Role Title: Procurement Specialist

Role Title: Procurement Specialist

POSITION DESCRIPTION

Role Title: Procurement Specialist

Reports To:Procurement Manager

Directorate: Finance

Location:Dunedin

ROLE OF THE DISTRICT HEALTH BOARD
Our Vision:
  • Better Health, Better Lives, Whanau Ora.
Our Mission:
  • We work in partnership with people and communities to achieve their optimum health and wellbeing.
  • We seek excellence through a culture of learning, enquiry, service and caring.
Our Values:
Kind
Manaakitanga / Looking after our people: we respect and support each other. Our hospitality and kindness foster better care.
Open
Pono / Being sincere: we listen, hear and communicate openly and honestly. Treat people how they would like to be treated.
Positive
Whaiwhakaaro / Best action: we are thoughtful, bring a positive attitude and are always looking to do things better.
Community
Whanaungatanga / As family: we are genuine, nurture and maintain relationships to promote and build on all the strengths in our community.
Our Statutory Purpose:
  • To improve, promote and protect the health of our population.
  • Promote the integration of health services across primary and secondary care services.
  • Seek the optimum arrangement for the most effective and efficient delivery of health services.
  • Promote effective care or support for those in need of personal health or disability support services.
  • Promote the inclusion and participation in society and the independence of people with disabilities.
  • Reduce health disparities by improving health outcomes for Maori and other population groups.
  • Foster community participation in health improvement, and in planning for the provision of, and changes to the provision of services.
  • Uphold the ethical and quality standards expected of us and to exhibit a sense of social and environmental responsibility.

PURPOSE OF THE ROLE
To maintain a collaborative shared services approach across the Southern District for the Procurement function.
  • Initiate, plan and formalise procurement projects in conjunction with the Procurement Manager and stakeholders;
  • Where applicable develop and formalise a formal project charter with clear objectives, scope and deliverables;
  • Identify and build project teams from key stakeholders (as needed) to assist with the delivery of the outputs and ensure that team members have clear definitions of role responsibilities and accountabilities;
  • Manage the external and internal environmental conditions that influence the project including project constraints, dependencies, assumptions, risks and issues;
  • Manage the key elements and responsibilities of the project including requirements, scope, activity plans, integration, timeframes, financials,procurement, quality, communication, resources, changes, risks and issues;
  • Undertake significant elements of the analytical work as required;
  • Provide regular and accurate reporting for project status;
  • Ensure key sign off points are completed and that sign off documents are produced, maintained and available;
  • Identify, manage and escalate issues to the Programme Manager and Steering group/committee;
  • Ensure effective resolution of issues to minimise any impact to the project tolerances in a timely manner;

ORGANISATIONAL COMPETENCIES
Customer Focus / Is dedicated to meeting the expectations and requirements of internal and external customers; gets first hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
Integrity and Trust / Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn’t misrepresent him/herself for personal gain.
Drive For Results / Can be counted on to exceed goals successfully; Is constantly and consistently one of the top performers; very bottom line oriented; steadfastly pushes self and others for results.
ROLE SPECIFIC COMPETENCIES
Business Acumen / Knows how businesses work; knowledgeable in current and possible future policies, practices, trends, technology, and information affecting his/her business and organization; knows the competition; is aware of how strategies and tactics work in the marketplace.
Planning / Accurately scopes out length and difficulty of task and projects; sets objectives and goals; breaks down work into the process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and roadblocks; measures performance against goals, evaluates results.
Process Management / Good at figuring out the process necessary to get things done; knows how to organize people and activities; understands how to separate and combine tasks into efficient work flow; knows what to measure and how to measure it; can see opportunities for synergy and integration where others can’t; can simplify complex processes; gets more out of fewer resources.
KEY RELATIONSHIPS
Internal
Southern DHB Staff / External
Suppliers & Service Providers
Service Partners
DHB Patients and customers
Other DHB Procurement Staff
KNOWLEDGE, EXPERIENCE AND SKILLS REQUIRED
Criteria/Work Experience
Essential
  • Five years operational procurement experience
  • Experience in coordinating and managing an end-to-end procurement project;
  • Experience of contract and price negotiation;
  • Experience of working in a team environment
  • Experience of managing supplier/customer relationships, commercial contracts and products;
  • Computer literacy including experience in the use of the Microsoft suite of products (Excel and Word);
  • A relevant tertiary qualification, or previous relevant government procurement experience.
Desirable
  • Experience in the Oracle financial computer system;
  • Previous experience within a hospital environment or healthcare setting
  • CIPS or equivalent professional qualification
Skills/Knowledge
  • Computer literate
  • Understands Cost – Benefit analysis
  • Closes deals effectively
  • Demonstrable skills with MS Excel / Word/ Project
  • Good verbal and written communicator
  • Highly networked
  • Process & probity management expertise
  • RFx documentation / process expertise
Personal Attributes
  • Be innovative and self motivated
  • Ability to be goal orientated and customer focused
  • Ability to deal with people and work as part of a busy team
  • Ability to organise an effective work schedule
  • High levels of honesty, integrity and confidentiality

