Lana Treen

Procurement Specialist for Tauranga City Council's Civic Development Team, delivering a significant $350M city redevelopment programme on schedule, within budget, and to client satisfaction.

This role involved managing multiple projects and contracts while ensuring compliance with legal and internal policies. Key responsibilities included providing expert technical advice and support to City Development Team project managers on procurement and contracts, covering planning, tender evaluation, supplier sourcing, document preparation, contract drafting, data analysis, and reporting, all delivered promptly and accurately to support the programme. Key tasks included maintaining accurate records, meeting reporting needs, and capturing required data. The position was fast-paced and demanding, requiring experience, adaptability, and a proactive approach.

Key Deliverables

• Provide expert advice on procurement best practices and contract management.
• Ensure procurement activities address both legal and relevant operational risks while maintaining processes aligned with industry-leading commercial standards.
• Ensure compliance with company policies and industry regulations during the procurement process to minimise risks.
• Enhance team members' commercial disciplines, such as selecting appropriate contract forms, developing negotiation strategies, structuring pricing, and conducting benchmarking exercises.
• Support project managers to optimise value delivery and improve project outcomes.
• Coordinate the end-to-end tender process and ensure probity throughout the tender and evaluation phases.
• Facilitate transparent bidding processes for supplier selection, ensuring fairness and adherence to established guidelines.
• Drive standardisation across procurement processes to create greater consistency, improved efficiency, and reduced errors.
• Input, analyse and report on data covering all aspects of procurement operations.
• Assist in the procurement planning and documentation process.
• Prepare precise financial reports and progress updates for stakeholders.
• Prioritise health and safety, as well as broader cultural, economic, environmental, and social objectives in all supplier sourcing and management activities.
• Foster approachability, supportiveness, and effectiveness within procurement, and facilitating strong communication and collaboration among internal teams and client representatives.
• Identify opportunities to consolidate procurement requirements to deliver value by leveraging economies of scale and reducing costs associated with multiple supply arrangements.
• Remain informed about local and national supply chain networks to ensure sustainability and competitiveness of supply chains.
• Actively contribute to the continuous improvement of procurement and contracting functions.
• Serve as an integral member of cross-functional teams to collaborate, share knowledge, industry insights, and commercial best practices.
• Mentor staff individually and in groups to impart expertise and provide guidance on procurement and contract management, including risk assessment and health and safety requirements.

Self-Learning and Ongoing Development

• Completed Communicate Powerfully 6-month course.
• Participation in various courses, webinars, and conferences.
• Regularly reviewing information on Local Government, Office of the Auditor General, and NZ Government Procurement Rules and guidance to maintain up-to-date internal policies and processes.

As the Senior Procurement Officer for the Whanganui District Council (WDC), I solely managed and delivered the entire of Council's procurement requirements, reporting to the Chief Financial Officer. This meant supporting the whole of Council with their end-to-end procurement needs. However, supporting the Infrastructure and Places and Spaces teams was my main priority.

Throughout my tenure at WDC, I cultivated a proactive approach to procurement leadership by not only focusing on operational excellence but also prioritising compliance, value creation, and forward-thinking solutions. My responsibilities extended to designing and implementing tailored training modules for team members, fostering a shared commitment to ethical sourcing practices and continuous capability development. In addition to core procurement activities, I actively contributed to process optimisation initiatives, championing the adoption of digital tools and streamlined workflows that improved both transparency and efficiency. My efforts in risk identification and mitigation not only safeguarded Council interests but also promoted a culture of informed decision-making across departments.

By championing cross-departmental collaboration, I ensured that procurement was embedded as a strategic partner within Council operations, rather than merely a transactional function. This holistic view enabled more robust risk assessments and empowered staff to make informed, accountable decisions aligned with our community's needs and values.

During my tenure, I was frequently called upon to navigate complex procurement challenges and foster collaborative relationships with both internal stakeholders and external partners. My role required a nuanced understanding of legislative frameworks, commercial acumen, and an ability to balance regulatory compliance with innovative sourcing strategies. I developed tailored procurement approaches for diverse projects—ranging from infrastructure and building asset upgrades to specialised service contracts—ensuring alignment with Council objectives and community outcomes.

My position required the agility to adapt to shifting priorities, legislative updates, and organisational restructuring, all while maintaining uninterrupted support for Council functions. I consistently leveraged data-driven insights and market intelligence to inform procurement strategies, improve supplier performance, and identify opportunities for sustainable outcomes. Building strong, trust-based relationships across departments and with external providers was fundamental to my approach, ensuring open communication channels and alignment with Council's broader vision.

In recognition of the sector's evolving digital landscape, I spearheaded initiatives to modernise procurement documentation and reporting systems, resulting in more streamlined, transparent, and auditable processes. I was instrumental in championing the use of analytics to proactively monitor spend patterns, flag potential risks, and support evidence-based decision-making. I was responsible for regularly reviewing, updating and improving the Procurement Policy, writing the Procurement Process manual, writing reports with sound and justified rationale to support my recommendations to Council to allow for changes to the Policy, continuous improvements of our processes and systems which included successfully designing and developing a fit-for-purpose procurement and contracts digital system to function as a one-stop-shop for procurement data capture, analytics, and reporting. This commitment to innovation allowed the Council to remain both compliant and competitive, continually delivering value to our community.

My dedication to professional growth prompted me to pursue advanced learning opportunities, such as industry-recognised courses and sector-specific webinars, ensuring our procurement strategies reflected contemporary standards and best-in-class methodologies.

