Buyer

Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Supply Management, Level AJob TitleBuyerDepartmentProcurement Services | Supply Management | Financial Operations | VP Finance and OperationsCompensation Range$5, $8,323.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End DateSeptember 24, 2024

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Please note that this position will be hired between the monthly minimum ($5, and midpoint ($6, salary for the role. Midpoint salary reflects a candidate with full qualifications and at least 4 years experience. Thank you

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

The position is responsible for the overall procurement activities at assigned faculties/admin units and will work to identify needs and provide advice and education on the correct and consistent usage of appropriate workflow channels and effective business practices to maximize the utilization of procure-to-pay programs and processes. The successful incumbent critically reviews requests for service, provides advice to address issues and triages and facilitates processing in line with departmental practices and operational lines of service. The position is customer service focused and it is essential that the incumbent builds strong working relationships with faculty, administrative units and other key stakeholders across the University community. The Buyers are co-located within the Faculties/Admin Units they support.

Organizational Status

Reporting to the Team Lead, the Buyer plays an integral part in providing procurement services for the campus community and is required to maintain a strong working relationship with the faculty/admin unit it supports. The position will work closely with the Procurement Partners to ensure client needs are met and communication is aligned.

Work Performed

Procurement Coordination
- Works with their assigned Faculty/Admin Unit and procurement partners to understand and ensure successful fulfillment of their procurement activities.
- Provides critical assessment and guidance to faculty and staff in all aspects of procurement, including the interpretation of related policies and procedures.
- Resolves problems with end users and suppliers. Researches and identifies options, solutions and action plans to address issues.
- Demonstrates the procurement function as an effective resource for addressing supply chain issues within UBC.
- Supports consistent sourcing and contracting activities through the use of standard document templates, maintaining adherence to established Supply Management processes and practices.
- Identifies potential sources, gathers competitive quotes, and recommends suppliers.
- Manages Faculty/Admin Unit forecasts and upcoming contract expiries (as assigned).
- Collaborates with members of Supply Management (Senior Procurement Officer; Procurement Officer) regarding complex or unusual procurement matters.
- Demonstrates success in achieving high levels of unit satisfaction
- Develops/maintains strong relationships with faculty/admin units

Project Coordination
- Manages small to medium procurement projects, with low to medium financial risk to the university; provides procurement advice and direction for all stages of the project management cycle.
- Oversees the execution of project activities ensuring that they adhere to the procurement project plan and best practices. Identifies variances and works with stakeholders to investigate, provide risk assessment, and provide solutions.
- Prepares various reports to support project costs, key performance indicators, and assessment against outcomes.
- Supports data gathering, delivery and reporting of SLAs/ KPIs related to Procurement Services and supports reporting to Faculty/Admin Unit as required.
- Participates in identifying processes and systems that require improvement, mapping current processes, re-designing processes, and making recommendations for changes.

Administration
- Ensures all procurement activities are in compliance with regulations, laws and related procurement best practices in accordance with the University s standard practices.
- Monitors and expedites open purchase orders.
- Reviews requisitions to proactively facilitate accuracy and completeness. Provides guidance and works with the Procurement and Logistics Processors to resolve questions/issues.
- Works with requestors to enable requisitions, purchase orders, and payments. Communicates with suppliers to support smooth order placement, delivery and payment.
- Prepares and maintains accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow up for financial audit control.
- Ensures that administrative tender activities are acted upon and completed within the targeted turnaround times as a Key Performance Indicator (KPI).
- Communicates ongoing issues to management
Performs other related duties as required

Consequence of Error/Judgement

The Buyer plays an important role in the successful delivery of optimum procurement tools for the University. Actions taken or ignored by the Buyer will have a direct impact on how efficiently and effectively the systems and processes will perform and function. Errors in judgment, poor analysis, or failure to act decisively could have a detrimental effect within Financial Operations and on the campus at large resulting in financial losses and liability to the University.

Supervision Received

Works autonomously under broad directives received from the Team Lead. Performance subject to periodic review for soundness of judgement, leadership, overall effectiveness and attainment of objectives

Supervision Given

The Buyer works independently.

Minimum Qualifications

- Willingness to respect diverse perspectives, including perspectives in conflict with one's own
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Two-year diploma in Purchasing Management.

Working towards the Supply Chain Management Professional (SCMP) designation or equivalent designation would be an asset.

ERP experience would be an asset.

Working knowledge of the end-to-end procurement cycle.

Prior commercial purchasing experience would be an asset.

Customer service experience would be an asset.

Ability to work in fast-paced, high volume and demand environment.

Ability to understand and write purchasing contracts.

Ability to work with a team in a fast-paced environment.

Ability to time manage.

Ability to communicate clearly.

Ability to build strong relationships with stakeholders.

Ability to negotiate strong deals on the faculty/admin units behalf.

Emphasis on customer service experience and pursuit of customer service excellence is essential. Strong interpersonal skills required to provide a high level of customer service.

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