Procurement Specialist

5 days ago

Markham, Canada Home and Community Care Support Services Full time

**Job Description**:
**PURPOSE STATEMENT/ JOB SUMMARY**:
This position has responsibility for procurement at both HCCSS Central and HCCSS NSM. Reporting to the Director, Finance at both Central and NSM with matrix reporting responsibilities to the Interim Director Procurement Lead, HCCSS, this position is responsible for providing various procurement services and the co-ordination of related functions within HCCSS Central, HCCSS NSM and in collaboration with other HCCCSs in the Province of Ontario. The incumbent also assists with strategic and operational procurement matters.

***MAIN ACTIVITIES**:
**Description of Specific Duties
**Procurement Systems**
- Evaluates procurement business processes in order to create new efficiencies and implement best practices using enterprise software system and web enable platforms.
- Manages positive relationship with the Finance team to ensure effective integration of technology and processes related to procurement.
- Develops and presents procurement training and orientation programs for Management.
- Keeps Management updated on procurement initiatives and projects.
- Provides system maintenance, training and testing as required.
- Analyzes data and develops reports for decision-making.
- Ensures up-to-date procurement best practices and makes recommendations related to HCCSS Central policies and procedures.

**Procurement Services**
- Analyzes and advises on best method to procure required goods or services to achieve best value
- Maintains expert working knowledge of procurement best practice and procurement documents.
- Ensures appropriate and ethical expenditure of public funds through the principles of professional procurement and adherence to BPS directives.
- Ensures processes are fair, open and transparent.
- Works effectively and co-operatively with HCCSS staff, members of the public, vendors, other government and health agencies.
- Responds to inquiries; obtains and provides information; and deals with all contacts in a courteous and efficient manner to maintain a high standard of public relations at all times.
- Responsible for processing purchase requisitions and issuing purchase orders ensuring compliance with HCCSS Central policy and procedures.
- Perform the receipting function in materials management and closes out purchase orders.
- Works collaboratively with functional leads on applicable specifications, processes, evaluation committee duties, schedules, contracts, etc.
- Identifies procurement problems and proposes solutions.
- Documents rationale for procurement decisions.

**Competitive Procurement Processes**
- Provides applicable advice and functional guidance to the requestors/evaluation team members.
- Prepares and or reviews procurement documents to ensure accuracy, correct format, appropriate terms and conditions, timelines and adherence to BPS guidelines.
- Leads the procurement process.
- Reviews all documents for policy and legal adherence and liaises with Legal Advisors as necessary.
- Arranges and participates in site visits, provides instructions to evaluation team members and establishes ranking criteria for process by gaining consensus within evaluation team and ranks responses if required by evaluation team.
- Provides guidance to functional lead during the RFP process by drafting contract, leading negotiations with the highest ranked vendor, identifies and resolves issues with contract terms and conditions to the satisfaction of both parties and ensures final documents are in agreement with existing RFP document.
- Ensures competitive processes fully comply with BPS procurement directives and HCCSS policies.
- Leads debriefing meetings with unsuccessful vendors.

**Contract Management**
- Ensures contract renewals and blanket purchase orders are compliant with established policies.
- Performs audits to identify potential conflicts and provides functional guidance on solutions.
- Manages vendor relationships.
- Ensures vendor compliance with contract terms and conditions.
- Highlights unresolved issues including risk analysis and mitigating solutions.
- Ensures documentation is complete and filed per HCCSS record keeping policies.
- Ensure safekeeping of supplier confidential information and contracts.

**Operational Responsibilities**
- Participate in projects.
- Liaises with Management to identify and makes recommendations regarding strategic sourcing initiatives.
- Leads development of procurement strategy for the purposes of achieving efficient, effective and economical goals.
- Develops and reports performance measures related to procurement function to Management.
- Enforces applicable compliance with HCCSS Central procurement policy, procedures and BPS guidelines.
- Identifies issues for escalation to the Director with proposed solutions.

**SKILLS**:
**Knowledge, Education, Experience**
- Undergraduate Degree in Business or a related field of study. Combination of College Diploma or relevant education and/or experience will b

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