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Administration Officer

2 months ago

Vanier, Canada Vanier College Full time

**Reference number**: P-23-24-3164

**Job Category (Job Alert)**: Procurement and Purchasing

**Department**: Physical Plant and Facilities

**Services**: Purchasing

**Immediate Supervisor's Name**: Charly Darrac

**Position Status**: Regular Full-time

**Length of the contract**: Permanent

**Work Location**: Vanier College

**Work Schedule**: Mon - Fri, 8:30 a.m. - 4:30 p.m. (35 hrs/week)

**External Posting Start Date**: 2023-11-07

**External Posting End Date and Time**: 2023-11-28 17:00

**Salary Scale**: $47,886 - $79,426

**Expected Start Date**: 2024-01-02

Vanier College is an English-language public college with more than 6000 daytime students from over 90 different nationalities. We have a thriving Continuing Education division that provides services to adult learners, international students as well as to community and corporate clients. Vanier has approximately 1000 employees and offers a stimulating work environment and a beautiful green campus. Our dynamic faculty and staff enjoy numerous benefits including an employee assistance program, employee fitness programs, professional development, daycare, educational fee waivers as well as music concerts and other activities.

**Description**:

- In collaboration with Procurement Services administration, the Administration Officer - Purchasing carries out complex programs and processes to ensure the success of day-to-day procurement and contract management operations. The Administrative Officer also participates in the accountability and continuous improvement of procurement services.
- More specifically, but not limited to, the Administration Officer - Purchasing:
- Prepares tender documents in accordance with the regulatory framework, carries out the related follow-ups, makes the required publications on the Quebec government's electronic tendering system (SEAO) and carries out the various reporting requirements as requested by the Treasury Board Secretariat or any other government entity;
- Drafts contracts and purchase orders, ensuring the quality of the information provided and the presence of reciprocal responsibility clauses according to the recommendations of the competent authorities;
- Is responsible for the follow-up of the Government Acquisition Centre (GAC) consolidated agreements: receives communications, carries out mandates and ensures the transfer of information to the requesters;
- Follows up on the College's annual contracts in collaboration with the requesters;
- Follows up on performance evaluation reports and assists in the preparation of unsatisfactory reports;
- In collaboration with administration, ensures the follow-up of the policy on the management of corruption and collusion risks in the contract management process and the related procedures;
- Assists in the development and updating of various internal contract management policies and procedures and ensures compliance;
- Accompanies and provides support to users in the procurement process (needs analysis, bids, grouping of purchases, compliance with laws and regulations, etc.) and with respect to contract management practices;
- Ensures the smooth running of the activities related to the purchasing files entrusted to them, studies the requisitions, meets with the requesters and suppliers in order to specify the nature of the goods and services requested and obtains them in a timely manner at the best cost;
- Evaluates bids received and recommends the awarding of purchase orders or contracts, ensuring that the needs of the College are met. Negotiates directly with suppliers and purchases goods and services in accordance with the rules and procedures;
- As required, prepares information relevant to their sector of activity as part of the annual audit of the College's financial statements;
- Effectively uses the information and communication technology tools available to them;
- Acts as the secretary at selection committees meetings.

Other related duties within the classification of this position may be assigned.
- Schedule: Monday - Friday, 8:30 a.m. - 4:30 p.m. (35hrs/week) (Part-time telework is possible)
- Classification: Attachée ou attaché d’administration (Administration Officer)**Requirements**:

- Qualifications:
- Undergraduate degree in an appropriate field of specialization, particularly business administration.

Conditions related to the specific position:
- At least two (2) years of relevant experience, particularly in the area of public contract management (an asset);
- Thorough knowledge of the Public Bodies Contracts Act and its related regulations, directives and policies;
- Excellent oral and written communication in French (to be tested);
- Good oral and written communication in English (to be tested);
- Strong interpersonal, negotiation and communication skills;
- Demonstrated rigor, attention to detail and autonomy;
- Proven ability to work with legal documents;
- Excellent writing skills related to official documents, calls for tenders, etc.

*

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