Coordinator, Procurement

6 months ago

Halifax, Canada Halifax Port Authority Full time

The Port of Halifax is about making connections between people, commerce and opportunity. We take a leadership role in developing business for the Port of Halifax in collaboration with our partners and we responsibly manage Port of Halifax assets.

In 2022, the total impact of the Port of Halifax including Nova Scotia exporters on the Province of Nova Scotia was
**$4.87 billion in economic output** with the direct portion being $3 billion. This level of activity generated direct and spin-off positive impacts of $2.5 billion in GDP, $1.6 billion in labour income and over
**25,300 jobs**. Offering a natural, deep harbour and big ship infrastructure, Halifax can accommodate large volumes of containerized cargo, bulk cargo, and project cargo. Collaborating and working with strong partners and stakeholders, the Port community in Halifax continues to deliver excellence.

**HPA Guiding Principles**
- Everyone at Halifax Port Authority is expected to carry out their work in a manner consistent with our guiding principles:

- Be One Port City
- Collaborative & Engaged
- Future Focused
- Sustainable
- Trusted Partner

We believe that when everyone works in this way, we can achieve our mission and vision and can deliver value to our customers, our community and our team.

At this time, the
**Halifax Port Authority (“HPA”)** requires:
**Procurement Coordinator**

Reporting to the Procurement Manager, the Procurement Coordinator is responsible for providing RFx and contract coordination and support. RFx includes Tendering, Requests for Proposal, Standing Offer, and Quotations. HPA’s objectives for procurement are to acquire goods and services in a way that guards against and mitigates risk, enhances suppliers' access to contracts, understands the market, encourages competition, supports benefits for Nova Scotian businesses and reflects fairness, transparency, and integrity.

**Accountabilities**

**RFx Coordination and Support**
- Collaborates with HPA departments to support sourcing initiatives including:

- Perform market and supply analysis on goods, especially single source items and office consumables.
- Assist in the coordination of competitive tenders/RFx for goods and services,
- Coordinating and executing RFQs and general supply arrangements as directed
- Maintain supplier rosters and standing offer listings.
- Coordinates and attends site visits, project kick-off meetings, and pre-close site meetings and maintain records

**Maintain eProcurement portal**
- Verify and maintain vendor registration records on eProcurement portal.
- Liaise with vendors to ensure expired documents are updated, most up to date info is received.
- Maintain internal vendor lists - eg. Diverse Vendors
- Liaise with Finance department on Vendor ID creation in financial system.
- Promote Vendor registration and onboarding with existing and potential HPA vendors.

**Contract Administration and Support**

Provides HPA departments with procurement support as needed including:

- Assist with the coordination of contract packages for execution including other documents such as bid summaries, award notices, bid security.
- Verification of bid security documents.
- Issues purchase orders to vendors.
- Entering contracts and maintaining contract repository on eProcurement portal.
- Maintains the HPA PO and Invoice Approval Portal
- Working with departmental Project Managers to ensure that on-site contractors are reviewed and tracked to ensure invoices are received in a timely manner after job completion. Liaises with contractors if invoices are overdue or appear to be missing.
- Working with departmental project managers to ensure that they are advised of contract terms, risks, expirations, renewals, monitoring vendor performance, and other aspects of contract management.
- Prepare contract correspondence as required.
- Evaluate records for retention in compliance with Board-approved policies.

**Information Management**

Acts as an Information Management Super User and coordinates source to contract activities within HPA’s e-Procurement portal.

Communicates with consultants, contractors, customers, suppliers, and members of the public.

Provides internal staff updates on behalf of the Procurement department.

**Other**

Function as a team member to share ideas, exchange and report information, and develop solutions to problems.

Complies with and upholds HPA’s Procurement policy and procedures. Demonstrates a commitment to ethical and transparent procurement practices that provide supplier fair access to HPA contracts.

**Note**: These are only the basic and primary duties; related and allied duties may be assigned from time to time as may become necessary to the operation of the Halifax Port Authority.

**Qualifications (Education / Experience / Skills)**
- Post-secondary education in Commerce or Business
- Progressive experience in supply chain management, procurement, contract management, or related discipline, and administration

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