Department of Foreign Affairs and Trade (DFAT)

Department of Foreign Affairs and Trade (DFAT)

Department of Foreign Affairs and Trade (DFAT)

RFQ No: 052-16

Role: Senior Support Program Manager

Closing Date: 2:00 pm 5th Jun2017

Contract Start Date: 1stJul 2017

Contract Duration/End Date:30Jun2018( 2x12 months extension)

NOTE:

  • Please answer all questions in sections:
  • YOUR RESPONSE, and
  • SELECTION CRITERIA
  • Attach Resume in Word format.
  • Please submit all applications via either:
  • or
  • Direct email
  • Respond quickly as the number of candidates allowed to be put forward maybe limited.
  • Please do not send your application to any individual softtestpays email address.
  • On request by the Client, you must comply with the Commonwealth security clearance process, including obtaining the level of security clearance required by the Client. If costs relating to obtaining the level of security clearance required are not paid by the Client, then the Applicant will be required to pay the cost.

JOB DESCRIPTION

Item number / Description / Details
Proposed Work Order Start Date / 1 July 2017
Proposed Contract Period / 1 July 2017 – 30 June 2018
Contract Option Period / 2 x 12 Months
Subject to funds availability and delegate approval
Number of Specified Personnel required / Initially one, however subject to change due to departmental requirements.
Reduced activity period / 25 December 2017 To 01 January 2018
Business Hours / Eight hour business as directed.
Maximum of 40 hours per week unless given prior approval by the business area Branch Head
Replacing Specified Personnel / ☐ Clause11.6 Consequences of replacing Specified Personnel of the Terms and Conditions of Contract will apply
☒ Clause11.6Consequences of replacing Specified Personnel of the Terms and Conditions of Contract will not apply
Personnel Category of Specified Personnel / Period
See skill set identified above / for the term of the contract period (do not include contract option period)
Maximum no. of candidates / Maximum number of two candidates.
Purpose of Services / DFAT requires the services of a senior Program Support Officer with high level and demonstrated experience across multiple project management and support functions within the Australian Government.
The Program Support Officer is responsible for delivering and providing coordination, administration and support activities to the International Communications Network (ICN) Global delivery for the remainder of the program. This position reports to the Global Delivery section.
Primary Duties:
Responsible for updating the master schedule and tracking progress for the ICN global delivery against the milestones, including:
  • The executive view
  • Project view
  • Detailed planning view
Work with all ICN stakeholders on key templates to ensure short-term mission (STM) teams have the latest set of key documentation for their preparation. Continue to refine this process.
Prepare and draft the work schedule for all teams in preparation for their STM and the delivery of international Posts.
Manage the scrum process to identify key activities that are affecting the master schedule
Preparation of the draft resourcing and travel business case including:
  • Producing statistics on resource demand and supply
  • Tracking and recording changes to the business case and preparing addendums
Track and update the master resourcing list identifying people who travel on STM’s and assist the section to fill resourcing gaps.
Prepare and draft the risk assessments for staff travelling to high threat environments, and assist to coordinate training.
Support the Program and coordinate workshops for team lead briefings, STM team briefings and debriefings, Partner client agency briefings and relevant training.
Secondary Duties
In coordination with the travel team manage the on-boarding and engagement of client agency staff onto the STM’s through the record of understanding.
Review, Summarise and report on the procurement analysis done across the program for the Global activity and liaise with logistics and the stock manager to ensure we have adequate supply. Identify procurement activities required to be done by IFS and assets fleet and logistics.
Provide reporting and support to governance teams including risk and issue management coordination, updating action items and other registers, coordinating and authoring reports, email communications for co-ordination of activities.
Other duties as directed
Indigenous Opportunities Policy / ☐ Clause24 of the Terms and Conditions of Contract will apply
☒ Clause24 of the Terms and Conditions of Contract will not apply
Methodology / All work to be documented in accordance with DHS’s standards and agreed Project Management Framework
Performance / Assigned tasks and applicable project milestones, as detailed in the relevant Project Plan, are met.
Documentation / The Department may provide to the Vendor Department Material and the Vendor must ensure that the Departmental Material is used strictly in accordance with any conditions or restrictions specified in item 9 of the Deed Details and any direction by the Department.
Skills knowledge transfer / Clause 35 of the Deed applies (The contractor will be expected to transfer skills and knowledge to APS staff)
Selection criteria
Please note the importance of responding to this Selection Criteria.
Mandatory Criteria must be met to progress in the evaluation, where the Weighted Criteria is scored / Each candidate must provide a one-page response outlining their approach to the selection criteria below:
Mandatory Criteria:
•Ability to undertake simple to complex ICT procurement activities from start-to-finish;
•Ability to manage and assist project coordination activities across a highly complex ICT program;
•Ability to undertake resource management activities, including resource schedule for deployment teams, selection of suitable resources for deployment teams, liaison with department and client agencies for selection of qualified personnel;
•Ability to undertake project scheduling and resource scheduling activities, including procurement scheduling against project deliverables.
•Strong understanding of Commonwealth financial operating procedures and legislation, including ability to undertake project financial activities (in SAP);
•Ability to coordinate asset disposal activities across 130 separate Australian Government sites, including completion of relevant documentation and liaison with relevant team members throughout the process.
•Ability to provide high level project and procurement documentation;
•Ability to communicate at a high level both orally and written, for procurement, project communications, briefs, etc.
•Ability to provide Secretariat duties to program management meetings and sponsoring groups.
•Ability to work autonomously or within a team environment.
•Ability to work proactively with all projects and programs to undertake workload requirements to support project personnel.
Security requirements, security clearances and police checks / NV1 OR NV2
Intellectual Property Rights – ownership of Contract Material / The Department owns the Intellectual Property Rights in Contract Material unless Vendor ownership of Intellectual Property Rights in Contract Material(clause13.5).
Limitation of liability – cap / $ 10 Million in the aggregate
Insurance / As set out in item 13 of the Deed Details
Fee structure / Hourly rates including both GST inclusive and exclusive rates, and quoted in either half or full dollars.
Other requirements
Eg Location / Not Applicable

