Contracts Administration Officer

Ko wai mātou - Who are we

Te Kaunihera-ā-rohe o Ngāmotu - New Plymouth District Council is a local government organisation located in the heart of New Plymouth. Our vision is to be the Sustainable Lifestyle Capital, and our district boasts a spectacular natural beauty from Taranaki Maunga to the moana. In 2021, we were awarded the most liveable city (for a population between 75,000 and 150,000) by the International Awards for Liveable Communities. We work collaboratively with iwi, Government, not-for-profits and businesses to achieve outcomes that benefit our community.

Te āheinga - The opportunity

We are seeking a highly organised and detail-oriented Contracts Administration Officer to join our dynamic Strategy and Planning Group on a permanent basis. In this role, you will provide essential administrative support to the Procurement and Commercial team, ensuring tender administration, all contract administration and payment claims processes are carried out to the highest standards.

Tino takohanga - Key responsibilities:

• Review and validate contractor and supplier payment claims against work orders, contract terms, project progress, and deliverables
• Ensure all supporting documentation (e.g., invoices, timesheets, completion certificates) is accurate and complete before processing and all payment claims are processed in compliance with relevant legislation and Council policies
• Maintain contract documentation, including agreements, variations, and amendments
• Liaise with internal stakeholders and suppliers to clarify contract terms and assist in resolution of any disputes or issues
• Assist in the preparation of tender documentation, uploading tender documents to system and keeping records of tender activities
• Enter and update data in pprocurement and contract databases and systems, ensuring data accuracy and integrity
• Assist with generating procurement and contract systems reports
• Maintain discretion and confidentiality in handling sensitive information
• Provide administrative support to procurement and contracting activities and contribute to process improvements where needed

Ngā tino pūkenga me ngā wheako - Essential skills and experience

Essential:

• Proven experience in raising and processing payment claims or purchase orders
• Able to multi-task and juggle between multiple deadlines and cut-offs to meet in a month requiring you to be deadline-focussed
• Proficient in Microsoft Office Word, Excel and Powerpoint
• Strong verbal and written communication skills
• Ability to work well with others, contributing to team efforts and supporting colleagues in achieving shared goals
• Detail oriented in managing records, data entry, and ensuring that all tasks are completed with accuracy and precision

Desirable:

• Public sector accounts payable, procurement or contracting experience
• Experience working with Kaupapa Māori, competency in Tikanga and a dedication to applying Te Ao Māori lens
• Experience working in a complex public facing environment with working knowledge of Local Government legislation

He aha ai a Taranaki? - Why Taranaki?

With the stunning Mt Taranaki as a backdrop and the warm iron sands along our coast, it is no wonder Taranaki is one of the best regions in New Zealand and the world. In Taranaki it's easy to achieve an enviable lifestyle without having to compromise your career. Our regions' dynamic surf, multitude of parks and gardens, iconic walkways, major events calendar and mountain playground make this the place to live!

Ōu mātou rourou - What we offer

At the New Plymouth District Council we aim to create and sustain a truly rewarding workplace environment for our staff including solid career pathways, learning and development opportunities as well as personal and professional development.

You can expect to start in this permanent, full-time role with us between $63,185 and $65,932.

We have also put together an 'Our Peoples Package' that spans wellbeing, development, benefits, culture and recognition.

If you think this sounds like you, then we would love to hear from you!

Applications close on Sunday, 24 November 2024.