Body:
Procurement & Contract Specialist, Office of Procurement and Contracts
Required Position
Full-Time Appointment
Responsibilities
Reporting to the Director of Procurement, Risk and Insurance the incumbent will:
- Assist the Director in providing the University Community with an interruptible flow of goods, services and construction at the best quality, delivery, service and value;
- Prepares and executes complex competitive procurement processes including preparation of Requests For Tenders, Proposals, Quotation, Prequalification, Information, Expressions of Interest documents and contracts in accordance with applicable laws and policies and procedures;
- Oversee procurement projects independently and provide recommendations to the Director, ensuring projects are completed within budget and schedule while mitigating operational, legal and financial risks;
Procurement Planning and Guidance to University Community
- Consult with departments and end-user clients to validate supply management priorities for major spend categories of goods, services and construction to ensure alignment with their business needs;
- Develop sourcing strategies for defining new/enhancing existing initiatives, analyzing client needs, and identifying potential new supply sources through reviewing and evaluating sources of supply;
- Lead research into and maintain up-to-date knowledge of supply and demand management strategies for major spend categories of goods and services;
- Plan, develop and deliver comprehensive sourcing strategies to achieve savings;
- Perform in-depth analysis of relevant information to identify opportunities and develop proposals to improve sourcing strategies including all quantitative elements (spend, contract analysis) and leveraging all qualitative inputs (supply market analysis, and demand strategies);
- Support university community providing procurement planning, professional expertise and guidance in the preparation and review of specifications, terms of reference, procurement processes and tools, and contract formation;
- Share knowledge of professional ethics, policies, procedures and relevant legislation with other staff, and provides direction and training with regards to procurement matters.
Procurement Project Leadership
- Lead a cross-sector procurement project team and manage the end-to-end procurement process for developing and implementing complex, high visibility, high risk, high spend sourcing initiatives using robust project management methods to ensure business requirements are understood and addressed and that the resultant agreements meet clients’ needs;
- Perform large-scale centralized procurement for corporate contracts, managing all aspects of the procurement;
- Plan details of procurement projects; schedule and resource needs, make recommendations regarding evaluation team participation and involvement in sourcing initiatives;
- Determine the appropriate type of procurement vehicle (RFx) and define deliverables, evaluation methodologies; pricing models; risk and mitigation strategies in accordance with applicable laws and policies and procedures;
- Draft and prepare scopes of work, deliverables, evaluation methodology for procurement of goods, services, consultants and construction in accordance with applicable laws and policies and procedures minimizing procurement risk throughout process;
- Review, comment and recommend revisions as appropriate on statements of work / scope of services / terms of reference / technical specifications;
- Prepare RFx documents and post Tenders, RFPs, RFQs and any procurement related requirements
- to solicit requirements through formal written quotations from
- suppliers in accordance with applicable laws and policies and procedures;
- Attend on-site visits with the suppliers when required as part of the competitive process;
- Evaluate proposal submissions, compare results and make recommendations to the Director on source of supply and select suppliers based on their ability to provide the goods/services and at best value in accordance with applicable laws and policies and procedures;
- Prepare and provide supplier debriefings upon request in accordance with public procurement law.
Contract Leadership
- Oversee the issuance of contracts including contract review, negotiation, contract administration and contract management while minimizing operational, legal, and financial risks;
- Negotiate and finalize agreement terms and conditions with suppliers;
- Assess, define and resolve procurement issues and escalations with stakeholders and suppliers by applying project risk management expertise;
- Conduct negotiations with suppliers on proposals, contracts and contract issues;
- Assist departments in addressing vendor performance issues and implement any subsequent corrective measures;
- Collaborate with both internal and external legal counsel, on confidential and legal matters as applicable;
General Duties
- Administer procurement information in various databases and filing of pertinent documents;
- Provide quotes, information, and recommendations on Staffing Relocations;
- Review and executes purchase orders within delegated authority;
- Develop, implement and monitor ordering following procedures as required;
- Respond to inquiries from customers, contractors, and public on procurement policies,
- procedures, services, products, tenders and proposals;
- Establish work priorities and schedules, ensuring timelines are met;
- Provide advice on requisitioning procedures and correct use of purchase orders and applications;
- Troubleshoot and assist departments and accounts payable staff with procurement related problems;
- Expedite delivery of goods to university community;
- Represent Procurement, Contract and Risk at meetings with other departments, suppliers and other public agencies as required within delegation of role;
- Effectively communicate procurement policies and procedures to university community and interpret policies and procedures as necessary during regular meetings;
- Add, update and change supplier information in the Ellucian system;
- Provide administrative support to the department and perform other duties as assigned.
Qualifications
- University degree, preferably in business or related discipline;
- Minimum of 5 years’ experience in Supply Chain, Procurement and/or Logistics; Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) and/or Supply Chain; Management Association of Ontario (SCMAO) / Supply Chain Canada (SCC) designation(s) - Certified Supply, Chain Management Professional (CSCMP) / Supply Chain Management Professional (SCMP) or approved equivalent professional purchasing or procurement specific designation;
- Comprehensive knowledge of Broader Public Sector Procurement Directives, Canadian Free Trade Agreement (CFTA) and Canada-European Union Comprehensive Economic and Trade Agreement (CETA);
- Experience in working in a diverse environment where a high degree of collaboration is required;
- Experience working in a Broader Public Sector (BPS) educational environment would be an asset;
- Comprehension of University Policy on Purchasing, other University policies and procedures would be an asset;
- Knowledge of Research Funds (i.e. CFI - Canadian Foundation Innovation, NSERC Natural Sciences and Engineering Research Council of Canada) would be an asset;
- Well-developed organizational, time management, prioritization and accuracy skills with the ability to produce under pressure;
- Excellent communication and interpersonal skills with the ability to develop and maintain relationships, networks and partnerships within the university and externally;
- Excellent negotiation and mathematical skills; Excellent conflict resolution skills;
- Proficient use of Ellucian, Microsoft Office products, G Suite, Adobe Acrobat Pro.
- Ability to work fluently, orally and in writing, in both official languages, French and English is an asset.
The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.
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Applications will only be accepted through our online form.