Acquisition Coordinator

2 months ago

Edmonton, Canada University of Alberta Full time

**Maintenance Division**:

- Competition No.

**S100351611**
- Posting Date

**Jul 31, 2023**
- Closing Date

**Aug 07, 2023**
- Position Type

**Full Time - Operating Funded**
- Salary Range

**$58,349 to $79,248 per year**
- Grade

**08**
- Hours

**40**

**This competition is restricted to internal applicants of the University of Alberta. Please indicate your internal status using the "Advertisement" drop down menu when applying.**

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of 2 years and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.

This competition will be used to fill up 2 positions.

**Location** - North Campus Edmonton.

**Working for the University of Alberta**

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

**Working for the Department/Faculty
Facilities and Operations is a diverse portfolio responsible for a range of essential services and work across our five campuses. From managing capital construction and renovations, providing utilities and energy management, to delivering student and campus services, Facilities and Operations works behind the scenes to make the university a great place to study, learn, and work.

Trades, Infrastructure and Maintenance (TIM), wherein this position resides, is located within the Asset Management and Operations unit. TIM is responsible for the safe and efficient delivery of maintenance services that support the building infrastructure system operations through the use of trade workers and leaders

**Position**

The Acquisitions Coordinator Supplies & Services is responsible for, sourcing, and general administration of all small, medium, and large, routine to complex supply and service contracts and purchase orders in accordance with public procurement established policies and procedures that govern the University. This position performs all contract and purchase order acquisition tasks as assigned, but not limited to, bidder prequalification, maintaining prequalified bidder lists, execution of detailed bid solicitation packages, coordination of bid analysis (technical & commercial), supplier negotiations prior to award, administration of the day to day supply and service obligations after award, and managing and minimizing any change management of all the service and supply type contracts and purchase orders.

**Duties
Activity 1 - Acquisition Planning and Coordination (45%):

- Administers preferred supplier agreements as TIM's representative;
- Monitors and tracks all purchase order deliverables;
- Works with external vendors in the execution of commodity supply arrangements;
- Manages a registry of contracts and agreements for quick reference;
- Compiles, validates, and maintains a potential bidders’ list from the F&O specific preferred supplier evaluation system (CQN);
- Manages, documents, and obtains direction from applicable TIM trade groups and responds to all supplier requests for information;
- Works internally with cross functional groups to finalize a detailed scope of supply within the TIM trade group;
- Works with TIM stakeholders to ensure acquisitions meet budgetary requirements and if necessary adjusts as required to ensure cost competitiveness;
- Develops and produces a detailed supply acquisition plan for each requirement working within the rules and processes under the public procurement guidelines;
- Manages all contractor submissions and addresses any necessary clarifications with the applicable TIM trade group;
- Manages, oversees, and documents the bid evaluation process from inception to close out;
- Monitors and tracks all contract deliverables;
- Provides proof of completion invoice acceptance and authorization for payment on contractor milestones;
- Enters all orders for supplies and contractors into the UofA Supplynet system on behalf of TIM trades leaders;
- Identifies, records, reviews internally, and initiates any requested change management for additional work, scope creep, etc.;
Activity 2 - Acquisition Reporting and Data Compiling (45%):

- Ass

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