Contracts and Vendor Management Officer

1 week ago

Scarborough Village, Ontario, Canada Centennial College Full time

Job Number:

  • J Job Title:
  • Contracts and Vendor Management Officer
  • Job Type:


 Permanent FT Support
  • Bargaining Unit:


FT Support
  • School/Department:
  • Finance & Business Development
  • Campus/Location:
  • 325 Milner Ave.
(current) / Progress Campus / Hybr- Pay Range:

- $ $38.75/Hour
  • Pay Band:
  • Support H
  • Hours/Week:
  • 35 Shift Schedule:
  • Monday to Friday 8.30 am 4.

30 pm- Date Posted:

  • March 7, 2023
  • Closing Date:
  • March 14, 2023We also recognize that Centennial is situated on the Treaty Lands of the Mississaugas of the Credit First Nation and pay tribute to their legacy as well as that of all First Peoples that have been and remain present here in Toronto. We recognize that First Peoples come from sovereign Nations and that part of understanding our responsibilities of residing on this territory are understanding the true history, circumstances and legacy of the Treaties signed here (such as the Toronto Purchase, Robinson-Huron Treaty and Williams Treaties) and including precontact Treaties and Agreements between sovereign Nations and that all peoples in this area are therefore Treaty people with obligations and responsibilities to all our relations.

Position Summary:

Centennial College is seeking a Contracts and Vendor Management Officer to join the Procurement Team.

Under the supervision of the Manager, the incumbent is responsible for providing purchasing services to the college while maintaining good vendor relationships, assist requisitioners with non-performance issues, maintaining the contract database for accuracy, and provide recommendations to the Manager, as needed.

The incumbent will represent the department when engaging and working with all areas of the college, both fostering collaboration and improving recognition.


Responsibilities:

Vendor Management

  • Analyze client or supplier issues and collaborate with requisitioners to develop solutions
  • Provide technical guidance on contract performance for purchase orders by advising and collaborating on methods to improve and sustain efficient delivery of college contracts.
  • Research vendors, develop and maintaining strong vendor relationships, and attend vendor meetings to ensure compliance with College policies
  • Maintain contract expiry list and provide recommendations to requisitioner
  • Monitor sales trends to determine which products or services are more popular than others.
  • Assist in establishing standards by which to assess the performance of approved vendors.
  • Collect, verify, and maintain vendor data in Banner Finance system including banking information, and checking vendor status
  • Ensure vendor information from other collaborative agencies (e.g., OECM) current and complete
  • Collect and maintain Signing Authority Forms and ensure compliance with the Signing Authority policy
  • Provide the appropriate level of training, guidance, and support as it relates to Purchasing Policies & Procedures to internal/external clients and responding to requests from internal/external clients regarding purchasing procedures.
  • Assist in interpreting the purchasing guidelines and informing suppliers and College when changes occur.
  • Provide contract filing training and administrative support to internal clients
  • Provide support to manager on any insurance related matters defined in contracts and liaise with insurance agency in providing advice on contract wording.

Contract Management

  • Coordinate existing college contracts and maintain centralized database to ensure contracts are signed as per College policy
  • Adhere to record retention policy as part of the procurement policy
  • Research contract database solutions, naming convention, and develop a process and policy for contract access College wide approved requisitioners in compliance with College policies, departmental guidelines, Ministry requirements and established purchasing practices
  • Research a central site for housing contracts and provide information to Manager and IT for possible implementation
  • Develop training materials for distribution College wide and attend training and information sessions as required
  • Ensure existing contracts meets the current needs of the requisitioning department, including linking contracts to purchase orders, and RFP or RFQ processes, run by Centennial or through Merx, OECM, Federal or Provincial agencies.
  • Provide assistance in reviewing contracts attached to purchasing documents and access internal or external expertise as required
  • Collect and summarize statistical contract data as required for the College's purchasing activities and Ministry requirements
  • Monitor transactions values under contract to ensure legislative compliance and report spending metrics

Purchasing Duties:

  • Process purchase requisitions including reviewing for accuracy, verifying approvals, account allocation, and taxes according to purchasing policies and procedures
  • Liaise with requisitioners on missing signatures, quotations,

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