Position title: / Contracts Team Leader
Position number: / 24398
Position classification: / Administrative Level 7
Division: / Strategic and Shared Services Division
Location of position: / Batchelor Campus
Tenure of position: / Permanent
Immediate supervisor: / Manager Contracts and Finance
Positions supervised: / Contracts Officers x 2
Special features of position: / N/A
Position overview
The Team Leader will be responsible for coordinating the activities of the Contracts team to support the management of contracts across the Institute. The intention for which is to compliance for Institute objectives using available resources efficiently and effectively.
The Team Leader will work within the Finance and Contracts team at Batchelor Institute, supporting the project and program activities of the Institute and those additional organizations that the team services. Such duties include, but are not limited to, project management and tracking of current commercial projects and contracts, costing and pricing of prospective projects, invoicing of existing projects, preparation and negotiation of relevant agreements, and liaison with key internal and external stakeholders.
Important note
This role will be deadline driven with tight schedules to internal team members, other departments and external stakeholders. That said time is largely self-managed with oversight from the Contracts/Finance Manager. A key aspect is to prioritize meeting the needs of the various stakeholders (internal and external) that require assistance
Detailed Statement of Duties
The position is responsible for the supporting of Higher Education and Further education in the creation and monitoring of education contracts, fee for service and agreements:
1. Manage the commercial quoting process and ensure appropriate correspondence and attachments are submitted in a timely manner to all prospective clients. Create a process to support this including:
2. Meet Statutory Requirements of the Institute:
a. Maintain corporate records using an internal filing system which contains all the hard copies of the above documentation
b. Ensuring the security of all files and for the maintenance of complete confidentiality of all matters associated with their work.
c. Documentation on My Share; Cost Model, Quotations, Agreements/MOU’s
3. Support Higher Education and Further Education Project Managers by establishing and maintain documented schedule to review progress and track revenue and expenditure (specifically, actuals vs. budget).
a. In some cases project manage commercially-relevant projects including monitoring of partner performance and obligations.
b. Follow up with Project managers and senior lecturers on removing obstacles to completing the approvals processes for new FFS projects.
c. Obtain signed approvals from Div. Heads, CFO and the CEO-Director for each new project.
4. Document summaries of contract progression and meet with Contracts Manager and relevant Directorate Heads regularly to discuss current performances in all areas and all projects.
5. Monitor progress reports and progress payments on all agreements, advise the contracting unit to raise invoice requisitions, and monitor expenditure of projects against agreed budgets.
6. Financial Activities:
a. Prepare and monitor project budgets and ongoing financial management of relevant projects.
b. Participate in the processing and gathering of information for the end of year financial and government reporting
c. Advise Finance when an internal acquittal is required on any one project, or an external audit is required as per agreement, to ensure reporting timetables and commitments are well signposted in advance
d. Run human resource & financial (cost centre) reports on BOXI, so that financial reports can be generated on demand on any commercial activity
7. Travel as required – interstate and domestic.
8. Ensure Occupational Health and Safety Compliance. Work safely and comply with the Work Health & Safety rules, standards and best work practices. Report hazards, correct where possible and contribute to the achievement of WHS initiatives.
Essential selection criteria
1. Demonstrated capacity to work within the social, political and cultural environments of Indigenous Australian communities and organisations.
2. Experience in management of project finance. Project management experience and contract management within an educational sector.
3. Demonstrated experience in leading/managing a team in a multi-disciplinary organization with a record of success in contracts/finance:
4. High level of understanding in corporate governance and developing business contracts.
5. Professional relevant qualifications in the higher education and further educational sectors or associated discipline appropriate to a Registered Training Organisation
6. Proven experience in managing and representing the organisation at contract negotiations such as contracts, government contracts, disputes and external stakeholders.
7. Ability to travel as required.
Version:2015/2 / Authorised officer:
Director, HR & WHS / Approved:
Executive Director
Strategic and Shared services / Review by:
31/12/16