Procurement Specialist

3 weeks ago

Toronto, Canada Dixon Hall Full time

**Employment Type**: Full-time
**Department**: Real Estate and Property Management
**Union**:Excluded
**File #**: 23-F&A-01
**Posting Date**: January 18, 2023
**Posting Close**: February 1, 2023

Dixon Hall Neighbourhood Services (DHNS) is a multi-service agency located in the heart of east downtown Toronto committed to realizing the vision of a city where everyone thrives. Since 1929, we have been touching the lives of thousands of our community’s most vulnerable residents by providing a range of programs and services across every stage of life. We create lasting solutions to end poverty, social injustices, and isolation in Toronto. We value respect, diversity, integrity, care, compassion, and accountability.

Reporting to the Director of Real Estate and Property Management, the Procurement Specialist is responsible for strategizing and negotiating with suppliers and vendors to acquire the most cost-effective deals and to reduce procurement expenses. The focus of this role will be on effectively managing the full spectrum of the purchasing process including, but not limited to, supplier selection and management, price negotiation, purchase order execution, timely delivery, and stock optimization.

**RESPONSIBILITIES**
- Supply Chain Development (40%)_
- In collaboration with the Director, provide oversight and overall direction, coordination, and evaluation of procurement for DHNS
- Implement best practice procurement vision, strategy, policies, processes, and procedures that are innovative and cost-effective to aid and improve operational performance
- Contributes to new organizational projects, reviews, and communicates the impact on purchasing activities
- Evaluates the challenges faced by DHNS, mitigate risks and develop opportunities
- Controls the procurement budget and promotes a culture of long-term savings on procurement costs with individual programs
- Develops and implements policies and guidelines for delivering commercial and cost-effective procuring process for the organization
- Conducts business review meetings with key stakeholders to assess risk, reviews future strategies, and identify potential cost-down and improvement opportunities
- Provides daily, weekly, and monthly management reports on purchasing, controls and processes and monitors cost savings
- Monitors and updates relevant departments regarding price fluctuations of goods and vendor pricing
- Ensures that the function operates in accordance with any health, safety and environmental policies and procedures to ensure the safety and well-being of staff and clients
- Reviews marketplace for opportunities and threats to the supply chain for products in demand
- Builds relation with the vendor community to enhance product knowledge, service delivery and new materials outlook
- Procurement and Relationship Management (50%)_
- Performs all procurement and contracting activities, including pre-qualification, tender management, negotiation, and preparation of contracts
- Performs risk assessments on all potential contracts and agreements
- Builds and maintains key relationships with business stakeholders - vendors and strategic supply partners to improve the organization
- Works collaboratively, negotiates and engages with key stakeholders to facilitate delivery and compliance with the purchasing strategy
- Negotiates contract terms and deadlines with vendors and suppliers to ensure value for money, quality standards and delivery terms with technical and operational input from stakeholders and colleagues
- Manages technology systems that track the shipment, inventory, and supply of materials
- Approves purchase orders, organizes, and confirms delivery of goods and services
- Identifies cost reduction opportunities to achieve financial goals
- Works closely with the legal department to ensure contract terms are favourable to the organization
- Other Duties as Assigned or Required (10%)_

**QUALIFICATIONS**
- University degree or college diploma in supply chain management, logistics, business administration, or equivalent
- 4-6 years of experience in a purchasing management or similar role, preferably within a non-for-profit environment
- Experience using supply chain management software and tools In-depth knowledge of preparing and reviewing contracts, invoicing, and negotiation terms
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, and Access)
- Multi-tasking and time-management skills, with the ability to prioritize tasks
- Working knowledge of the industry and market conditions
- Demonstrated success developing and maintaining effective working relationships with community organizations and major stakeholders
- Excellent written and verbal English language communication skills with a strong ability to exchange knowledge
- High level of judgement and integrity including excellent decision-making skills and a sense or urgency
- Must be qualified to work in Canada legally for the employer
- Able to provide a Vulnerable Sec

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