Application Guide: Assistant Project Officer – Finance and Procurement Services – DCJ

Job Details Overview

What does an Assistant Project Officer do in DCJ?

The Assistant Project Officer position within the Finance and Procurement Services branch of the Department of Communities and Justice offers a unique opportunity to be part of a dynamic and supportive team.

This role is pivotal in supporting the delivery of procurement systems and achieving business-related outcomes. As part of a close-knit team of five, you will collaborate with a wider procurement team of approximately 45 staff members, ensuring the efficient management of procurement processes and contributing to the department’s mission of improving lives and reducing disadvantage.

Challenges for Assistant Project Officer – Finance and Procurement Services

In this role, you will face the challenge of managing multiple tenders and contract disclosures simultaneously, ensuring compliance with strict procurement policies and procedures. Balancing competing priorities under tight deadlines is essential, as is maintaining clear and effective communication with a diverse range of stakeholders. Additionally, adapting to evolving procurement systems and methodologies requires a proactive and flexible approach to ensure successful project delivery.

Reasons to Apply for Assistant Project Officer

This is a great role for someone who is currently working in the public sector to get into the Project Management space. You’ll work alongside project coordinators and project managers and get formal training in project management. This is a great path to higher roles in the public sector.

It is also a great opportunity for anyone outside the public sector who has some experience supporting projects. Make sure your application clearly demonstrates that you understand formal project management methods – like working to schedules and milestones.

Joining the Department of Communities and Justice as an Assistant Project Officer offers numerous benefits that make it an attractive career choice:

• Career Growth: Opportunities for ongoing career development and support, enabling you to advance within the NSW Public Sector.
• Supportive Team Environment: Work within a collaborative and supportive team that values inclusion, adaptability, and integrity.
• Competitive Benefits: Enjoy a competitive salary package into 6 figures, generous leave entitlements, and health and wellbeing benefits including a Fitness Passport.
• Flexible Working Arrangements: Benefit from flexible leave options and a 35-hour workweek, promoting a healthy work-life balance.
• Modern Workplace: Work in a brand new office located next to the train line, ensuring easy accessibility.

Application Requirements for Assistant Project Officer

Application Process

To apply for the Assistant Project Officer position, you will need to submit a comprehensive application that includes a cover letter and an up-to-date résumé. The cover letter should not exceed two pages and must clearly outline how your skills and experiences meet the role’s requirements. Your résumé should be no longer than five pages, detailing your professional background and relevant achievements.

Additionally, you are required to answer the following target question in your cover letter:

“Procurement is a time sensitive function and you often deal with competing priorities whilst being under pressure from stakeholders. Please describe a time where you dealt with competing priorities and how you delivered objectives within deadlines.”

If you are unfamiliar with NSW Public Sector applications, it’s essential to follow the guidelines carefully and ensure that all required documents and responses are included and formatted correctly.

Essential Role Requirements

• Project Management Knowledge: Awareness of industry-recognised project management terminology and best practices such as PMBOK or PRINCE2, and the ability to apply them practically across projects.
• Stakeholder Consultation Skills: Demonstrated ability to consult and liaise with a wide range of stakeholders at all levels to build strong collaborative relationships and drive mutual benefits and outcomes.
• Flexibility and Initiative: Ability to be flexible, show initiative, and respond quickly to changing situations.
• Procurement Experience: Proven experience in procurement is highly regarded and will enhance your application.

Desirable Experience

• Advanced Procurement Certifications: Holding certifications in procurement or supply chain management can be advantageous.
• Experience with Procurement Systems: Familiarity with systems such as Procurement Central, eTenders, and BuyNSW Tenders.
• Contract Management: Experience in managing contracts and disclosures, particularly those exceeding $150k.
• Reporting and Analysis: Ability to monitor and report on procurement plans, milestones, and deliverables effectively.

Application Checklist for Assistant Project Officer

Understanding Focus Capabilities

Applicants are encouraged to open the role description available on the iWorkforNSW link and thoroughly review the focus capabilities outlined. These capabilities should be seamlessly integrated into your cover letter and, if applicable, within your responses to any target questions. Aligning your application with these focus areas demonstrates your suitability and readiness for the role, highlighting how your skills and experiences meet the department’s specific needs.

Addressing focus capabilities effectively involves understanding the NSW Capability Framework, which outlines the key competencies and behaviours expected of public sector employees. To align your application with these capabilities:

• Customise Your CV and Cover Letter: Tailor your documents to reflect the focus capabilities, providing concrete examples of how you have demonstrated these in previous roles.
• Demonstrate Readiness: Showcase your ability to tackle the role’s challenges by providing evidence of your problem-solving skills, adaptability, and collaborative approach.

Candidate Profile

Meet Sarah : Sarah is an enthusiastic and detail-oriented professional with a background in retail management and a recent certification in Project Management.

She has developed strong procurement skills through her role as a procurement assistant, where she managed supplier relationships and streamlined procurement processes.

Sarah is passionate about contributing to the public sector and is eager to apply her skills in a role that offers both challenges and opportunities for growth. Her commitment to integrity and collaboration aligns perfectly with the values of the Department of Communities and Justice.

