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Advisor, Contract Management and Procurement
2 weeks ago
**This is a 1 year contract for maternity leave replacement
**Location**: Dorval
**Salary**: competitive
1 year full time contract
SUMMARY
Under the authority of the Deputy Director of Procurement, the incumbent plans, organizes and controls the process of acquiring goods and services, in particular for construction projects and acts as an advisor to managers in the tendering process, in accordance with the policies and procedures in force.
ROLE AND RESPONSIBILITIES
- Ensures compliance with the Procurement Policy in the execution of procurement processes for the procurement lots assigned to it.
Coordinates and integrates the needs of various departments to provide effective supply management services.
- Meets with applicants to inform them and make them aware of the objectives of the Procurement Department and projects, in order to assist in determining their needs.
- Establishes and negotiates alternative measures to ensure supply flexibility and capacity to respond effectively to demands in urgent or unforeseen situations.
- Determines, after analysis, the conditions contained in the calls for tenders such as the nature, value and complexity of the work, deadlines, etc., as well as the acquisition process to be used. If necessary, submits its recommendations for the handling of contentious cases.
- Reviews and adjusts acquisition requests as needed to determine if descriptions of needs, quotes, terms, conditions and timelines are appropriate and complete.
- Prepares tender material for acquisitions to be tendered, taking care to develop and include tender forms, terms of payment, general conditions and other applicable documents.
- Administers, coordinates and manages the tendering process and its related activities to ensure that everything is carried out according to established policies, regulations and directives.
- Organizes information sessions for bidders invited as part of a call for tenders in order to inform them of the bidding process as well as the conditions and technical information specific to the acquisition presented.
- Opens the bids and proposals received, and participates in their evaluation with the applicants in order to determine the offers representing the best value.
Negotiates with contractors, suppliers and consultants on behalf of requisitioners to obtain more advantageous terms with respect to price, quality and/or quantity of procurements, services and contracts for construction.
Writes the commercial recommendation for the purpose of awarding the contract.
- Proceeds with the awarding of contracts, prepares the contractual documentation required to finalize the contractual agreements initiated under its jurisdiction.
- Authorizes and proceeds with the issuance of purchase orders up to the limits stipulated within the framework of the policy in force, as well as any modifications to the agreements under its responsibility.
ADDITIONAL RESPONSIBILITIES
- Ensures proper document management of procurement and contract administration files, including data on supplier performance management.
- Functions related to the management of contracts for the contracts that will be assigned to him:
- Validate the compliance of change notices with the contract before their signature and ensure the follow-up of amendments for contracts initiated under its own jurisdiction
- If necessary, participate in the negotiation of amendments with contractors, suppliers and consultants in order to ensure compliance with procurement procedures and policies and in order to obtain more advantageous conditions in terms of relates to the prices, quality and/or quantity of acquisitions.
- Write the business recommendation for amendments for project management approval.
- Follow up on the receipt of invoices and proceed with their processing, verify the conformity of the documents submitted, the work carried out and confirm the correspondence with the contract. Make payment recommendation.
- Initiate the payment process according to the approval table and verify that approvals are made and timely.
- If necessary, communicate with the suppliers the adjustments to the invoices.
Check that the final payments to be granted take into account the deductions of sums of money to cover outstanding claims or imposed penalties.
- Prepare monitoring reports for holdbacks and releases of guarantees and contracts.
- Obtains performance reports from vendors and contractors from Client Section Managers in order to enter these reports into vendor/contractor files for later use.
- Performs any other task related to the function.
**REQUIREMENTS**:
- Possess a university degree in administration or in a field deemed relevant.
- Possess five (5) to ten (10) years of relevant experience in the field of construction.
- Skill and experience in contractual and commercial negotiations.
Experience in drafting and reviewing contractual agreements.
- Mastery of the office suite of the MS Office software suite, and be familia
