Document Number: 6130727 1

Position Description Contracts Officer Road Construction & Maintenance Branch Road and Water Infrastructure

Document Number: 6130727 2

ABOUT THE ROAD CONSTRUCTION & MAINTENANCE

BRANCH

Growth

Diversity

Service

The Road Construction and Maintenance Branch is where key

road and drainage services are delivered directly to the Logan City

community. The Road Construction and Maintenance Branch is

focused on delivering excellent customer service in a timely

manner and to a high quality. Underpinning our services is the

culture, teamwork and dedication of our Road Construction and

Maintenance staff. The staff in our Branch are very diverse

comprising of professionals, technical, administration and field

based staff. To deliver services we all work as one team, with a

single customer focus and unwavering dedication. The Road

Construction and Maintenance Branch is well supported by

Council’s internal providers who provide a range of services such

as plant hire, procurement and IT services, with areas working

together to provide seamless services to the residents of Logan.

Road Construction

The Road Construction Program has the task of constructing and

rebuilding existing roads and drainage systems within the city. We

construct many of the city’s largest projects, these projects have

large impacts on the community and their ability to be delivered

on budget, safely, on time and to a high quality is a key deliverable

for the group. Upgrading existing major roads within the city has

many challenges such as managing traffic, working around

existing services and weather conditions. Innovation is key to our

future and we are constantly looking for ideas to improve the way

we deliver services. Our staff regularly try new ideas and we are

at the forefront of technology.

Road Maintenance

The Road Maintenance Program has the task of managing and

delivering services to keep our road, drains and streets in

excellent order. We undertake a large range of services such as

the maintenance of sealed roads, gravel roads, drains, footpaths,

litter, linemarking and street sweeping. To achieve this, the

program has a high emphasis on culture in the workplace and

safety. The program has a number of key areas to support and

guide the delivery of services which include, proactive

maintenance, safety and technical services.

Business Support

Our business support team provide support for the operations in

the areas of customer contact, financial management,

procurement and branch management. We have a strong

emphasis on providing a great customer experience for both

external and internal clients.

Document Number: 6130727 3

TITLE:

Contracts Officer

POSITION NUMBER:

7437

CLASSIFICATION:

Level 4 / 5

AWARD:

Queensland Local Government Industry (Stream A) Award – State 2017

REPORTS TO:

Business Support Coordinator

JOB PURPOSE

The purpose of this position is to provide quality and timely specialist advice including high level administrative support, and

coordinate procurement and tendering activities with an emphasis on achieving best value for the range of programs and services

delivered by the Road Construction & Maintenance Branch.

EXTENT OF AUTHORITY

The Contracts Officer works under a general degree of autonomy including showing judgement and initiative where procedures

are not clearly defined, with general direction and assistance available from the Business Support Coordinator, senior staff and

Council's Corporate Procurement Branch, where required.

Document Number: 6130727 4

STAKEHOLDER ENGAGEMENT

Foster and maintain positive and productive working relationships with Council staff, external stakeholders and government and

statutory authorities, including contributing to the establishment and management of collaborative networks.

Operate as the interface for the branch by promoting its interests at cross-branch levels and representing Logan City Council at

external meetings.

Liaise with other Council branches and government and statutory authorities with regard to developing aggregated procurement

arrangements / contracts, in order to achieve best value for Council and the Logan community.

Advocate and model professionalism and impartiality in behaviours and decisions, and actively encourage others to do the same.

Performance Criteria

Positive feedback from internal and external stakeholders

Postive and productive relationships with colleagues and stakeholders in relation to procurement, tendering and contract

activities delivered by the Road Construction & Maintenance Branch

Internal audits undertaken for procurement, tenders and contracts to validate compliance with Council policies, practices and

guidelines

TECHNICAL EXPERTISE

Coordinate Request for Tender (RFT), Request for Quotation (RFQ) preparation, documentation, assessment, awarding and

auditing processes in regard to Road Construction & Maintenance contracts.

Provide expert advice, guidance and support to Council staff in relation to the execution of RFQs and RFTs, and their obligations

in regards to legislative and procurement policy requirements.

Perform all procurement activities in accordance with Council's procurement policies, procedures, probity, legal and compliance

requirements.

Perform independent research and complex arrangement / contract analysis, identify and realign arrangement / contract leakage,

identify potential risks, and recommend risk management / mitigation strategies.

Propose and facilitate innovation initiatives, and contribute to business improvement strategies and change to incorporate Best

Practice.