Example Cover Letter for Assistant Project Officer

Sarah Thompson
123 Main Street
Parramatta, NSW 2150
[email protected]
0412 345 678

1 November 2024

Hiring Manager
Department of Communities and Justice
Parramatta, NSW

Dear Hiring Manager,

I am writing to express my interest in the Assistant Project Officer – Finance and Procurement Services position at the Department of Communities and Justice, as advertised on iWorkforNSW. With a solid background in procurement and project management, coupled with my passion for contributing to meaningful public sector initiatives, I am confident in my ability to excel in this role.

In my previous role as a Procurement Assistant at XYZ Retail, I was responsible for managing supplier relationships and overseeing procurement processes. One significant challenge I faced was coordinating multiple supplier contracts simultaneously while ensuring compliance with company policies and budget constraints. To address this, I implemented a streamlined tracking system that enhanced transparency and efficiency, resulting in a 15% reduction in procurement cycle time. This experience has equipped me with the ability to handle the complexities of tender administration and contract disclosures effectively.

Additionally, during a major project to upgrade our procurement software, I collaborated closely with IT and finance teams to ensure the seamless integration of new systems. By facilitating regular stakeholder meetings and maintaining clear communication channels, we successfully transitioned to the new platform ahead of schedule, enhancing our procurement capabilities. This project underscored the importance of strong stakeholder management and adaptability—skills that are directly applicable to the Assistant Project Officer role.

Target Question: Procurement is a time sensitive function and you often deal with competing priorities whilst being under pressure from stakeholders. Please describe a time where you dealt with competing priorities and how you delivered objectives within deadlines.
In my role at XYZ Retail, I was tasked with overseeing the procurement of seasonal inventory while simultaneously managing urgent contract renewals—both of which were critical to the company’s operations. These competing priorities came with tight deadlines and required careful planning and coordination to avoid disruptions.

To tackle the challenge, I began by conducting a thorough assessment of the tasks involved, identifying the urgency and impact of each deliverable. The seasonal inventory procurement was time-sensitive due to supplier lead times and the need to align with marketing campaigns, while the contract renewals required prompt attention to avoid lapses that could affect service continuity.

I created a detailed timeline to track progress and ensure key milestones for both projects were met. Recognising the workload, I delegated specific procurement tasks to team members, ensuring they were well-briefed and equipped with the necessary tools and information. For example, I assigned supplier follow-ups to an experienced colleague while focusing my attention on high-value negotiations.

To manage stakeholder expectations, I maintained open and transparent communication throughout. I held regular check-ins with suppliers and internal departments, providing updates and addressing any potential bottlenecks. For the contract renewals, I proactively sought input from legal and finance teams to streamline approvals, avoiding last-minute delays.

By staying organised and adaptable, I successfully delivered both projects on time. The seasonal inventory was procured ahead of schedule, allowing the business to maximise sales opportunities during a key trading period, while all contract renewals were finalised without any service interruptions. This experience reinforced the importance of effective prioritisation, delegation, and stakeholder management in achieving objectives under pressure.

I am particularly drawn to this opportunity at the Department of Communities and Justice because of your commitment to breaking disadvantage and improving community outcomes. I am eager to contribute my skills in procurement and project management to support your mission and drive impactful results. The supportive and collaborative team environment you offer is exactly what I am looking for to continue my professional growth.

Thank you for considering my application. I look forward to the possibility of discussing how my background, skills, and enthusiasms align with the needs of your team.

Sincerely,

Sarah Thompson

Explain the STAR Technique

The STAR technique is a structured method used to answer behavioural interview questions by outlining the Situation, Task, Action, and Result of a specific example from your experience. This technique is particularly important in public sector applications and interviews as it provides a clear and concise way to demonstrate your competencies and achievements.

In the example provided in the cover letter, Sarah uses the STAR technique to describe how she managed competing priorities:

• Situation: Managing seasonal inventory procurement alongside urgent contract renewals.
• Task: Deliver both procurement projects within tight deadlines.
• Action: Prioritised tasks, delegated responsibilities, and maintained open communication.
• Result: Successfully delivered both projects on time without compromising quality.

Using the STAR technique helps you present your experiences in a logical and impactful manner, showcasing your problem-solving abilities and how you handle real-world challenges.

Interview Preparation and Conclusion

Preparing for the Interview

The NSW Public Service Commission offers a capability application tool that provides resources and example interview questions to help you prepare effectively. Here are three example questions you might encounter for the Assistant Project Officer role:

• How do you prioritise tasks when managing multiple procurement projects simultaneously?
• Can you provide an example of how you handled a challenging stakeholder during a project?
• Describe a time when you implemented a process improvement in a procurement system.

Interview Tips:

• Review the job description and focus capabilities thoroughly.
• Prepare STAR-based responses to demonstrate your relevant experience.
• Be ready to discuss your proficiency with procurement systems and project management methodologies.
• Showcase your ability to work collaboratively and adapt to changing circumstances.

Final Thoughts

Securing the position of Assistant Project Officer – Finance and Procurement Services at the Department of Communities and Justice is a significant step towards a fulfilling career in the NSW Public Sector. This role not only offers competitive benefits and opportunities for professional growth but also allows you to contribute meaningfully to the community by supporting essential procurement functions. If you possess the required skills and are passionate about making a difference, this is an excellent opportunity to advance your career while impacting the lives of others positively.

We encourage you to take the next step in your career journey by applying for this rewarding position. Your expertise and dedication can help drive the Department of Communities and Justice towards achieving its mission of improving lives and reducing disadvantage across NSW.

Need assistance with your application? Contact us for a free cover letter review and ensure your application stands out.