Description

The Pet Food Industry Association of Australia (PFIAA) is the peak industry body representing manufacturers and suppliers of pet food in Australia. PFIAA’s mission is to support a safe, sustainable, and sciencebased Australian pet food sector, while advocating for proportionate regulation, trade facilitation, and policies that support pet health, animal welfare, and consumer confidence.

PFIAA plays a critical role in:

     Representing the Australian pet food industry to government, regulators, and stakeholders

     Supporting compliance with Australian regulatory frameworks

     Driving coordinated advocacy on behalf of members

     Engaging with domestic and international counterparts to align approaches and share best practice

PFIAA is seeking proposals from suitably qualified Association Management Companies (AMCs) or independent consultants to deliver an association management and advocacy service.

This RFP is informed by PFIAA’s strategic priorities and draws on bestpractice association management models commonly used by national and global industry bodies.

Requirements

Schedule 1 AGREEMENT DETAILS

1. Commencement Date prior to 3rd July 2026

2. Completion Date Rolling contract subject to agreed terms

3. Executive Officer services: 

Manage national conference & annual dinner, including topics, speakers, sponsorship, venue selection & management, development & delivery of promotional materials, deliver the program successfully (supported) including any economics briefing (ABS & industry report) 

Contact point for members, identify issues and encourage participation 

Issue information relevant to members’ interests and circulate to members (supported) 

Provide a co-ordination point for audits against AS5812-2017/2023 and additional requirements for exporting members 

Provide information for importing members 

Respond to member grievance issues within the scope of the role 

GAPFA contact point Inform and involve members in relevant international developments 

Support GAPFA secretariat and workstreams, as required Attend annual GAPFA Conference, participate in online meetings, where required 

Support Committees as required with background research and development of issues 

External relationships & representation – be the contact for the pet food industry, stakeholders, and regulators 

Respond to technical consumer enquiries, as required 

Maintain regular contact with key Government officers and officials, and other stakeholders 

Attend all Department of Agriculture, Fisheries and Forestry (DAFF) committee meetings 

Manage issues surrounding export certification with DAFF Market Access Branch and Non-Prescribed Goods Teams, and operation of the Letter of Exchange 

Manage issues around imported product and ingredients with DAFF 

Manage contract of certifying body MOU and DAFF LOE obligations (reporting of audit reports and member listing approvals) 

Arrange regular contact with Australian Veterinary Association, RSPCA and other organisations to facilitate joint working group endeavours 

Receive and respond to PetFAST reports and distribute to the respective member and non-member Initiate industry investigations, where required and if possible 

Manage the PetFAST reporting process and education activities 

Manage all PetFAST reporting Represent PFIAA at DAFF Pet Review Committee meetings 

Manage AVA/PFIAA discussion forums, as required 

Manage legal responses 

Attend Pet Leaders Forum, attend conferences (in NZ) and liaise with the New Zealand Petfood Manufacturers Association (NZPMA), as required 

Pet Food Standard AS:5812 management, policy development, internal compliance management. Primary contact for DAFF re PFIAA audits. Liaise with DAFF to maintain requirements of export listings as required by Letter of Exchange including audit recommendations and any critical non-conformances communication relating to the LOE

Industry Development Issues 

Attend meetings relevant to the pet food industry 

Coordinate the development of industry initiatives such as industry standards, overseas delegation co-ordination, promotion of industry relations etc, as required 

Represent the association as required or support association member representation on GAPFA global association work groups and relevant meetings in conjunction with the Executive and relevant working groups 

Proactively address emerging issues 

Create, and model a code of conduct based on integrity across industry and compliance with AS5812-2017/2023 

Represent PFIAA on Standards Australia Committee – FT-033. 

Act as the PFIAA public representative with industry, government agencies, universities, other industry associations and media 

Work with members to foster participation and compliance with AS5812-2017/2023 

Work or liaise with members where an incident, stock withdrawal or product recall has occurred 

Manage a crisis event with the assistance of a PR Consultant. This includes industry, media, and public responses 

Develop policies and procedures, as required 

Governance 

Develop the annual budget for Executive Committee approval 

Manage expenditure to reduce costs where possible Oversee financial and administration services 

General Services: Arrange four executive meetings, max. of 8 technical working group meetings (3 WGs), 3 general meetings and an AGM each year 

Preparation and distribution of agendas and meeting documentation 

Organise venue, facilities, and catering for meetings 

Distribute communications/promotions to members 

Manage Member Register 

Prepare and add documents to the app and send notifications. 

Maintain member information on PFIAA website 

Maintain backend and front end of PFIAA website, including member logins, liaison with website developers for issues, creation of new users 

Document PFIAA policies and processes for transparency and future continuity of operations 

Respond to, manage (if required) and log all enquiries/complaints 

Request articles for the website from the COMMS WG and image (EM) 

Send article to developer for upload and social media company for ad creation 

Correspond with members, send important information asap Manage Market Access Spreadsheet 

Prepare power point presentations, as required 

Ensure the Association complies with the PFIAA Rules 

Accounting: Prepare quarterly reporting, bookkeeping, accounts payable & receivable, debtors, BAS, annual audit (audit at PFIAA cost) 

Positive Inclusions for consideration: A registered office, Invitations to expert briefings on issues such as workplace relations, OHS, workers’ compensation management, environment, energy and trade issues In house meeting facilities including meeting rooms, video conferencing via Teams and teleconferencing

4. Fees The full fee for 12 months is $TBC plus GST. The contract term commences 01/07/2024. Subject to clauses 2.3 and 7.2, an automatic increase of 3% each year PFIAA will be invoiced quarterly in advance

5. Key Personnel [current application] – Executive Officer

6. Other Expenses: All travelling Expenses incurred by the Executive Officer or Administrator in travelling to a location other than the dedicated offices in which he or she is employed in the State/Territory will be reimbursed by the Association upon receipt of the tax invoice or receipt to which they relate. ‘These costs will only be incurred on behalf of the association with the express consent of the board. Special Services: Any required services outside of this agreement will be changed at $250 plus GST per hour. All additional or Special Services will be in accordance with instructions provided by the Association.