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Procurement Coordinator

2 months ago

Edmonton, Canada Government of Alberta Full time

**Job Information**

Job Requisition ID: 56358
Ministry: Justice
Location: Edmonton
Full or Part-Time: Full-time
Hours of Work: 36.25 hours per week

Permanent/Temporary: Permanent
Scope: Open Competition
Closing Date: April 16, 2024

Classification: Program Services 1

**Salary**: 2,165.27 to 2,814.7 bi-weekly ($56,513.55 - $73,463.67 year)

The Procurement Services Unit provides fair, open and transparent procurement services; presents options to meet complex procurement requirements and build relationships while working closely with all divisions in the Ministry of Justice to meet their needs for cost-effective, high-quality procurement services in a fair and equitable manner, while achieving the business needs for the program area. Follow this link to find out more about our department

**Role Responsibilities**:
Are you passionate about procurement and system related troubleshooting and thrive in a dynamic environment where transparency and compliance are paramount, we encourage you to apply.

We are seeking a motivated and experienced Procurement Coordinator to join our team. Operating within the Government of Alberta's Enterprise Resource Planning system (1GX), you will play a pivotal role in ensuring the efficient and cost-effective acquisition of a broad range of commodities for various Ministry Stakeholders.

**Responsibilities**:
**Procurement Services Role**:

- Liaise with program areas, vendors, suppliers, and contractors to procure goods and services in compliance with applicable legislations, regulations, procedures, and trade agreements.
- Provide guidance and assistance in defining requirements and specifying clear, concise specifications in solicitation documents.
- Finalize solicitation documents, contracts, and contract amendments ensuring required approvals are obtained and procedures to post documents to the Alberta Purchasing Connection (APC) site are followed.
- Determine ongoing contract requirements and ensure accurate documentation.
- Prepare and execute various acquisition documents including Purchase Requisitions, Sourcing Requests, RFx solicitation documents, Contract Workspaces, sole source contracts, and contract amendments.
- Ensure acquisition processes align with internal departmental policies, Direct Purchase Administrative Practices (DPAP), Treasury Board Directive on Procurement and Sole-Sourcing, and Trade Agreements.
- Initiate Ministry's quarterly reporting on sole source/tendered contracts and compile data for Ministerial briefings.

**Purchasing Agent Role**:

- Provide Supply Chain Management (SCM) guidance and assistance to Justice Purchasing Users in 1GX.
- Initiate the purchasing process by creating Sourcing Requests and forwarding for further processing.
- Review all Purchase Requisitions (catalogue and non-catalogue) routed to the Justice Purchasing Group, determine best procurement approach, and ensure required details, documentation, and approvals are included.
- Maintain strict adherence to confidentiality requirements and stay updated on available standing offers and system processes.
- Assist program areas in managing invoice exceptions, outstanding transactions, and troubleshooting Purchase Requisitions and Purchase Order issues.
- Access and generate various reports from 1GX, configure them, and establish recurring analytical reports as needed to provide specific procurement information to program areas.
- Research available reports in 1GX, propose strategies to increase procurement efficiency, and assist in recommending office procedures and practices.
- Exceptional organizational and time management skills.
- Meticulous attention to detail and excellent communication skills, both in verbal and written communication.
- Experience in data analysis, including maintaining databases, utilizing reporting tools for data quality assessment, understanding database functionality and its impacts, and preparing data for management and executive review.
- Strong judgment, conflict resolution, and mediation abilities.
- Proficiency in Microsoft Office Suite programs, particularly Word, Outlook, and Excel.
- Proficiency in utilizing an ERP system like SAP Ariba (1GX), with a track record of effectively troubleshooting client issues.
- Good understanding of procurement regulations, policies, and procedures.
- Ability to thrive, both independently and as part of a team in a fast-paced environment.

**APS Competencies**:
Competencies are behaviors that are essential to reach our goals in serving Albertans. We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

This link will assist you with understanding competencies:

- **Agility**: You will need to provide results in a complex, diverse and changing environment.
- **Drive for Results**: You will work with your team to set goals and priorities and to deliver outcomes that are consistent with