KEY ACCOUNTABILITIES / DELIVERABLES / EXAMPLE MEASURES
Procurement / Purchasing
To contribute as an active team member within the procurement shared service to support the functions of both the Southern and South Canterbury DHBs. /
  • Sourcing any out of scope supplies or services to an agreed specification
  • End to end management of procurement projects
  • Negotiating all aspects of supply quotations and contracts
  • Ensuring rigid adherence to DHB procurement and other key policies
  • Participating in procurement activity with active review of products and vendors with view to standardising / rationalising
  • Maintains full records of all supply deals
  • Keeps abreast of changes in policy, specialist supply areas and recommends changes to benefit the DHB
  • Liaison with suppliers & representatives regarding products
  • Relationship management with contracted suppliers
  • Participate in policy development, analysis of practice and any national procurement activities
/
  • Communication with staff and departments with respect to product sourcing
  • Feedback from Product Coordination Committees and Capital Groups
  • Adherence to work practice in line with organisational and procurement policies
  • Team participation and cross cover of procurement roles
  • Training and support for other staff
  • Feedback from suppliers and clients

Relationship Management
Ensure that all relationships are managed in such a way as will promote the desired image of the Southern DHB and positively support the activities of the procurement / purchasing functions. /
  • Develop effective relationships with DHB staff involved with equipment and services
  • Develop effective external relationships with DHB peers to foster and encourage sector collaboration and knowledge sharing
  • Ensure that networks are created with internal staff so that procurement policies and processes are understood and accepted and provide any training support/ facilitation for this
/
  • Effective networks established
  • Active involvement in product and capital planning requirements
  • Effective representation of the interests of the Southern DHB

Team Performance and Development
Participation in a team environment in which the Southern DHB’s objectives and plans can be achieved and performance enhanced. /
  • Support the philosophy and values of the Boards missions and values among all employees
  • Foster and support commitment to achieving the highest level of health and safety, including identification and reporting of all hazards, assistance in resolving issues that may cause harm to staff, and working safely at all times
  • Participate in organisational training and development programmes
  • Continue personal development by identifying and engaging in formal and information personal development opportunities
/
  • Attendance at compulsory training sessions, fire training etc
  • Participation in performance and development reviews

Policies and Quality Assurance
Adherence and participation with DHB policies and work procedures. Participation in the DHBs quality frameworks for certification and accreditation purposes. /
  • Actively participate in continuous quality improvement as per Standards, Policies and Procedures within the Health Boards
  • Report any unusual incidents or occurrences, especially those which may give rise to complaints or legal action against the DHBs
  • Observe and practice safe work methods using safety equipment where it is provided, and report unsafe working conditions or equipment to management as necessary
  • Communicate organisation mission, values and objectives to all groups
  • Be familiar with and responsive to the Treaty of Waitangi, and give effect to the principles of the Treaty – partnership, participation and protection
/
  • Evidence of work practice manuals or documentation
  • Participation in any risk, quality or legislative frameworks and initiatives

Treaty of Waitangi /
  • The Southern District Health Board is committed to its obligations under the Treaty of Waitangi. As an employee you are required to give effect to the principles of the Treaty of Waitangi - Partnership, Participation and Protection.

Health and Safety /
  • Foster and support commitment to achieving the highest level of health and safety, including identification and reporting of all hazards, assistance in resolving issues that may cause harm to staff, and working safely at all times.

Quality and Performance /
  • Maintain professional and organisational quality standards.
  • Ensure delivered work is planned, delivered, and implemented consistently against quality standards.
  • Continuously identify improvement opportunities to perform job in most effective manner.
  • Investigate opportunities to achieve goals in a more efficient way.
/
  • Performance is in alignment with HR quality audit standards, organisational requirements, and professional standards.

Note: The above example measures are provided as a guide only. The precise performance measures for this position will require further discussion between the job holder and manager.

I have read and understand the above job description:

Name: ______

Signed:______

Date: ______