Having been positioned within the Finance Team, I have a sound understanding of Council's Annual and Long-term Plans process.

Key Deliverables

Provide expert support, advice, and guidance to project managers throughout the organisation, including both new and experienced procurers as well as mid-to high-level project managers, in relation to:

• Collaborate with project managers and technical teams to deliver outcomes that meet value-for-money objectives efficiently and effectively.
• Prepare and present comprehensive activity reports.
• Lead procurement planning and sourcing initiatives, incorporating market intelligence analysis and risk assessment (e.g., evaluating saturated markets and supply chain challenges).
• Conduct research to identify market suppliers, initiate engagement, and manage onboarding to the tender portal.
• Draft and review RFx and contract documentation.
• Provide expert guidance and support on market engagement strategies, including Expressions of Interest, Requests for Tenders, Proposals, Quotes, and Direct Negotiation.
• Advise on tender evaluation methodologies such as weighted models, lowest price conforming, target pricing, or Brooks Law.
• Offer information and recommendations on a range of contract agreement options, including New Zealand Standard Construction Contracts (NZS3910, etc.), Government Model Contracts, ACENZ for Consultant Engagement, and supplier-issued agreements.
• Coordinate the end-to-end tender process and ensure probity throughout the tender and evaluation phases.
• Request and assess financial viability reports for preferred suppliers.
• Support procurement officers in utilising contract management software for activities such as managing variations, extensions, and re-tendering service and maintenance contracts.
• Provide advice on contract management tasks and related obligations.
• Act as the primary point of contact for Respondents during the tender process, addressing technical and procedural enquiries.
• Maintain up-to-date knowledge of the WDC-Downer Roading Alliance Contract.
• Remain informed about procurement policies, principles, rules, best practices, and all relevant legislation pertaining to WDC, Local Government (LG), the Office of the Auditor General (OAG), NZ Government Procurement (NZGP), and NZTA Waka Kotahi.
• Policy, Processes, Systems, and Documentation:
• Review and update the Procurement Policy every three years or as needed (e.g., Broader Outcomes).
• Procurement Process: Create and maintain the Procurement Process document.
• Develop an efficient Contract Management system within the share point system which meets requirements for record-keeping, as well as providing data, stats, and trend reports.
• Establish a central folder for procurement and contract templates.
• Create new internal procurement templates as required.
• Monitor procurement and contract processes for compliance and best practices.
• Identify process gaps and support project managers with corrective actions and training.

Reporting

• Strategic contract management reports by category, such as procurement methods, contract type, and comparison of estimated vs awarded sums.
• Full Business Cases, Procurement Plans, and Recommendation Reports.
• Monthly updates on new financial commitments.
• Audit NZ reports by financial year, with breakdowns by contract volume, status, category, type, and value.

Self-Learning and Continuous Improvement

• Completed the NZ Institute of Highway Technology training on NZS3910:2013 Conditions of Contract.
• Participated in "Collaborative Culture" programmes.
• Attended a range of courses, webinars, and conferences.
• Regularly reviewed publications and guidance from Local Government, NZTA Waka Kotahi, Office of the Auditor General, and NZ Government Procurement Rules to ensure internal policies and processes remain up to date and aligned with current standards.

My primary responsibility was assisting the Crown Solicitor & Senior Partner with trial preparation, particularly managing legal documents. The Crown Solicitor specialized in criminal and public law, often advising the Department of Conservation and the New Zealand Transport Agency.

This role required adaptability, multitasking, and working under pressure.

(I held this position briefly as the Crown Solicitor relocated from Whanganui to Wellington.)

This demanding role at a leading UK serviced office property company involved supporting the company's successful float on the London Stock Exchange, completed in just six months under intense pressure and long hours.

I served as the primary communication link between the Finance Director and auditors, accountants, lawyers, directors, suppliers, and staff, ensuring professional and efficient coordination through strong interpersonal skills and initiative.

As the Group Executive Assistant, I supported two Company Directors and the Company Secretary by effectively multitasking, prioritising tasks, managing time, and maintaining open communication.

Key Deliverables

• Project coordination.
• Event management and sponsorship acquisition.
• Typing and proofreading lengthy documents.
• Handling confidential and urgent correspondence.
• Liaising with international offices.
• Organising international travel and accommodation.

Temporary position.

Executive Assistant to two Heads of Division and administrative assistance to a division of 25 civil servants within a UK Government Department.

Key Deliverables

• Drafting documents for the Heads of Division.
• Proofreading extended papers.
• Preparing expense claims.
• Typing letters and producing documents.
• Managing diaries, including scheduling meetings with both internal and external parties.
• Taking minutes.
• Participating in meeting discussions and brainstorming sessions.
• Assisting in developing the Business Continuity Procedure for evacuations.
• Managing correspondence for the Heads of Division, including email.
• Providing divisional administrative support, such as addressing IT and telecommunications matters.
• Delivering presentations to new starters.
• Organising domestic travel and accommodation.

Temporary position.

Key Deliverables

• Providing comprehensive administrative support to branch administrators across the United Kingdom.
• Coordinating the procurement of office equipment and mobile devices for all UK locations.
• Overseeing the leasing process for company vehicles nationwide.
• Arranging and monitoring corporate insurance coverage for property and equipment.
• Liaising with, and negotiating agreements with, suppliers.
• Conducting product research.

• Worked part-time as a second job, transitioned to full-time, then resumed part-time while pursuing studies.

• Various short-term office temp roles