Purchasing Agent

**Section**: Purchasing
**Division**: Finance
**Department**: Corporate Services
**Initial Reporting Location**: Tom Davies Square

**Job Status**: Contract part time position
**Estimated Probable Duration**: Up to Two (2) Years

**Affiliation**: Non union
**Hours of Work**: Up to 48 hours bi-weekly
**Shift Work Required**: n/a
**Range of Pay**: Group 12 - $50.01 to $58.86 per hour

**The start date will follow the selection process.**

This position is eligible to work remotely on a full-time basis (Note: Must have the ability to be able to report to a City of Greater Sudbury work location on short notice).

**Main Function**:The position is responsible for performing a variety of professional and technical duties in the administration of various contracts, with a primary focus on complex and high-risk procurement projects and responsible for managing all aspects of the purchasing card program.

**Characteristic Duties**: Under the general direction of the Chief Procurement Officer.
- General:
1. Act as a designate of Chief Procurement Officer (CPO) for the City of Greater Sudbury (CGS).
2. Provide advice and guidance to CGS staff for the purchase of all goods, services and construction, by effectively communicating purchasing related by-laws, policies and procedures.
3. Provide supervision and direction to the Junior Purchasing Co-ordinator.
4. Create, co-ordinate and conduct training programs for CGS staff, including Purchasing staff.
5. Develop and manage all aspects of the purchasing card program to ensure compliance with applicable policies and procedures and program efficiency and effectiveness.
6. Assist in the documentation and maintenance of all procurement related business processes, internal controls and procedures.
Procurement/Contract Management:
7. Identify and prioritize required procurements based on expiring multi-year contracts, new projects approved through budget process, and other requests from City departments.
8. Work in partnership with departmental management across CGS to achieve value for money over the total life cycle of procurements and to minimize the cost of the procurement process.
9. Utilize the City’s eTendering system to conduct competitive procurement for goods, services, and/or construction projects for the City, to ensure compliance with applicable legislation, City by-laws, policies and procedures. This includes:

- ensuring a fair, open and transparent procurement process;
- researching market sources/solutions and potential suppliers;
- coordinating with the Authorized Person and Legal to determine appropriate procurement method and applicable standard contract terms and conditions;
- reviewing Authorized Person(s)/consultant specifications/statement of requirements/scope of work and providing feedback to ensure completeness and compliance;
- facilitating evaluation committees to ensure fairness, transparency, and adherence to applicable legislation, City by-laws, policies and procedures;
- recommending contract awards pursuant to the evaluation process;
- assisting with contract negotiations;
- providing post award debriefings to unsuccessful bidders/proponents.

10. Support the Authorized Person(s) with managing their contracts to ensure the terms and conditions are adhered to and performance issues are managed responsibly. Provide support to Authorized Person(s) to manage supplier non-compliance or performance issues in accordance with City policies.
11. Initiate negotiations on contracts that have options to extend and draft contract amendments to reflect negotiated terms for review.
12. Assist in procurement planning with operating departments and conduct spend analysis. Routinely meet and communicate with Authorized Person(s) in order to identify procurement opportunities.
13. Prepare and maintain accurate records and documentation on all solicitations, contracts and correspondence and related follow up.
14. Develop and propose amendments to the Purchasing By-Law and City policies and processes to be followed for acquisition of goods, services and/or construction and the relative approval authorities for the approval of Council.
15. Issue and amend purchase orders and other contract documents; refer other documents, with recommendations, to appropriate levels of authority for approval up to an established maximum limit.
Other:
16. Support the implementation and maintenance of the procurement functions and business processes via information systems (e.g. PeopleSoft, electronic bidding [bids and tenders]).
17. Participate as a member of the Sudbury Regional Buying Group or other co-operative purchasing opportunities.
18. Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
19. Perform other related duties as required.

**Qualifications**:
**Education and Training**:

- University degree in a related discipline (e.g. Commerce, Supply Chain Management, Business, Public Administration) f