Contracts Advisor – Accommodation and Insurance Response
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Tēnei tūranga – About the role
The Contracts Advisor is a team member position in the Temporary Accommodation Service and New Zealand Claims Resolution Service. and supports the Commercial Manager and leadership team to ensure performance, costs, compliance and stakeholder management associated with contracts. The Contracts Advisor provides support to manage suppliers with to improve performance and compliance and supports the management of assets.
The Contracts Advisor will undertake and be involved in a variety of tasks including invoicing, contract planning, forecasting, reporting, administration, contract support and other procurement and contract and asset management activities. They will use their strong record keeping skills and analytical acumen to ensure contract management space is compliant and their strong relationship management skills to connect within MBIE and external organisations to maintain contracts, ensuring the wider team is well placed to meet its objectives.
Supporting the Commercial Manager and Leadership Team, the Practice team, the Contracts Advisor will be responsible for the end-to-end lifecycle of all contracts (including relationship management with suppliers), from inception through to close.
Ngā herenga – Requirements of the role
Personal specification
- Experience in contracts, invoicing, logistics, planning and/or coordination.
- Ability to track and report on overall expenditure and forecast future expenditure.
- Flexibility in responding to changes in priorities and demands for work.
- Good general problem identification and solution skills, and an eye for detail.
- Good understanding of business management support functions, including forecasting, invoicing and contract management.
- Strong organisational skills, setting priorities and meeting deadlines under changing conditions.
- Computer literacy, including Microsoft Word, Excel and Outlook.
- Experience using databases and online systems.
- Sets and maintains high standards and is consistent in producing high quality work.
- The ability to build and maintain relationships both internally and with external stakeholders and service providers.
- A strong track record of following policies and processes and providing advice about procurement processes.
- Experience in the accommodation, insurance, housing or building industry preferrable but not mandatory
Takohanga tuhinga o mua – Key accountabilities and deliverables
Contract and finance support
Provides support for all contract management activities:
- Establish, maintain and monitor contract lifecycles.
- Identify, establish, and maintain connections with internal and external stakeholders and service providers.
- Support planning for successful procurement decision implementation.
- Produces overall and individual contract status reports, as required.
- Identifies and actions process improvements and efficiencies.
- Administration of contract management plans.
- Maintains contractual documentation and related records and ensures oversight of all contracts to ensure compliance.
- Maintains the links and alignment between key contract and service provider documents and artifacts.
- Analyses interfaces and critical dependencies between contracts and service providers and recommends appropriate actions to the project process owner.
- Produces internal decision-making documentation.
- Support the Head of Accommodation and Insurance Response in assessing the scale and scope of events as they arise and developing response plans
- Supports the management of assets throughout the lifetime, including investment, operationalisation and divestment.
Administrative duties
Undertakes administration duties to ensure that the contract management environment is compliant and running smoothly:
- Acts as the first point of contact on contract administration queries such as payment and invoicing matters, timelines, renewal/due dates, relationship holders, and contract detail.
- Keeps master contract register up to date.
- Manages TAS Supply email, the point of contact for external service providers.
- Set up service providers as new vendors into MBIE systems as required.
- Check and action service provider invoices and costs as required, ensuring invoices are received and paid in a timely manner and that they are complaint and accurate.
Takohanga tuhinga o mua – Key accountabilities and deliverables continued
Relationship management
Plans and manages work and constructive internal and external working relationships:
- Develop and maintain operational relationships with a significant number of external suppliers.
- Actively seeks to build and maintain a network of contacts across a variety of functions and locations.
- Participates as an active team member and contributes knowledge and expertise needed to achieve MBIE’s outcomes.
- Develops effective working relationships across MBIE and with partner agencies.
- Has honest and open communication and the ability to manage conflict.
Wellbeing, health & safety
- Displays commitment through actively supporting all safety and wellbeing initiatives
- Ensures own and others safety at all times
- Complies with relevant safety and wellbeing policies, procedures, safe systems of work and event reporting
- Reports all incidents/accidents, including near misses in a timely fashion
- Is involved in health and safety through participation and consultation
Tō tūranga i roto i te Manatū – Your place in the Ministry
The Contracts Advisor position reports into Operations Manager Accommodation within the Building and Tenancy Branch. The Branch sits within the Te Whakatairanga Service Delivery group.
