Administration Coordinator

Our client is seeking an Administration Coordinator to support the delivery of security training within the department. 

Your duties include, but are not limited to:
  • Management of the security training inbox
  • Administrative support for the design, development, delivery and evaluation of training courses and awareness initiatives
  • Development and maintenance of security training content on the intranet, Frequently Asked Questions (FAQs), guidance material and Standard Operating Procedures
  • Management and reporting of security training enrolments, completions, results and statistics using PeopleSoft Enterprise Learning Management (ELM) system
  • Effective engagement with key line areas within the Security Branches and other agencies
To be considered you must possess the following skills and experience:
  • Previous experience in a similar role
  • Demonstrated experience in an adult learning environment
  • Excellent administrative and communication skills
  • Ability to work autonomously, apply self-initiative and prioritise workloads in order to meet tight deadlines
A minimum NV1 security clearance (with the ability to obtain an NV2) is highly regarded.

You must be an Australian Citizen to apply.






  Commonwealth of Australia




Department of Foreign Affairs and Trade

Request for Quote (RFQ) 


RFQ Title

SB 393 – Training Coordination Officer - OTS


RFQ Issue Date

 14th May 2019




Security Training Section has a requirement for the engagement of a training coordination officer to support the delivery of security training.


The role includes:

  • management of the security training inbox providing well considered guidance and timely advice to enquiries from DFAT, government and attached agency staff
  • administrative support for the design, development, delivery and evaluation of training courses and awareness initiatives
  • development and maintenance of security training content on the intranet, Frequently Asked Questions (FAQs), guidance material and Standard Operating Procedures
  • management and reporting of security training enrolments, completions, results and statistics using PeopleSoft Enterprise Learning Management (ELM) system
  • effective engagement with key line areas within the Security Branches, Diplomatic Academy, DFAT and attached agencies

Skills and Experience:

Our ideal person works well in a small team environment, applies self-initiative, operates autonomously, can prioritise workloads in order to meet tight deadlines and has excellent administrative and communication skills.

Demonstrated experience in an adult learning environment is desired but not essential.




Proposed Commencement Date: 01 July 2019

Proposed Completion Date: 30 June 2020; and

Extension Period: 2 x 12 months (01 July 2020 to 30 June 2021 and 01 July 2021 to 30 June 2022)



Delivery Location

John McEwen Ave

RG Casey Building

Barton ACT 0021



Specified Personnel

The following contractor personnel are to be provided:


Hourly rate






Security Clearances

The resource is required to hold a current Negative Vetting Level 1 (with the ability to obtain a security clearance to Negative Vetting Level 2) or current Negative Vetting Level 2

Security Requirements

The resource must ensure that Specified Personnel comply with:

  1. the Commonwealth Protective Security Policy Framework and DFAT’s Security Instructions and
  2. any directions issued by DFAT in relation to security.


Reimbursable Costs




Evaluation Methodology

DFAT will conduct an evaluation of candidates based on the following criteria:  

  1. Ability to meet the Requirement (Clause 3) and Skills and Experience (Clause 4) requested in this RFQ
  2. Level of experience in a similar role
  3. Performance at Interview (if requested)
  4. Availability
  5. Price per hour
  6. Referee Reports


Quote Format

The Quote must be provided in the following format:

Price Proposal

A price proposal to be submitted in the following format:

[please provide an hourly rate or daily rate



Unit Price

(tax exclusive)

Taxes (if any)

Total Price (incl all taxes)














[insert quote price]



Closing Time

5pm Tuesday 28th May 2019


Quote Lodgement

Please submit Quotes and any questions by email to:

Contact Officer:          Procurement Officer

Email Address:  


1. Quote Conditions

Quotes are subject to the Conditions outlined below. Potential suppliers must submit offers on the form provided with all details provided in English and with prices quoted in a single currency.


2. Quote Lodgement

DFAT will grant extensions to the Closing Time only in exceptional circumstances and, if granted, will apply equally to all potential suppliers. DFAT will not consider any quotes received after the Closing Time specified in the RFQ unless DFAT determines in its sole discretion that it has caused or contributed to the failure to lodge by the Closing Time.

The quote must be lodged as set out in “Quote Lodgement” in the RFQ.


3. Validity

Quotes must remain open for acceptance for 60 calendar days from the Closing Time.


4. Alterations

DFAT may decline to consider a quote in which there are alterations, erasures, illegibility, ambiguity or incomplete details.


5. Inconsistencies

If there is inconsistency between any of the parts of the RFQ the following order of precedence shall apply:

(a) RFQ;

(b) Terms of Reference;

(c) these Quote Conditions;

so that the provision in the higher ranked document will prevail to the extent of the inconsistency.


