Support Services Officer (Procurement & Data Analysis)

The Government of Tokelau, through the Department of Transport and Support Services
seeks applications from suitably qualified candidates for the position of Support Services
Officer (Procurement & Data Analysis)
. Salary will be based on the current Tokelau Public
Service scale.

1. Applications must include a covering letter explaining with specific examples how your
skills and abilities suit the role, updated Curriculum Vitae (CV) with employment
history, work experience and qualifications.

2. Applicants must provide names and contact details of at least 2 referees.

3. Applications must be marked “Application for the position of Support Services Officer
(Procurement & Data Analysis)” and addressed to the

Director
Department of Transport and Support Services
Government of Tokelau
Tokelau Apia Liaison Office
Savalalo, Apia

Or via email margaret.sapolu@tokelau.org.nz

4. Applications will be closed on Thursday 22 nd March 2018 at 10am. Late applications
will not be accepted.

A copy of the Job Description is available from Savalalo or on the Government of Tokelau
official website www.tokelau.gov.nz

For further information please contact Galumalemana Margaret Sapolu on telephone 28491
or email margaret.sapolu@tokelau.org.nz


JOB DESCRIPTION
 
DEPARTMENT:                  Support Services
POSITION TITLE:              Support Services Officer

                                            (Procurement & Data Processing /Analysis)

REPORT TO:                      Manager Procurement
KEY RELATIONSHIPS:      Transport and Support Services Staff, Village Stores Staff (bulk &
                                             Coop), Other Departments Staff, External Agencies, Tokelau
                                             Community, Suppliers and Agents.

SALARY SCALE:                 Band 4 

OVERALL PURPOSE:

In accordance with the Tokelau General Fono (GF) and Government Policies and Procedures, the
Support Services Officer (Procurement & Data Processing /Analysis) will contribute to the
achievement of the Department of Support Services’ goals in the provision of efficient and effective
overall support services to the Government and people of Tokelau including the provision of key
services in the areas of procurement, data processing and analysis.

KEY RESPONSIBILITIES AND KEY RESULTS
 
NO KEY RESPONSIBILITIES  KEY RESULTS
1 Liaise with Village Coop and Bulk
Stores on supply requirements.
  • Good working relationship with Village Coop and Bulk Stores.
  • Village Coop and Bulk Stores have adequate level of stock.
2 Receive orders from Villages and
undertake the tender and evaluation
functions as per Government
procurement policy and guidelines.
  • Government procurement policy and guidelines are
  • complied with ensuring quality goods are purchased at competitive prices.
  • Accurate preparation of tender documents.
  • Accurate, fair and on time evaluation of suppliers bids.
  • Products and supplies are of high quality and are received in good packaging condition.
  • Accurate and complete documentation verifying delivery, distribution, packing, loading and off-loading of goods.
  • Accurate calculation of rates for petrol/diesel price for selling purposes in Tokelau as per prices from Petroleum Product Samoa (PPS).
3 Assist with private orders and
undertake procurement and supply in
accordance with Government
procurement policy and guidelines.
  • Government procurement policy and guidelines are complied with ensuring quality goods are purchased at competitive prices.
  • Monies received are accurately accounted for.
  • Alcohol orders are in compliant with Nuku laws.
4 Liaise with Samoa Government
Officials and agencts in preparing
necessary documentation for exporting of goods to Tokelau.
  • Accurate and timely submission of documentations to Samoa Govt Officials.
  • All necessary approvals and clearance documentation received in time for scheduled sailings.
5 To promote good procurement
practices with due regard to
sustainability and ethical purchasing
standards.
  • High levels of awareness of good procurement practices.
  • Procurement is aligned to good procurement practices.
6 To have up to date knowledge of
related procurement regulations /
policies.
  • High level of understanding of related procurement regulation / policies.
  • Ability to assist other colleagues and management understand the regulations / policies.
7 Maintain accurate and updated
records of purchases, pricing, and
other important data.
  • Accurate and up to date records on all purchases.
  • All purchase orders issued and relevant supporting documentations are properly filed away in appropriate files at all times.
  • File Coop and & Bulk Order Costs Sheets updated and maintained at all times.
  • Both electronic and hard copy files updated at all times.
8 Data processing which includes
preparation of cost sheets for Village
Coop and Bulk Stores.
  • Cost Sheets are accurate and distributed in a timely manner.
  • All transactions are consistent with financial management and accounting best practices and procedures.
  • All transactions are appropriate with adequate supporting documentation.
9 Analyse data to produce reports
required by management / Council eg
report on goods supplied to Village
Coop & Bulk Stores.
  • Accuracy and timeliness of reports.
  • Collate and compile information of previous financial year's work for Director's financial year report
  • Accurate costs sheets to villages and Finance Department for monthly reporting.
  • Accurate and complete reconciliation of invoices to process supplier payment.
10 Provide accurate information for the
preparation of cargo manifests in a
timely fashion.
  • Accuracy of data and timely submission of information for preparation of cargo manifests.
11 Create and maintain an accurate and
up to date database of all suppliers
that include all relevant details
(contact details, products, services
etc).
  • Suppliers contact information is correct and up to date at all times.
12 Create and maintain a good
relationship with vendors/suppliers in
Samoa and overseas.
  • Well established working relationships with vendors/suppliers that promote efficient and effective purchase and supply of goods.
13 Liaise directly with shipping agents on
arrangements for packing and delivery
of goods and supplies.
  • Goods and supplies are accurate and shipped to Apia on time.
14 Report regularly to Management on
all issues relating to key
responsibilities of the position.
  • Reports are complete, accurate and submitted on time.
15 Carry out other duties as and when
directed by the Director or Manager
Procurement.
  • Allocated duties are carried out to the satisfaction of the person who delegates those duties

KEY QUALIFICATIONS, EXPERIENCE, KNOWLEDGE AND SKILLS REQUIRED
  • A tertiary qualification in Public Administration, Management, Business, Finance or related area or at least 5 years’ experience working in procurement;
  • Solid knowledge and understanding of procurement processes, policy, and systems;
  • Relevant work experience in government’s support services/administrative and financial policies and procedures/systems;
  • At least 2 years relevant experience in a comparable work environment;
  • Valid driver’s license and able to operate both manual and automatic vehicles;
  • Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)
  • Good communication and delivery skills both oral and written in English. Communication in Tokelauan and/or Samoan languages is a bonus;
  • Ability to multitask, prioritize, and manage time efficiently;
  • Ability to give accurate and precise attention to detail;
  • Ability to work in a team and to set priorities successfully, to work under pressure, with minimal supervision and proven ability to achieve results within tight deadlines.
SELECTION CRITERIA

In addition to having the above required knowledge, skills and experience, applicants will be
assessed based on interview performance and referees’ reports on the following additional
requirements:
  • Demonstrated strong interpersonal skills and cultural sensitivity;
  • Strong analytical and problem solving skills;
  • Good level of initiative and motivation;
  • Good organisational abilities;
  • Honesty, Integrity, Accuracy and Transparency;
  • Willingness to travel and work in Tokelau as required to implement the Department’s work programme;
  • Flexibility and willingness to assist with a variety of other tasks within the Department as required.

______________________________________                                                  ______________________
Director                                                                                                                  Date
Department of Transport and Support Services
Tokelau Apia Liaison Office

______________________________________                                                  _____________________
Support Services Officer                                                                                       Date
(Procurement & Data Processing /Analysis)