Assistant Procurement

6 days ago

North York, Canada Morson Talent (Canada & USA) Full time

Location: North York, ON

Contract Duration: 1 year with an option to extend the contract by 2 years in 1 year increments

Working Hours: 35 hours per week


Job Title: Assistant Procurement and Contract Specialist (PCS)


Overview of Role

The Assistant Procurement and Contract Specialist (PCS) plays a vital role in the administration of the contracts for design, engineering, and technical services, with a focus on post-award activities. This position ensures contractual compliance, mitigates risks, and supports successful contract execution, while maintaining the highest standards of quality and accountability.


Key Responsibilities

Contract Administration:

  • Oversee post-award contract activities within the design, engineering, and technical services category.
  • Review and interpret contract requirements, tenders, and documents to align with contracting strategies and protect organizational interests.
  • Evaluate vendor submissions, including work plans, change requests, amendments, and invoices, ensuring alignment with contractual terms and scope of work.

Vendor and Stakeholder Management:

  • Negotiate staff rates for vendor services to ensure fair market value.
  • Analyze, negotiate, and process commercial aspects of work plans and assignment releases.
  • Collaborate with project delivery teams and vendors to resolve contract inconsistencies, irregularities, and performance issues.

Risk Management and Compliance:

  • Enforce contractual obligations, including penalty clauses and liquidated damages, escalating complex issues to the Category Manager as necessary.
  • Monitor contract progress and compliance, providing detailed status reports to management and project teams.
  • Implement claims avoidance and mitigation strategies while evaluating contract amendments and change requests.

Payment Administration:

  • Administer the payment process, including invoice verification, holdback releases, and final payments in compliance with contractual terms.
  • Review and prepare estimates for materials, labor, and equipment, assessing contractor claims and proposed amendments.

Procurement Support:

  • Prepare commercial documentation for procurement processes, including RFPs, RFBs, RFIs, and contract development.
  • Oversee Requests for Quotes, contract amendments, and change directives, and contribute to procurement board reports.

Continuous Improvement:

  • Contribute to the enhancement of contract management systems, standards, and procedures.
  • Provide expertise to improve contract management processes and ensure alignment with organizational goals.

Additional Duties:

  • Attend progress and engineering review meetings.
  • Prepare performance review reports and address vendor performance concerns.
  • Support contract closeout processes and other tasks as assigned.


Qualifications and Skills

Education and Experience:

  • University degree or college diploma in Finance, Accounting, Business, Supply Chain Management, Construction Management, Engineering, or a related discipline, or equivalent education and experience.
  • Minimum of two years’ experience in contract administration and/or procurement in public or private sectors.

Core Competencies:

  • Strong attention to detail and ability to deliver high-quality work with minimal supervision.
  • Excellent problem-solving, organizational, interpersonal, and communication skills.
  • Well-developed analytical and negotiation skills.
  • Proficient in personal computing and software applications relevant to the role.

Technical Expertise:

  • Solid understanding of engineering, construction, and procurement practices, including the Construction Act.
  • Knowledge of union and trade agreements and contract management techniques.
  • Familiarity with material sourcing and supply chain processes.


Preferred Assets:

  • Certification from professional bodies such as Supply Chain Management Association Ontario or Ontario Public Buyer’s Association.
  • Experience with high-value, complex procurement processes, including RFP and NRFP development, bid analysis, and contract negotiation.
  • Familiarity with managing Commercial Confidential Meetings (CCMs).


Other Requirements:

  • Comprehensive understanding of the Ontario Human Rights Code and accessibility requirements.
  • Capability to multitask and manage priorities effectively in a fast-paced environment.
  • Commitment to meeting performance KPIs and maintaining compliance with organizational policies.

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