To mātou aronga – What we do for Aotearoa New Zealand
Hīkina Whakatutuki is the te reo Māori name for the Ministry of Business, Innovation and Employment. Hīkina means to uplift. Whakatutuki means to move forward, to make successful. Our name speaks to our purpose, Grow Aotearoa New Zealand for All.
To Grow Aotearoa New Zealand for All, we put people at the heart of our mahi. Based on the principles of Te Tiriti o Waitangi / The Treaty of Waitangi, we are committed to upholding authentic partnerships with Māori.
As agile public service leaders, we use our breadth and experience to navigate the ever-changing world. We are service providers, policy makers, investors and regulators. We engage with diverse communities, businesses and regions. Our work touches on the daily lives of New Zealanders. We grow opportunities (Puāwai), guard and protect (Kaihāpai) and innovate and navigate towards a better future (Auaha).
Ngā matatau – Our competencies
Cultivates innovation We create new and better ways for the organisation to be successful by challenging the status quo generating new and creative ideas and translating them into workable solutions.
Nimble learning We are curious and actively learn through experimentation when tackling new problems by learning as we go when facing new situations and challenges.
Customer focus We build strong customer relationships and deliver customer-centric solutions by listening and gaining insights into the needs of the communities we serve and actively seeking and responding to feedback.
Decision quality We make quality and timely decisions that shape the future for our communities and keep the organisation moving forward by relying on an appropriate mix of analysis, wisdom, experience, and judgement to make valid and reliable decisions.
Action oriented We step up, taking on new opportunities and tough challenges with purpose, urgency and discipline by taking responsibility, ownership and action on challenges, and being accountable for the results.
Collaborates We connect, working together to build partnerships with our communities, working collaboratively to meet shared objectives by gaining trust and support of others; actively seeking the views, experiences, and opinions of others and by working co-operatively with others across MBIE, the public sector and external stakeholder groups.
Te Tiriti o Waitangi
As an agency of the public service, MBIE has a responsibility to contribute to the Crown meeting its obligations under Te Tiriti o Waitangi (Te Tiriti). Meeting our commitment to Te Tiriti will contribute towards us realising the overall aims of Te Ara Amiorangi – Our Path, Our Direction, and achieve the outcome of Growing New Zealand for All. The principles of Te Tiriti - including partnership, good faith, and active protection – are at the core of our work. MBIE is committed to delivering on our obligations as a Treaty partner with authenticity and integrity and to enable Māori interests. We are committed to ensuring that MBIE is well placed to meet our obligations under the Public Service Act 2020 (Te Ao Tūmatanui) to support the Crown in strengthening the Māori/Crown Relationship under the Treaty and to build MBIE’s capability, capacity and cultural intelligence to deliver this.
Mahi i roto i te Ratonga Tūmatanui – Working in the public service
Ka mahitahi mātou o te ratonga tūmatanui kia hei painga mō ngā tāngata o Aotearoa i āianei, ā, hei ngā rā ki tua hoki. He kawenga tino whaitake tā mātou hei tautoko i te Karauna i runga i āna hononga ki a ngāi Māori i raro i te Tiriti o Waitangi. Ka tautoko mātou i te kāwanatanga manapori. Ka whakakotahingia mātou e te wairua whakarato ki ō mātou hapori, ā, e arahina ana mātou e ngā mātāpono me ngā tikanga matua o te ratonga tūmatanui i roto i ā mātou mahi.
In the public service we work collectively to make a meaningful difference for New Zealanders now and in the future. We have an important role in supporting the Crown in its relationships with Māori under the Treaty of Waitangi. We support democratic government. We are unified by a spirit of service to our communities and guided by the core principles and values of the public service in our work.
What does it mean to work in Aotearoa New Zealand’s Public Service?(external link) — Te Kawa Mataaho The Public Service Commission