Contribute to the support of continuous development of the Road Construction & Maintenance teams by initiating, developing and

sharing ideas, skills and knowledge in specialist area.

Implement identified opportunities to improve change, based on feedback to maintain or improve service standards.

Performance Criteria

Positive feedback from internal and external stakeholders on the quality and timeliness of the advice provided

Proactive approach to continuous improvement initiatives and opportunities

Positive attitude, is cooperative and committed to helping others

Tender and contract documentation is clear, concise, uniform and fit for purpose

Document Number: 6130727 5

LEARNING AND GROWTH

Maintain professional knowledge and continue to develop knowledge and expertise in relation to professional skills and

professional regulatory requirements.

Seek out opportunities for professional development to increase knowledge and skills as an industry professional.

Provide training to Road Construction and Maintenance staff in relation to Council’s procurement processes and systems.

Performance Criteria

Positive feedback from internal and external stakeholders on the quality and timeliness of the advice provided

Proactive approach to continuous improvement initiatives and opportunities

Positive attitude, is cooperative and committed to helping others

COMMUNICATION AND ADMINISTRATION

Prepare correspondence of a complex and specialised nature, where attention to detail and accuracy is paramount.

Use advanced communication and interpersonal skills to positively influence and negotiate great outcomes for the City of Logan

with internal and external stakeholders.

Ensure the Best Practice probity principles of procurement are adhered to and communicated to all staff through the induction

process and meetings, including maintaining confidentiality and security.

Organise and coordinate evaluation committee meetings as necessary, including document preparation, attendance at meetings

and minute taking.

Maintain clear and factual records that can contribute to legally enforceable compliance outcomes.

Display engaging interpersonal skills to communicate complex concepts in plain language to colleagues, and build and maintain

collaborative and respectful relationships with internal and external stakeholders.

Performance Criteria

Quality and accuracy of correspondence

Follows Council's Records Management Directive

Conformance to Council's relevant standards and timeframes

Positive feedback from stakeholders and colleagues

Contractor performance is monitored and reported

Probity, fairness and transparency is maintained throughout the entire procurement / tender / contract process

GENERAL

The Council Leadership and Performance Capability Framework is used for managing and supporting performance and

development.

The appointed officer may have to undertake any other duties that are reasonably within scope of their skills, competence and

training.

There is an obligation to take reasonable care to ensure personal safety and health at work and that of other persons in the

workplace. Actively influence the safety of yourself and others by:

identifying and reporting hazards, near misses and accidents;

establishing and maintaining a high standard of housekeeping and cleanliness within work areas; and

attending and actively participating in health and safety training.

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KNOWLEDGE, SKILLS AND QUALIFICATIONS

Previous experience working with Local, State or Federal Government would be highly desirable.

Demonstrated high level interpersonal and communication skills, including the ability to:

engage, negotiate and present information clearly to a diverse audience;

prepare correspondence with a high level of accuracy and strong attention to detail; and

build and maintain collaborative relationships with internal and external stakeholders.

Demonstrated experience in the supervision and management of Contracts.

Demonstrated experience and high level of proficiency in the use of the MS Office suite, and experience using Finance, Document

Management and Contracts systems.

Well-developed organisational, time management, problem solving and prioritisation skills with a demonstrated ability to work

across competing demands.

Proficient end to end procurement skills.

Demonstrated ability to administer and test compliance activities through internal auditing processes and practices.

Formal tertiary qualifications in contract administration or procurement (eg. Degree or Diploma in Procurement, Supply Chain

Management, Contract or Project Management) are essential.

SUCCESS PROFILE

To succeed in this role you need to have experience in:

working in an operational environment, preferably in construction or maintenance;

following a robust and rigorous tendering and contracts process, within a partially decentralised environment;

providing specialist procurement expertise and advice to colleagues;

consistently delivering high quality and timely correspondence;

maintaining the highest level of confidentiality and discretion.

REQUIREMENTS Possession of a current "C" class driver's licence. Applicants must undergo a pre-employment functional assessment and be assessed as being able to meet the functional requirements of the position

POSITION SPECIFIC CONDITIONS The potential for future progression to a higher level will be determined through assessment against the key responsibilities / accountability of the role and the identified attributes within the Leadership and Performance Capability Framework. Such an evaluation will occur as part of bi-yearly performance reviews targeted at actively supporting the development of our staff and early intervention to ensure that you are able to reach your full potential.

REVIEW

This position description was reviewed in September 2019 and may be reviewed again as Council’s organisation is developed

or re-structured. Any future re-organisation of duties as a result of such changes will be discussed with the incumbent officer.