6. Amendments and Queries

DFAT may amend, or clarify any aspect of the RFQ prior to the RFQ Closing Time by issuing a formal amendment to the RFQ in the same manner as the original RFQ was distributed. Such amendments or clarifications will, as far as is practicable be issued simultaneously to all parties.

Any queries regarding this RFQ should be directed to the Contact Officer identified in the RFQ.


7. Clarification

DFAT may, at any time prior to execution of a contract, seek clarification or additional information from, and enter into discussions and negotiations with, any or all potential suppliers in relation to their quotes. In doing so, the DFAT will not allow any potential supplier to substantially tailor or amend their quote.


8. Confidentiality of Potential Supplier Information

In their quote, potential suppliers must identify any aspects of their quote that they consider should be kept confidential, with reasons.

Potential suppliers should note that DFAT will only agree to treat information as confidential in cases that it considers appropriate. In the absence of such an agreement, potential suppliers acknowledge that DFAT has the right to disclose the information contained in their quote.


9. Alternatives

Potential suppliers may submit quotes for alternative methods of addressing DFAT’s requirement described in the RFO where the option to do so was stated in the RFQ or agreed in writing with DFAT prior to the RFQ Closing Time. Potential suppliers are responsible for providing a sufficient level of detail about the alternative solution to enable its evaluation.


10. Reference Material

If the RFQ references any other materials including, but not limited to, reports, plans, drawings, samples or other reference material, the potential supplier is responsible for obtaining the referenced material and considering it in framing their quote.


11. Price Basis

Prices quoted must be provided as a fixed maximum price and show the GST exclusive price, the GST component and the GST inclusive price.

The Contract Price must be inclusive of GST and all other taxes, duties (including any customs duties) and any government charges imposed or levied in Australia or overseas. The Contract Price, which must include any and all other charges and costs, will be the maximum price payable by the DFAT for the Goods and/or Services.


12. Evaluation

DFAT will evaluate quotes in accordance with the Commonwealth Procurement Rules and this RFQ to determine the best value for money outcome for DFAT. DFAT will notify unsuccessful suppliers of the final decision following award of a contract and suppliers may request a verbal debriefing following the award of a contract.


13. Financial information

If requested by DFAT, potential suppliers must be able to demonstrate their financial stability and ability to remain viable as a provider of the Goods and/or Services over the term of any agreement.

If requested by DFAT, the potential supplier must promptly provide DFAT with such information or documentation as DFAT reasonably requires in order to evaluate the potential supplier’s financial stability.




14. Referees

DFAT reserves the right to contact the potential supplier’s referees, or any other person, directly and without notifying the potential supplier.


15. Reporting Requirements

Potential suppliers acknowledge that DFAT is subject to legislative and administrative accountability and transparency requirements including disclosure to Parliament and its Committees.

Without limiting DFAT’s right to disclose other information, for any contracts awarded, DFAT will publicly disclose the supplier’s name, postal address and a range of details about the Contract, including contract value and the names of any subcontractors engaged in respect of the Contract.

Potential suppliers should also note the requirements of the Freedom of Information Act 1982.


16. Unpaid Employee Entitlements

Potential suppliers acknowledge that the DFAT will not contract with a potential supplier where it or a proposed subcontractor has a judicial decision against it (excluding decisions under appeal) relating to unpaid employee entitlements where the entitlements remain unpaid.


17. Conflict of interest

Potential suppliers must notify DFAT immediately if any actual, potential or perceived conflict of interest arises (a perceived conflict of interest is one in which a reasonable person would think that the person’s judgement and/or actions are likely to be compromised).


18. Collusion and Unlawful Inducements

Potential suppliers and their officers, employees, agents and advisors must not engage in any collusive, anti-competitive conduct or any other similar conduct with any other potential supplier or person or quote any unlawful inducements in relation to their quote or the RFO process.

Potential suppliers must disclose where quotes have been compiled with the assistance of current or former DFAT employees (within the previous 9 months and who was substantially involved in the design, preparation, appraisal, review, and or daily management of this activity) and should note that this may exclude their quote from consideration.


19. DFAT’s Rights 

DFAT, at its discretion, may discontinue the RFQ; decline to accept any quote ; terminate, extend or vary its selection process; decline to issue any contract; seek information or negotiate with any potential supplier that has not been invited to submit a Quote; satisfy its requirement separately from the RFQ process;

Terminate negotiations at any time and commence negotiations with any other potential supplier; evaluate quotes as DFAT sees appropriate; and negotiate with any one or more potential suppliers.


21. Child Protection Policy

Tenderers should note that the Child Protection Policy applies to this procurement.
Canberra (Canberra)