Project Support Officer | Contracts Administration |V24|+364|

Full job description
Blue Mountains City Council has an opportunity for a highly experienced Project Support
Officer to be a part of its Business & Performance Team.

The role will assist in all facets of Project Support and Contract Administration in the delivery
of a number of projects including grant projects, recovery works and capital works projects.

To succeed in this role you must provide high-level project and administrative support to the
Infrastructure & Project Delivery Services Directorate. Tasks include contract and
procurement administration, the development and support of systems and processes to
ensure the efficient and effective operation of the Directorate.


RELATIONSHIPS


Reports to:
Procurement & Contract Delivery Lead

Staff Responsibility:
Nil

Key Internal Relationships: All members of Infrastructure & Project Delivery
Services; Strategic Procurement, Contracts &
Warehouse

Key External Relationships: Stakeholders, Residents, Ratepayers, General
Public, Community Groups, Business Groups,
Consultants, Contractors, Other Councils,
Government Departments and Agencies.

CM No. Date last reviewed: 05-12-2023 Page 1

KEY RESPONSIBILITIES


Contribute towards the effective delivery of the Sustainable Procurement and Contracts
Policy.
With support of the Procurement & Contract Delivery Lead, ensure Directorate
procurement practices align with best practice, local government procurement legislation
and Council’s policies and procedures.
Provide administrative and project support with procurement, tendering and contract
management activities, such as -

o Assisting in drafting the scope of work and procurement schedules.
o Assisting in preparation of pro-forma Requests for Quotation and Requests for

Tender; these may include disciplines such as but not limited to Concept/Design
Development/Detailed Design, Conservation Management Plan, Heritage Impact
Statements, Ecologists Report, Quantity Surveyor Reports.

o Participate in Directorate services contract establishment as instructed.
o Coordination of Tender Evaluation Panel & Tender Review Committee meetings.

Support Service Managers, Program Leaders and Project Managers through the tender
process for the procurement of contracts with tasks such as issuing of contracts, progress
claims, extension of time assessment, or as directed.
Promote the most efficient means of procurement activity and participate in the
development of e-procurement systems and processes with a major focus on a new quality
management system and continuous improvement activities.
Promote good administration throughout the Council in respect of procurement and
contract management.
Coordinate follow up actions on correspondence, Council resolutions, ELT decisions and
Councillor enquiries.
Prepare/review correspondence and reports including assistance in the preparation of
Council Business Papers Tender Results as required.

Capability


To provide Project and Contract administration support to ensure processes align with
local government procurement legislation and Council’s policies and procedures.

General


Establish and maintain collaborative working relationships, including within formal and
informal teams, and facilitate positive outcomes with a wide range of internal stakeholders.
Contribute to improving business processes, training, and systems development.
Prepare reports, business papers, briefings, correspondence and memos as relevant.
Support the Directorate and assist with administration tasks as required.


CM No. Date last reviewed: 05-12-2023 Page 2

Guiding Principles


We act as one organisation responding to the changing needs of our community while
protecting and enhancing our World Heritage environment
We are strategy led, driven by our Community Strategic Plan with clear priorities and
focus
We are service focused we continuously improve service provision and provide excellent
customer service
We collaborate and work together to achieve our outcomes
We ensure safety and well-being is at the centre of our organisation, operations and
culture for our employees, our community and our environment
We are a socially, environmentally and financially sustainable organisation, living within
our means, ensuring best value resource allocation
These Guidelines complement the Council’s adopted Values of: Work Together; Work Safe
Home safe; Service Excellence; Value for Money; Trust and Respect; and, Supporting
Community



Workplace Health & Safety

Ensure compliance with WHS obligations and responsibilities as outlined in Councils policies
and procedures and under the relevant WHS legislation. These include but are not limited to:
identifying potentially unsafe situations or work practices and notifying your Supervisor or
Manager (or the Health, Safety Manager/Area Safety Representative); never performing a
task that you believe is dangerous or for which you do not have the experience, or have not
received appropriate instructions and training or where the correct equipment to carry out the
task safely is not available; always work in a safe manner and in accordance with safety
instructions, where applicable; use the work equipment supplied for the job, in accordance
with the manufacturer's instructions), and any personal protective equipment, which the
Council deems necessary and has provided; be safety aware and report any actions to your
line manager which will assist the Council to meet its legal workplace health and safety
obligations.

You have the right to cease or direct cessation of unsafe work. In addition you are required at
all times to comply with Councils Asbestos Management Plan and Policy.

Code of Conduct & Equal Employment Opportunity (EEO)

Ensure Council’s commitments through policies such as Code of Conduct and equal
employment opportunity are appropriately addressed in the course of the work.


COMMUNICATION

The position requires skills to communicate, both verbally and in writing, at all levels across
the organisation.

The position will be required to provide input into reports, business papers, discussion papers,

tender review evaluations and performance reporting in relation to current contracts.

The position requires a high level of customer service skills when communicating with staff at

all levels.


CM No. Date last reviewed: 05-12-2023 Page 3

JUDGEMENT & PROBLEM SOLVING


A degree of independence and autonomy is required in making decisions in relation to work

priorities within agreed projects and guidelines. Judgement and problem-solving skills are

utilised to initiate change and improve work arrangements and to assess options for process

improvements.


AUTHORITY

The position is fully accountable for daily decisions made in conjunction with the
responsibilities, and accountable for project based workflows and the introduction of
associated improved work procedures. The position is required to complete work that has
various levels of complexity.

The position will provide support in the management and maintenance of an effective
procurement and contract administration process as it relates to the delivery of externally
funded projects and those within the Asset Works Program.



SKILL, EXPERIENCE, QUALIFICATIONS & BEHAVIOURAL COMPETENCIES

ESSENTIAL

Demonstrated experience in a project management support role

Experience with procurement and contracts administration processes and undertaking
contract management support activities

High level planning, organisational and time management skills. Ability to work under
pressure, demonstrate initiative and handle multiple projects/tasks at one time

Excellent communication skills, both written and verbal, with a strong ability to influence
and negotiate outcomes

Ability to support project teams to successfully achieve project outcomes.

Ability to work collaboratively in a team environment

Demonstrated ability to plan and prioritise work and meet deadlines

Excellent customer relationship skills

Strong computer skills in Microsoft Excel and Word and financial software packages

Demonstrated strong interpersonal, written and verbal communication skills

DESIRABLE

Local Government experience

Knowledge and experience in knowledge management processes and data used to
support the delivery of projects against milestones and budgets.


Experience using Technology One’s OneCouncil platform
CM No. Date last reviewed: 05-12-2023 Page 4

 
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