Procurement and Contract Officer

**Posted date**
- Thursday, December 19, 2024

**Deadline**
- Friday, January 10, 2025

**Start date**
- To be determined

**Job type**
- Permanent

**Work hours**
- Full-Time

**Competition number**
- APF2453

**Supervision**
- Strategic Procurement Specialist

**Location**
- Hybrid (minimum two days onsite)

Hours of work

37.5 hours per week. Flexibility required for working extended hours if necessary.

Overview

The University of Ottawa Heart Institute (UOHI) is seeking a Procurement & Contract Coordinator / Officer. The incumbent will report to and support the Strategic Procurement Specialist in the development of strategic procurement plans for the assigned categories of goods and services, in compliance with regulations and aligned to corporate and team goals and objectives.

Within a customer centric environment, the Officer supports and coordinates procurement activities for the assigned category/categories and manages complex procurement initiatives and contract negotiations. The Officer will collaborate with the Strategic Procurement Specialist to meet procurement plan deliverables and targets in consultation with key strategic stakeholders.

Key responsibilities
- File and maintain all contractual records and documentation
- Manage the contract approval, review, signature, and process for all contract documents, amendments and extensions
- Prepare financial cost analyses (tender analyses, compilation of rebates and savings reports, etc.)
- Monitor contract consolidation/savings to ensure compliance with corporate goals
- Collaborate with different departments and stakeholders to gather all necessary information for contracts
- Provide advice and guidance on contract matters to project managers, clinical managers or other operational staff
- Resolve any existing contract conflicts with vendors or partners
- Ensure cost efficiency in all contracts
- Coordinate vendor meetings with the vendors and senior team members
- Complete vendor reconciliations and tracking the progress of contracts with vendors and senior team members
- Monitor and track all value-add incentives
- Resolve any pricing discrepancies
- Ensure all deadlines and conditions described in contracts are met (e.g., payments and deliveries)
- Monitor contract performance to ensure compliance with contractual obligations and to identify trends and issues while addressing any shortfalls with the senior management team
- Educate the end-users and clients about the right communication approach and the Procurement policy
- Utilize exceptional communication skills to maintain the right understanding of the process and the purpose of the evaluation process, evaluation criteria and the consensuses impact on the vendor award process
- Understand the end user requirements and adapt a solution-oriented approach, possess a great knowledge of the public procurement regulation & trade agreements, utilize the knowledge and set of soft skills to manage end users’ expectations, ensure end users understand their options, the impact on the process and adhere to the public purchasing guides and regulation
- Perform other duties and projects, as required.

**Qualifications**:

- Bachelor’s degree in Business Administration, Commerce or related field
- Minimum 2 years of experience in contract management or related field
- Progressive experience in strategic sourcing, category management and procurement, ideally working with the Broader Public Sector Directives (BPSPD), procurement legislations such as the Canadian Free Trade Agreement (CFTA) and the Comprehensive Economic Trade Agreement (CETA); desired
- Knowledge of Public Tendering legislation; desired
- Knowledge of Corporate Purchasing and Tendering policies and procurement processes; desired
- Proficient with MS Office, ORACLE and Bonfire; preferred
- Experience with a hospital, or not-for-profit organization; desired
- Bilingual (French and English); preferred
- Professional procurement certification (SCMP or CPPO or CPPB), or College Degree in Supply Chain Management, Ontario Public Buying Association Certificate (OPBA); desired

Key attributes
- Excellent communication skills, both oral and written
- Attention to detail and ability to work independently
- Ability to collaborate effectively with team and employees at all levels
- Ability to prioritize tasks and meet deadlines
- Ability to perform in a fast-paced work environment

To apply

The University of Ottawa Heart Institute is committed to ensuring barrier-free selection processes and work environments. Accommodations will be provided in all parts of the hiring process relating to any specialty requirements. Please notify us of any accommodations that you require - any information you provide will be handled respectfully and in complete confidence.