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Procurement Officer

3 months ago

Northwestern Ontario, Canada NOSM University | Université EMNO Full time

Job Posting

Competition Number: 2024-1912-MV

Position Title: Procurement Officer

Unit: Procurement

Salary: $64,232.17

Location: Sudbury or Thunder Bay

Term: Term Ending March 2026

Number Of Positions: 1

Closing Date: Applications close on August 23rd, 2024 at 4:00 p.m.

Under the direction of the Manager, Procurement Services, the Procurement Officer is responsible for performing procurement and purchasing related tasks, including but not limited to organizing, directing and executing procurement activities related to the acquisition of a variety of commodities and services, in direct support of the academic, administrative, research, ancillary, and other Units of the University and preparing, issuing and managing purchase orders or blanket purchase orders from authorized requisitions in accordance with University policies using NOSM University’s ERP system. This role involves ensuring the best value for money spent on supplies, materials, equipment, and services. This role requires a high degree of professionalism and a proactive approach from the initial customer request throughout the procurement process. The Procurement Officer ensures compliance with legislative and quality standards by leading and coordinating procurement processes in line with the Ontario Broader Public Sector Procurement Directives (BPSPD), the Canadian Free Trade Agreement (CFTA), the Canada-European Union Comprehensive Economic and Trade Agreement (CETA) public tendering legislation and NOSM University policies and procedures. The Procurement Officer will collaborate with the Manager of Procurement Services to meet procurement plan deliverables and targets in consultation with key University Units and stakeholders. Additionally, the Procurement Officer will support the Procurement Unit including but not limited to such tasks as preparing and maintaining electronic vendor and contract files, reviewing requisitions and issuing purchase orders as required, and managing the fiscal year end process associated with outstanding purchase orders. This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

Responsibilities:
Procurement Operations:

  • Leads and coordinates the full procurement life cycle process for RFx projects (Request for Proposals (RFP), Request for Quotations (RFQ), Request for Information (RFI), Request for Supplier Pre-Qualification (RFSQ), Best Value Business Model (BVBM), etc.) and all sourcing activities including but not limited to conducting market research, RFx development, analysis, negotiations and contract award, and management ensuring the best possible outcome for the purchase and delivery of goods and services to the university community.
  • Drafts and prepares 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.
  • Ensures proposal documents comply with legislation, trade treaties, fair business practices and all relevant policies.
  • Oversees and facilitates the evaluation process of quotations and competitive proposals to determine the optimum proposal based on established criteria.
  • Developing project plans, including timelines based on scope of project; monitoring and adjusting timelines and schedules to accommodate changes.
  • Coordinates and facilitates meetings as needed with NOSM University staff, vendor representatives, and consortium committees.
  • Acts as a RFx Bid Administrator and manages the competitive procurement processes through the University’s eProcurement Platform and conducts bid analysis/evaluations.
  • Reviews and interprets contracts and coordinate processing of contracts and post award amendments.
  • Provides guidance and assistance in obtaining quotes and in the selection of the successful vendor.
  • Remains current in the procurement industry through continuous learning and professional development.
  • Acts as the functional expert on the procurement system, providing training, documentation, support, and troubleshooting as necessary.
  • Procurement system administration and maintenance of vendor and/or contract database.
  • Add, update, and change supplier information in the ERP system.
Specific to Research Procurement:
  • Facilitates discussion between researchers and vendors, to ensure the researcher optimizes their equipment requirements.
  • Provides the necessary financial expertise for the researchers to complete their equipment budget requirements supporting their grant applications.
  • Responsible for satisfying all research grant agency audit requirements for equipment purchases.
Purchasing Functions:
  • Manages the fiscal year end process associated with outstanding blanket purchase orders.
  • Coordinates with University Units on current purchase orders to identify requirements for the upcoming fiscal year.
  • Conducts reports semi-annually on blanket purchase orders.
  • Reviews and resolve any invoice discrepancies.
  • Reviews requisition and issues purchase orders, as required.
Supplier and Contract Management:
  • Collaborates with internal and external stakeholders to ensure transparency and accountability in NOSM University procurement process.
  • Obtains and maintains supplier current Worker Safety Insurance Board (WSIB) certification and Insurance information where applicable.
  • Maintains all required procurement documentation for audit purposes.
  • Maintains and updates the contract management system for all procurement/purchasing contracts and amendments.
  • Supports the drafting of procurement contract renewals and amendments, as necessary.
Reporting/Compliance:
  • Ensures purchases are in adherence with the NOSM University purchasing policy.
  • Communicates with staff, faculty & management to ensure awareness and compliance with internal policies and procedures.
Operational Support:
  • Meet Unit objectives and the University’s strategic plan for good value and timely services.
  • Assists with the development of and update to procurement policies and procedures.
  • Provides training and support to the broader NOSM University community through procurement and purchasing guidance.
  • Participates in delivering procurement educational programs.
  • Works collaboratively to maintain adequate Unit coverage and ensure service level commitments are met.
Process Improvement:
  • Evaluates all purchasing business processes in order to create new efficiencies and implement best practices.
  • Drives continuous improvement in all areas of the procurement process.
  • Participates in Unit process improvement initiatives.

Performs all other duties as assigned.

Qualifications:
Education:

  • A University degree, preferably in business, or in a related discipline from a recognized university with Canadian accreditation or an equivalent combination of education and experience is required.
  • Professional designation from a recognized professional Procurement association is an asset.
Knowledge, Skills and Abilities:
  • A minimum of three (3) years of related experience in the coordination of procurement activities.
  • Accounting experience is considered an asset.
  • Ability to interpret and apply University policies and procedures.
  • Strong organizational, time management, prioritization and accuracy skills.
  • Comfortable working within tight timelines.
  • Excellent verbal and written communication skills.
  • Knowledge of Public Sector procurement protocols and guidelines.
  • Preparation of complex documents.
  • Demonstrated follow-up abilities.
  • Self-starter, highly motivated.
  • Excellent conflict resolution skills.
  • Experience in working in a diverse environment.
  • Excellent interpersonal skills.
  • Attention to detail and high level of accuracy.
  • Adaptability with a desire to learn.
  • Experience with various vendor of record arrangements is considered an asset.
  • Proficient use of Microsoft Office products, G Suite/Google Workspace, Adobe Acrobat Pro.
  • Experience in using eProcurement, Electronic Tendering systems.
  • Knowledge and experience of Ellucian Colleague Purchasing and Accounts Payable Modules is an asset.
Language:
  • Must be able to communicate effectively in English.
  • French/Indigenous language skills would be considered asset.
Working Conditions:
  • Extended periods of sitting.
  • Interaction with employees, management, and external stakeholders.
  • Working in a busy and/or virtual office environment with frequent interruptions.
  • Occasional overtime and travel.
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