We are seeking an Administration Officer for our Procurement Services branch. The Administration Officer plays a critical role in supporting Procurement Services to deliver efficient and effective administrative and clerical support and supports the day-to-day operations.

Job details

As an Administration Officer, you will:

• Support the management of shared procurement mailboxes to ensure timely and appropriate action on incoming correspondence.
• Assist with procurement activities to ensure necessary resources are available and maintained, including stationary and miscellaneous office supplies.
• Assist with generating procurement activity reports, spend analysis, and compliance reporting for the senior leadership team.
• Identify opportunities to streamline administrative processes, reduce duplication, and improve efficiency in procurement operations, support audit readiness and contribute to the development of improved systems, templates, and procedures.
• Maintain up-to-date procurement FAQs, quick guides, and user resources for staff. Assist with drafting and formatting procurement documentation such as briefing notes, templates and standard correspondence.
• Maintain key administrative registers, including Leave Register, Continuous Improvement Register and Complaints Register (Suppliers).
• Manage the administration of contract disclosure requirements, ensuring accurate and timely reporting to maintain integrity, accountability, and compliance with regulatory obligations.
• Ensure the departmental procurement webpages are updated with any changes to procurement templates, policies, and frameworks.
• Maintain effective filing and recordkeeping systems to ensure the confidentiality, integrity and accessibility of all documentation handled.
• Ensure the security of procurement files and appropriate access to information by authorised internal staff and approved external agencies.
• Ensure procurement records and data, particularly those within systems such as iDOCS, are accurate, complete and up to date ready for internal and external audits and media enquiries.
• Support the maintenance and user access coordination for procurement systems and platforms (e.g., VendorPanel, iDOCS), including onboarding new users and troubleshooting access issues.

Applications to remain current for 12 months.

Further information

We are committed to building inclusive cultures in the Queensland public sector that respect and promote human rights and diversity.

Please ensure you download all attachments and follow the instructions on how to apply.

Documents

Before applying for this vacancy please ensure you read the documents below.

• 686098 26 - Role Description (Word, 729KB)
  
  
  686098 26 - Candidate Info Pack (Word, 174KB)