Procurement Technician

The Procurement Technician provides procurement advice to Health PEI staff, ensuring compliance with relevant legislation and policies. The Procurement Technician processes, enters and approves purchase requisitions in accordance with the Tender Threshold Policy, PEI Procurement of Goods Act (PGA) and Regulations, the Canadian Free Trade Agreement (CFTA), and Treasury Board Policies (TBP) and works to resolve purchase order/invoice hold issues, setup and maintain the item master, and implements the contract structure on the Health Financial System (HFS) to ensure seamless and accurate procurement for requestors.

**Duties may include but are not limited to**:

- Review requisitions to ensure completeness and compliance with legislation, agreements and policies including the Tender Threshold Policy, PGA, CFTA, and TBP, and ensures incomplete requisitions are returned to the requestor with explanation and guidance;
- Effectively provide direction to a work unit; foster co-operative teamwork with high levels of service-oriented performance; maintain an environment that fosters creativity, diversity, innovation and encourages initiative; build capacity and lead teams;
- Confirm all purchase orders are received by the vendor and clarify/resolve any discrepancies. Record all confirmation information on HFS and communicate all pertinent order information to vendors and/or requestors;
- Ensure all requisitions are processed and issued within the parameters set out by the department and organization, and ensure all orders which have not arrived by the Promised Date are expedited with the vendor, with a new Promised Date entered into HFS, and any delivery issues are communicated to the requisitioner;
- Assist units in developing special order Oracle templates to streamline the ordering process with vendors, including coordination within Materials Management, running usage reports, labeling shelves, running the Data Loader program, item maintenance, and contracts, and collaborate with relevant staff which require Planned or Blanket purchase orders and ensure education with the units is completed on the processes; Liaison with other Health PEI facilities and services for the timely delivery of goods and services;
- Create and maintain a daily running backorders list by department and requestor; Complete month end and year end audits for purchase orders and requisitions to ensure no outstanding issues exist;
- Review requisitions to ensure signatures match the Financial Authority Document in accordance with the Financial Administration Act, and monitor contract compliance and communicate contract information to the requisitions and escalate non-compliance issues to Buyers; Monitor the Invoice on Hold Report for purchase order/invoice matching issues which result in late or non-vendor payment and communicate errors in purchase orders or invoices to vendors, requisitions, or receivers;
- Complete item maintenance or contract maintenance forms where changes are required to the HFS System;
- Process unordered receipts accepted by the receiver; Complete month end and year end audits re clean-up of holds and that all receiving holds have been resolved and recorded in the correct fiscal year;
- Setup of Master and Organizational item list, ensuring organizational harmonization of the inventory master is maintained between the inventory orgs; update the HFS System with contract information provided by Health PEI services units or Materials Management Contract Group by setting up quotes and associated sourcing rules within Oracle;
- Ensure all records are kept and filed according to proper file management protocols; Complete month end and year end audits on the HFS item master.
- Other duties as required

**Minimum Qualifications**:

- Bachelor’s Degree in a relevant field (Business Administration, Economics, Finance, etc.) or a Two-year Diploma in Business Administration **with some job relevant supply chain experience;**
- Ability to plan, estimate, schedule and coordinate tasks;
- Must possess organizational/analytical/problem solving skills combined with the ability to think systematically and globally;
- Strong written and oral communication skills combined with effective presentation skills;
- Must be able to work effectively in a team orientated work setting of high-volume workloads combined with multiple and tight timelines and able to adapt to changing processes and new technology;
- Must be prepared to take additional training to increase competency in the areas of inventory management.

**Other Qualifications**:

- SCMA Diploma/Certificate in Supply Management is a strong asset;
- Demonstrated knowledge of the following acts and policies is a strong asset: Tender Threshold Policy, Financial Administration Act, PEI Procurement of Goods Act (PGA) and Regulations, Canada Free Trade Agreement, and Treasury Board Policies;
- Experience with the following will be considered assets: Oracle Business Suite or similar account