Procurement Officer

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Supply Management, Level A2

Job Title

Procurement Officer

Department

Procurement | Finance | Student Housing and Community Services

Compensation Range

$6,251.00 - $8,986.00 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

February 13, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

Under the overall direction of the Associate Director, Ancillary Procurement, Student Housing and Community Services (SHCS), the Procurement Officer is responsible for managing procurement activities for the SHCS at the Point Grey and Okanagan campus, ensuring cost effectiveness commensurate with quality. All
activities shall be in accordance with the University s standard practices and all municipal, provincial and federal laws. The incumbent will be expected to comply with a code of ethics and focus on sourcing products with a sustainable life-cycle.

Organizational Status

The Procurement Officer provides procurement support for SHCS divisions and business units and reports directly to the Associate Director, Ancillary Procurement SHCS. Works closely with all levels of SHCS management and employees, and establishes and maintains close working relationships with administration, management, staff, UBC community, students and suppliers.

Work Performed

The Procurement Officer works independently and proactively under the general direction of the Associate Director, Ancillary Procurement. The Procurement Officer s main areas of responsibility are: tendering processes strategic procurement of equipment, services and supplies supporting supplier relationships providing expertise and guidance to staff engaged in supply chain activities.

1. Procurement of Goods and Services
a. Ensures that all procurement is in compliance with regulations and laws and related procurement practices and in accordance with the University s standard practices.
b. Promotes and adopts Sustainable Supply Chain concepts where appropriate.
c. Reviews and monitors purchase requests to ensure compliance.
d. Provides consistent sourcing and contracting activities through the use of standard tendering document templates (primarily Request for Proposals, Request for Qualifications, Request for Tenders), maintaining adherence to established sourcing processes and practices.
e. Reviews tender and award documentation with respect to the developed evaluation criteria.
f. Responsible for awarding a contract with consensus from the respective department.
g. Responsible for contributing to the category management activities (contract management effective sourcing research and development¿ etc.) of SHCS.

2. Providing Procurement Guidance and Assistance.
a. Provides guidance and assistance to SHCS management and staff in all aspects of procurement, including the interpretation of related policies and procedures.
b. Coordinates and resolves problems with end users (SHCS unit and/or suppliers).
c. Demonstrates the procurement function as an effective resource for addressing supply chain issues within SHCS.
d. Communicates with and educates user departments on the correct and consistent usage of appropriate workflow channels to effectively maximize their utilization of Procure-to-Pay programs and processes.
e. Provides SHCS with overall Purchasing Operations advice and education as/when required. Escalates Purchasing Operations issues to the Associate Director, Ancillary Procurement as/when appropriate.
f. Maintains active relationships with, as well as current knowledge of SHCS business divisions and provides technical knowledge/assistance for routine and intermediate situations.

3. Records and Document Management
a. Prepares and maintains accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow up.
b. Assists in the preparation of, procurement related reports.
c. Responsible for ensuring that assigned tender activities are acted upon and completed within the targeted turnaround times as a Key Performance Indicator (KPI).
d. Responsible for contributing to and tracking cost savings/negot