Procurement Specialist

4 weeks ago

Waterloo, Canada Wilfrid Laurier University Full time

**Date**:Apr 30, 2024

**Location**: Waterloo, CA

**Company**:Wilfrid Laurier University

**Department**: Finance

**Job Type**: Continuing

**Full-time/Part-time**: Full Time (>=1249 hrs/year)

**Campus**: Waterloo

**Reports to**:Director, Procurement Services

**Employee Group**: WLUSA

**Application Deadline**:05/15/2024

**Requisition ID**:7470

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.

**Position Summary**

Procurement Services is an agent of Wilfrid Laurier University in the administration of procuring goods and services and contracts. The Procurement Specialist is responsible procuring goods & services for the University and for the support of users requisitioning goods using the shopLaurier eProcurement Solution. The position also provides back up to Corporate Card Program Analyst and Senior Procurement Specialist. The Procurement Specialist will assist the Director with RFx support as well as running & completing RFXs on behalf of the University. The Procurement Specialist is responsible day-to-day procurement tasks that arise in the department.

The position guides University staff in support of their procurement requirements to ensure the University is receiving value for money while maintaining accountability to various procurement standards and regulations.

**Accountabilities**

**Procurement**
- Working independently while under the general direction of Senior staff (Director Procurement Services, AVP Financial Resources)
- Possessing a comprehensive understanding of the Laurier Supply Chain Code of Ethics and an ability to identify potential difficult ethical situations
- Completes projects which will include communications, market analysis, Request for Quotations, Request for Proposals, Request for Information, Request for Supplier Qualification etc., and department initiatives
- Review evaluator scores and feedback prior to tactfully providing direction regarding accountabilities and requirements for evaluations under relevant legislation
- Negotiate agreements that deliver strategic value to Laurier
- Posting competitive procurement documents on public posting websites
- Provides training/direction related to BPS Procurement Directive, relevant trade agreements, and Procurement Services Initiatives and Solutions
- Represent the department in internal & external working groups and committees as approved by Director, Procurement Services.
- Works with suppliers and Accounts Payable on invoice discrepancies, contacting the supplier on price discrepancies to the Purchase Order.
- Runs reports in Banner to close out purchase orders with small residual amounts
- Monitors open purchase orders using shopLaurier and Millennium to investigate those needing expedition and/or closure
- Coordinates with the Finance Department on the running of reports to identify outstanding purchase orders for fiscal year end, follows up with internal clients on Purchase Order Status and updates accordingly to ensure accuracy for new fiscal year
- Creates internal procedure documents on Procurement tasks for departmental procedures documentation

**eProcurement Administration & Other**
- Reviews and Approves transactions within the shopLaurier system
- Reviews tax status and quotations to ensure compliance with internal policy, and external trade agreements as well Broader Public Sector rules governing University Expenditures
- Approves and processes PO Change Requests and Return to Vendor forms within shopLaurier and Banner
- Checks and converts Blanket Order Requests as required
- Acts as the contact for creating new vendor records in Banner and importing into shopLaurier, including ensuring no duplication as well as determining payment types, terms and distribution information
- Contacts End-users about discrepancies on invoices and quantities receiv

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