Job Id #30021: Procurement Specialist

3 weeks ago

Hamilton, Canada City of Hamilton Full time

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason
- **Job ID #30021**:Procurement Specialist (two Full-Time Permanent and two Full-Time Temporary)**:

- **Union**: CUPE Local 5167
- **Job Description ID #**:219
- **Duration**:Temporary vacancies are for a period of 24 months due to a special project.

**SUMMARY OF DUTIES**

Reports to the Senior Procurement Specialist. Under technical and administrative direction, performs complex professional work in the analytical, compliance and operational functions of the centralized procurement activities of the City. Assists in the development of analytical tools to evaluate the procurement function as well as the constant monitoring of compliance as required. Responsible for procurement of goods and services in accordance with applicable laws, by-laws and regulations.

**GENERAL DUTIES**
- Prepares and executes complex competitive procurement processes including preparation of Requests For Tenders, Proposals, Quotation, Prequalification, Information, Expressions of Interest documents and contracts in accordance with the requirements of the City’s Procurement By-Law.
- Supports a client portfolio providing procurement planning, professional expertise and guidance in the preparation and review of specifications, terms of reference, procurement processes and tools, and contract formation.
- Shares their knowledge of the ethics, policies, procedures and relevant legislation with other staff, and provides direction with regards to purchasing matters to staff in other departments.
- Prepares comprehensive analysis of bid submissions.
- Administers the corporate purchase order system, monitors awards to ensure compliance with the City’s Procurement By-Law, associated procurement process/document, established procedures, and best practices and compliance by vendor/contractors.
- Perform large-scale centralized procurement for corporate contracts, managing all aspects of the procurement and contract management process.
- Assists departments in addressing vendor performance issues and implements any subsequent corrective measures.
- Facilitates the timely procurement of supplies, equipment and services needed by the City of Hamilton in accordance with the City’s Procurement Policy By-Law and all other applicable laws, policies and procedures.
- Maintains the integrity of the public procurement process as outlined in the Purchasing Policy By-Law.
- In conjunction with using Client Departments, formulates strategic procurement plans for the City in order to maximize buying power and minimize inefficiencies.
- Confers with departments to standardize supplies and/or services and discusses special needs.
- Researches market sources and vendors to locate and ensure the most cost effective and competitive pricing for the purchase procurement of goods and services.
- Organizes and chairs task groups (commodity oriented) including Client Departments with similar requirements to develop specifications for goods and services required and to resolve problem issues.
- Conducts needs analysis with respect to commodity requirements within Client Departments.
- Creates and provides training on specifications, value analysis, life-cycle costing analysis and weighted evaluation factors for goods and services purchased.
- In conjunction with the Client Department, identifies and develops vendor performance criteria, tracks and monitors vendor’s performance concerning quality of goods and services; documents and reports to vendors regarding corrective action.
- Administers and executes the buying procedure including preparing request for tenders/proposals, reviews and provides technical guidance on specifications for Policy compliance, coordinating workplace health and safety, legal and risk results with the Client Department.
- Receives, reviews and evaluates proposal and tender submissions for compliance and recommends the award of contracts.
- Within delegated authority, makes determination with respect to bid protests.
- Ensures that the procurement process is followed as outlined in the solicitation document and that the evaluation and recommendation for award is in accordance with the solicitation.
- Expedites delivery of goods to Client Departments.
- Conducts negotiations with suppliers on proposals, contracts and contract claims.
- Represents the Procurement Section at meetings with other City departments, suppliers and other public agencies.

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