Position: Purchasing Customer Services Officer

POSITION DESCRIPTION

Position: Purchasing Customer Services Officer

Location: Rotorua

Business Unit: Finance

Group: National Accounting Centre

Reporting to: Manager Procurement and Facilities

Issue Date: March 2009

Delegated Authority: Nil

Staff Responsibility: Nil

Our Role

The Ministry of Social Development (MSD) is the lead agency for the social sector. We help the Government to set priorities across the sector, co-ordinate the actions of other social sector agencies and track changes in the social wellbeing of New Zealanders.

The Ministry provides policy advice, and delivers social services and assistance to children and young people, working age people, older people, and families, whānau and communities. We work directly with New Zealanders of all ages to improve their social wellbeing.

We serve over a million people, working out of more than 250 centres around the country. It is likely that every New Zealander will come into contact with the Ministry at some point in their life.

Our work, together with our social sector partners, is essential to achieving a sustainable and prosperous future, where all New Zealanders are able to take responsibility for themselves, be successful in their lives and participate in their communities.

Our Principles

Above all, we do the right things for New Zealanders.

Position Description Approved By:

______
Chief Financial Officer
Date: ……/……/……

Group: Finance

The role of the Financial Group is to ensure that MSD has the organisation, people, expertise and culture of delivering outcomes required of it by Government. The group provides high level strategic advice and support to the Chief Executive and Leadership Team to ensure that effective Finance strategies are developed and properly integrated into all business strategies and plans.
The Finance Group is also responsible for the design and delivery of a range of operational financial processes and systems, aimed at ensuring that managers have access to the best possible advice, support and systems.
The Ministry is the largest public sector employer. The provision of best practice Finance advice and services to managers is critical if the Finance Group is to retain its position as a Public Sector benchmark.

Business Unit: National Accounting Centre

The National Accounting Centre was established to provide accurate, timely and customer focussed support services to all Ministry of Social Development staff and its service lines throughout New Zealand.
The services provided by the National Accounting Centre include procurement of products and services, travel, invoice processing, journal input, development and conduct of tenders, contract development and monitoring, fleet management, occupancy administration, accounts receivable and debt management, Quality Assurance plus advice in the wide range of areas and disciplines.
Purpose of the Position:
The role of the Purchasing Customer Services Officer is to:
· Ensure effective purchasing of goods and services
· Ensure goods and services are delivered to the correct location in a timely and accurate manner
· Provide effective travel services
· Provide advice and support on the use of KEA.

Working Relationships

Internal:

- National Accounting Centre staff

- Ministry of Social Development Managers and staff

- Finance Group including Financial Analysts

External:

- Other Government Agencies

- External agencies such as Audit NZ

- External suppliers and service providers

Key Accountabilities:

Key Result Area / Accountabilities
Purchasing Service Provision / · Provide goods, travel and accommodation services to MSD manager and support staff
· Validating and consolidating requisitions as orders ensuring compliance with appropriate contractual arrangements
· Ensure the timely delivery of all travel related services
· Providing expert advice on all MSD products and services – both contracted and non contracted
· Identifying and recommending practical alternatives to preferred supplier when required
· Ensuring the accuracy of item file data
· Responding to/providing for internal/external POP assistance and problem resolution, including invoice payment problems, to enable payment on time
· Reconciling and clearing price value and quantity mismatch report
· Maintain strong relationship with customers
· Contribute to policies and processes for the delivery of purchasing services.
Projects / · Participate in special projects as directed by the manager by contributing to initiatives and providing advice that meets policy and standards.
Reporting / · Assist as required with reporting.
Team and Individual Performance / Contribute in a positive way to the Purchasing and wider NAC team by:
· Sharing information and ideas with the team and with colleagues and management
· Implement policy and procedures in accordance with MSD strategic direction
· Operate within MSD’s operating policy and procedures
· Participate in peer review of own and others work
· Contribute to group communication and activity.

Technical/Professional Knowledge and Experience

· Experience undertaking relevant office administration tasks
· Experience applying accounting principles
· Experience using the KEA financial management system (QSP Financials) or similar systems
· Experiences working in a team environment
· Understanding of financial policies and procedures
· Strong customer service experience.
Attributes/Success Factors
· Strong partnership builder – able to build and maintain positive working relationships
· Effective communication skills – both oral and written
· Excellent interpersonal skills – able to adapt style to meet needs of audience
· Strong client focus – understand the needs of clients and works towards achieving these
· Strong organisation skills – able to plan, organise and self manage workloads
· Welcomes and values diversity, and contributes to an inclusive working environment where differences are acknowledged and respected.
Other Requirements
· Willing to travel to fulfil job requirements.
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