procurement meetings. Role Description Procurement Officer 2