YOUR RESPONSE

Name / First Name / <candidate response>
Surname / <candidate response>
Gender / <candidate response>
Your mobile number / <candidate response>
Your email / <candidate response>
Date of birth / <candidate response>
Home address / <candidate response>
Citizenship Status / Australian Permanent Resident Work Visa
Referee 1 / Name: / <candidate response>
Title:
Organisation:
Professionals relationship to you:
Phone:
Mobile:
Email:
Referee 2 / Name: / <candidate response>
Title:
Organisation:
Professionals relationship to you:
Phone:
Mobile:
Email:

Selection criteria

•Each candidate must provide a one-page response outlining their approach to the selection criteria below:

Mandatory Criteria:

•Ability to undertake simple to complex ICT procurement activities from start-to-finish;

•Ability to manage and assist project coordination activities across a highly complex ICT program;

•Ability to undertake resource management activities, including resource schedule for deployment teams, selection of suitable resources for deployment teams, liaison with department and client agencies for selection of qualified personnel;

•Ability to undertake project scheduling and resource scheduling activities, including procurement scheduling against project deliverables.

•Strong understanding of Commonwealth financial operating procedures and legislation, including ability to undertake project financial activities (in SAP);

•Ability to coordinate asset disposal activities across 130 separate Australian Government sites, including completion of relevant documentation and liaison with relevant team members throughout the process.

•Ability to provide high level project and procurement documentation;

•Ability to communicate at a high level both orally and written, for procurement, project communications, briefs, etc.

•Ability to provide Secretariat duties to program management meetings and sponsoring groups.

•Ability to work autonomously or within a team environment.

Ability to work proactively with all projects and programs to undertake workload requirements to support project personnel.

Business Address: Suite 1802, 45 Clarence Street, Sydney, NSW-2000, Mailing address: Po.Box 153 Civic Square, ACT -2608,

Ph: 02 6108 3661, Fax: 02 6108 3662, E-mail: , ABN: 92 129 869 174