Contract Administrator
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Tēnei tūranga – About the role
The Contract Administrator ensures that the processes surrounding participation, variation, execution, reporting and administration of All-of-Government (AoG) contracts are well managed. Using strong relationship management skills while engaging with government agencies, the Contract Administrator makes it easy for agencies to avail themselves of the AoG suite of products. They are responsible for ensuring quality and consistency of advice and practices in relation to an agency’s participation in an AoG contract.
The Contract Administrator works closely with the Senior/Procurement Specialists and the Account Managers to work with agencies and suppliers to sign up to and effectively use AoG agreements, to attain the agreed contract benefits, and to identify opportunities for innovation. The Contract Administrator develops a thorough understanding of processes related to AoG contracts, and can monitor progress, raise issues, ensure reporting requirements are met and ensure agencies receive value from AoG contracts. The role holder will also be responsible for ensuring that contract variations are executed, supplier reporting obligations are met, and agency and supplier data is accurate and maintained.
Ngā herenga – Requirements of the role
Personal specifications
- Experience managing contracts or the administration of contracts within government, a regulatory environment, or the private sector.
- An understanding (or interest in learning) of the legal construct of contracts.
- Experience in liaising with stakeholders, suppliers, managers.
- Strong interpersonal skills; demonstrated by personal or collaborative influence and managing expectations.
- An understanding of how government works.
- Experience in dealing with ambiguity in a complex and dynamic environment.
- An ability to analyse different situations and to recommend solutions.
Qualifications
- Tertiary qualification (Business, Law, Accounting, Commerce) or suitable experience.
Requirements
- The ability to gain and maintain a national security clearance to LEVEL Confidential.
- Must have the legal right to live and work in New Zealand.
Takohanga tuhinga o mua – Key accountabilities and deliverables
Critical areas of success
Ensures the administrative components of contracts are kept current:
- The day-to-day management of all contract administration including the agency sign up process, contract variations/novation, engagement / removal of suppliers, and supplier financial reporting is kept current.
- Consistent high-quality advice is given to agencies and best business practices are demonstrated.
- Active and regular engagement occurs with agencies and suppliers to achieve the best possible commercial outcomes for government.
- Close working relationships exist with the Senior/Procurement Specialists and the Account Managers assisting them to work with agencies and suppliers to deliver innovation, sign up to AoG agreements and deliver the agreed contract benefits.
- Standardised processes are developed and utilised that make it easy for agencies to avail themselves of the All of Government suite of products.
- Data is collected efficiently and effectively to advise the broader team on participation and trends/developments and to ensure that AoG reporting requirements are met.
Effective stakeholder and relationship management:
- Develops and maintains cooperative, partnering relationships with NZGPP’s key stakeholders.
- Effectively manages conflict by focussing on meeting customers’ needs and identifying opportunities for resolution.
- Provides leadership in contract administration processes to owners of syndicated and common capability contracts (i.e., GCIO and other agencies.)
- Seeks out opportunities to build and maintain effective working relationships with other MBIE staff to transfer knowledge and learning to the wider organisation.
- Represents NZGP views and protects its reputation in any external interactions.
Delivery of quality outcomes:
- Documentation is delivered on time, to an error free high standard and any issues identified are raised quickly and in an appropriate manner.
- Contract variations are executed, supplier reporting obligations are met, and agency and supplier data is accurate and well maintained.
- Data integrity and privacy obligations are consistently met.
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 Contract Administrator position reports into the Manager, Contract Administration within the New Zealand Procurement branch. The branch sits within the Building Resources and Markets business 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
