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Procurement Assistant

3 months ago

Mississauga, Canada City of Mississauga Full time

Req ID: 25123

Vacancy Type: Permanent

Number of Positions: 1

Closing Date: 05/29/2024

**Job Summary**:
Provide support to the buying teams in the pre-bid, bid and post bid stages as well as administering major processes such as contract execution process and vendor name change process.

**Duties and Responsibilities**:
**Bid Request Preparation and Publishing**
- Provide support to the buyers in preparing bid requests and finalizing project requirements in the bid opportunities website (bids&tenders)
- Ensure bid submission requirements in the bid opportunities website align with the bid request documents
- Co-ordinate bidding window information between Buyers, Contract Managers and Plan Takers (bidders)

**Contract Execution Management (Post-Bid Process)**
- Issue notices of procurement results, fill in standard template agreements, prepare all the required documents and issue notices of contract award to the successful bidders
- Ensure bidder submittals (insurance, WSIB, digital bonds, etc.) are accurate and in accordance with contract and legal requirements and follow up with bidders to expedite necessary documentation
- Sets up signature fields and signature workflow in DocuSign eSignature
- Works with Accounts Payable to set up new vendors in SAP, obtaining required forms from vendors
- Create Purchase Orders (PO) and PO Authorization Distribution

**Vendor Administration**
- Administer vendor name change process and maintain updated log of vendor name change requests on a regular basis
- Procurement Records Management
- Close out electronic files in accordance with procedures and ensure proper naming convention when organizing procurement files/folders and closing contracts
- Maintain / release sureties in accordance with procedures

**General Support**
- Provide administrative support to Realty Services, managing phone line and service requests
- Provide back-up support to CBS Administrative Coordinator
- Order office supplies, provide support to buyers as requested, including setting up meetings, WebEx or teleconference calls
- Update databases for city-wide contracts and process expenses in SAP Concur as required

**Skills and Qualifications**:

- Post-secondary education and a minimum of 3 years relevant experience, or equivalent combination of education and experience
- Advanced MS Office Skills
- Knowledge of SAP and Concur
- Planning, organizational, interpersonal, time management, verbal and written communication skills
- General knowledge of public purchasing processes

Hourly Rate/Salary: $ 51,800.00 - $ 69,067.00
Hours of Work: 35
Work Location: Civic Centre
Department/Division/Section: CPS/Corporate Services Dept, CPS/Corporate Business Services Division, Procurement Services
Non-Union/Union: Non Union

All personal information is collected under the authority of the Municipal Act.

**Equity, Diversity and Inclusion**
The City of Mississauga is committed to creating a respectful and supportive workplace that fosters a culture of equity, diversity and inclusion which broadly reflects the communities and residents we serve. Throughout the employee life cycle, the City is working to include an EDI lens to attract, retain and support the growth of diverse talent.

Learn more about the City’s commitment to Equity, Diversity and Inclusion.

**Accommodations**
The City of Mississauga is an Equal Opportunity Employer and is committed to removing barriers in our selection process for people with visible and invisible disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities.

If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.