Capital Works Project Officer

Ministerial and Parliamentary Services (MaPS), a division of Department of Finance (Finance), provides parliamentarians, their staff, and others as required by the Australian Government, with a range of facilities and services to assist them in undertaking their duties. 

MaPS Capital Works and Security team, in collaboration with key stakeholders, leads key divisional initiatives to deliver major capital works and security enhancements to Commonwealth Parliament Offices (CPOs) and Electorate Offices (EOs).

The team is responsible for project delivery and oversight across a number of projects that have a national impact and/or are defined as medium or major public works projects. 

CPOs are located in the capital city of each state and the Northern Territory and provide: 

• Permanent office accommodation to some senators, federal ministers or other office holders 
• Visiting suites, meeting rooms and conference facilities available on a short-term basis for use by parliamentarians (and accompanying staff).

EOs are provided by the Commonwealth to Parliamentarians for the conduct of parliamentary business and are located in metropolitan and regional locations across Australia. EOs are leased, furnished, equipped, and maintained by MaPS and their contracted providers.

The Capital Works Project Officer will work within a small geographically dispersed team. The position can be located at any of the nominated locations listed. 

The role involves project management, the undertaking of complex procurement, contract management and associated administration, drafting internal minutes and ministerial briefs seeking approvals and authorisation. The role will support the Assistant Director Capital Works and Security to deliver projects involving a wide range of internal and external stakeholders. 

The ability to hold and maintain a Negative Vetting 1 security clearance is a mandatory requirement.

The key duties of this role are: 

• Conducting/contributing to complex procurement processes and contract management critical to the project.
• Drafting high level documentation to support project administration including briefs and correspondence to support information flow and decision making/approvals. 
• Working with key internal and external stakeholders to establish and meet project objectives.
• Monitoring and track project deliverables and outcomes including preparation of reports and briefs.
• Undertake negotiations with key stakeholders and consultants/suppliers on complex issues and communicate with influence.
• Project administrative and support services including contract administration, budget tracking, invoice payment and reconciliation, records management, routine correspondence and meeting coordination and secretariat duties.
• Apply sound judgement and use evidenced based decision making to provide recommendations to decision makers/delegates.
• Practically apply a well-rounded understanding of the relevant legislation and internal guidelines, including, but not limited to:
  • Parliamentary Business Resources Act 2017
  • Public Governance, Performance and Accountability Act 2013
  • Commonwealth Procurement Rules
  • Protective Security Policy Framework.
• Other duties as directed to support the project.

In addition to the broader capabilities outlined in the Finance People Capability Framework, Finance is seeking candidates who possess the following job specific skills and attributes aligned to our core capabilities: 

Lead

• Manage complex work effectively with little direction. Supervise projects and people, manage priorities and take responsibility for extra work as needed.
• Design fit-for-purpose solutions that meet client needs by listening, responding to feedback, prioritising client service and anticipating the impact of advice and decisions.

Collaborate 

• Liaise with stakeholders on complex issues. Consider solutions, prepare well in advance, and argue persuasively.
• Consult others, actively develop relationships, engaging the right people at the right time. Communicate well and overcome barriers to sharing information.

Achieve

• Manage complex projects. Ensure work is delivered on time, on budget and to a high standard. Ensure projects are appropriately documented to support decision makers and delegates.
• Make timely, effective decisions that show accountability, consider stakeholder impact whilst balancing the priorities of key stakeholders. Provide expert advice and recommendations that are evidence based to support decision makers.

Think

• Monitor priorities, key milestones and project deliverables, working ahead to identify, communicate and manage risks and opportunities to stakeholders and leadership.
• Fully understand how your work connects with MaPS key initiatives and deliver outcomes that contribute to the bigger picture.
• Use time and resources well to create cost-effective, value-for-money outcomes. Apply and adhere to the requirements as set out in the Commonwealth Procurement Rules.
• Interpret financial information accurately, control and monitor project budgets and financial reporting.

Learn 

• Maintain composure. Stay positive, engaged and productive under pressure or after a setback, and provide support to the MaPS Capital Works and Security Team.

Know 

• An understanding of and/or experience with any of the following would be beneficial:
  • Application of Project Management methodology
  • Procurement and Contract Management in a government context.

• Under section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the Australian Public Service (APS) unless the Agency Head has agreed otherwise, in writing.
• Successful applicants will be required to undergo the process to obtain and maintain, or continue to hold the required security clearance level for the role as indicated. All Finance staff are required to have a minimum baseline security clearance prior to commencement. 
• RecruitAbility applies to this vacancy. Under the RecruitAbility scheme, you will be invited to participate in further assessment activities for the vacancy if you choose to opt-in to the scheme, declare you have a disability and meet the minimum requirements for the vacancy. All requests for reasonable adjustments will be considered and managed in consultation with you. Further information can be found at https://www.apsc.gov.au/recruitability.
• This role is being advertised as both ongoing and non-ongoing. A position may be offered as ongoing or non-ongoing subject to operational requirements. Where a non-ongoing position is offered, the role will be filled for a specified term of up to 12 months. A specified term may be extended up to a maximum period of 18 months.

As a central agency of the Australian Government, the Department of Finance (Finance) plays an important role in assisting government across a wide range of policy areas to ensure its outcomes are met. Finance supports the government's ongoing priorities through the Budget process and fosters leading practice through the public sector resource management, governance and accountability frameworks. Finance plays a leading role in advising the government on many of its strategic priorities. We do this through our professional and considered approach to providing advice, developing policy, delivering services and engaging with our clients and stakeholders. Finance's key areas of focus are: - Budget - Business Enabling Services - Commercial - Governance and Resource Management