Contract & Vendor Support Officers, Vetting Authority

About this role

The Organisation The Australian Security Intelligence Organisation (ASIO) protects Australia and Australians from threats to their security. ASIO’s people are ordinary Australians but they do extraordinary things – they are our most important asset. To be successful, we need talented people who are highly capable, dedicated, adaptable and resilient. We seek to reflect the community we protect. ASIO is committed to fostering a diverse and inclusive environment, where all staff are valued and respected. We welcome applications from all eligible candidates, irrespective of gender, sexual orientation, ethnicity, religious affiliation, age or disability. We are culturally and linguistically diverse, language skills enhance our collective ability to protect Australia. Aboriginal and Torres Strait Islander peoples are encouraged to apply. We are secretive about what we do, not what we value. At a time when Australia’s security environment is dynamic, diverse and degrading, our work is more important than ever. Join the mission and make a difference every day. The opportunity The newly established TOP SECRET-Privileged Access (TS-PA) Vetting Authority will centralise Australia’s highest-level security clearance functions within ASIO over the coming years. Successful applicants will play an instrumental role in building this new capability, established to help protect Australia from the threat of espionage and foreign interference. Business Administration & Support Officers will be part of the new Business Administration Branch within the TS-PA Vetting Authority, and will contribute to the long-term success of this important function. Successful applicants will have the opportunity to influence the process design and the team’s ways of working. A merit pool may be created to fill future vacancies which have the same or similar requirements to this position. This merit pool will be valid for up to 18 months. Responsibilities As a Contract and Vendor Support Officer at the AE4 level, you will: • Provide essential administrative support to the Assistant Director in the delivery of the organisation’s procurement and vendor management functions. • Support contract negotiation process by drafting documents, preparing proposals and coordinating discussions between internal stakeholders and external vendors. • Prepare spending proposals for approval, ensuring all documentation is complete and adheres to organisational policies and regulatory requirements. • Maintain accurate and up-to-date contract records, tracking key dates, milestones and deliverables to ensure compliance. • Administer contractor hours worked and process invoices accurately to ensure prompt payment according to agreed contractual terms. • Assist in gathering market intelligence, conducting basic benchmarking and collecting vendor performance data to support procurement decision-making. • Compile and distribute regular progress reports on contract status and maintain an accurate, up-to-date supplier register. • Build and maintain positive, professional working relationships with internal and external stakeholders to facilitate operational outcomes. As a Contract and Vendor Support Officer at the AE5 level, in addition to the above, you will: • Manage drafting and review of contract documents and proposals and facilitate discussions between internal stakeholders and external vendors to secure optimal outcomes. • Manage contract monitoring activities, including tracking key milestones and maintenance of accurate records to ensure full regulatory compliance. • Conduct market research and benchmarking studies, analysing vendor performance data to support strategic procurement decisions and optimise supplier selection. As a Contract and Vendor Senior Officer at the AE6 level, in addition to the above, you will: • Lead the TS-PA Vetting Authority’s procurement and vendor management functions, establishing operational frameworks that ensure seamless service delivery and strategic alignment with goals. • Oversee the end-to-end contract management process, ensuring rigorous tracking of milestones and the maintenance of audit-ready records to guarantee full regulatory compliance. • Develop and manage high-level professional networks across internal and external agencies to facilitate collaborative, efficient and mutually beneficial procurement outcomes. As a Contract and Vendor Manager at an AEE1 level, in addition to the above, you will: • Lead and mentor a specialist team in the end-to-end management of critical supplier contracts, ensuring seamless transition from initiation and execution through to performance monitoring and final closeout. • Direct the overarching contract management framework to ensure all engagements are aligned with organisational objectives and operational requirements. • Oversee the financial integrity of vendor engagements, including the rigorous management of timekeeping records and the authorisation of payments to ensure fiscal accountability and audit readiness. • Lead negotiations with internal stakeholders and external vendors to secure optimal commercial terms and favourable conditions, ensuring that all contractual documentation is legally sound and strategically aligned. • Collaborate with procurement and legal experts to manage the contract lifecycle. • Design and implement key performance indicator frameworks and reporting mechanisms to continuously assess vendor performance, driving optimisation and development of organisational policies and standard operating procedures.