Procurement Officer

Under the direction of the Manager - Procurement Services, the Procurement Officer provides purchasing services in direct support of the University’s education, research & administrative programs and strategic plan through providing expertise and advice as well as planning, managing, and promoting the competitive procurement processes within NOSM University. Specifically, the Procurement Officer leads site visits, analyzes, and evaluates submissions, leads evaluation meetings, conducts debriefs, develops recommendations, prepares and reviews contracts, and authorizes purchase orders. This position also ensures all NOSM University procurement complies with federal, provincial and local government regulations and procedures (MTCU, MOHLTC, Trade Treaties, etc.), BPS Directives, accepted standards of purchasing management best practices and professional ethics and in accordance with sound business practices and Board policies.

This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

**Responsibilities**:
Tasks include but are not limited to the following:
**Procurement Operations**:

- Provide expertise and advice to NOSM University clients to support procurement initiatives, planning and managing request for competitive procurement processes such as; quotes, proposals, tenders, information, etc. (RFX);
- Review procurement workload, plan, schedule and implement competitive bid processes accordingly to meet deadlines;
- Develop and formally solicit using the appropriate Request for Quotations (RFQ), Request for Information (RFI), Request for Supplier Pre-Qualification (RFSQ), Best Value Business Model (BVBM) and Request for Proposals (RFP) for the purchase and delivery of goods and services to the university community (e.g. C.F.I. funded equipment, NSERC funded purchases, operations funded goods and services and Facilities Management);
- Preparation of complex documents, including the ability to write, read and comprehend request for proposals, tenders, etc. contracts, and terms and conditions;
- Research and source potential suppliers;
- Lead staff through competitive bid process, perform needs analysis to identify specifications, develop evaluation criteria and scoring matrix through staff input. Work collaboratively with evaluation team to reach consensus for a recommended vendor for contract award;
- Coordinate and facilitate meetings as needed with NOSM University staff (i.e. pre RFx meeting, evaluation meeting, etc.), vendor representatives (debrief, site visit, sales representatives, etc.), consortium committees (collaborative agreements, etc.);
- Manage competitive process of high value purchases through eProcurement Platform;
- Review and interpret contracts and coordinate processing of contracts and post award amendments through to end of contract;
- Provide advice and solutions for the procurement of goods/services,
- Provide guidance and assistance in obtaining quotes (written or verbal) and in the selection of the successful vendor;
- Ensure NOSM University purchasing requirements are met while adhering to policies, government regulations, ethical and legal purchasing practices;
- Develop, make recommendations, and update procurement policies and procedures to ensure compliance with government regulations, ethical and legal purchasing practices:

- Maintain all required procurement documentation for audit purposes;
- Review all requisitions to ensure compliance with policies, correct coding, etc.
- Authorized signature on all purchase orders.
- Ensure purchases are in adherence with the NOSM University purchasing policy (includes; NOSM University accounting procedures, Supply Chain Code of Ethics Policy, Ontario Broader Public Sector (BPS) Accountability Act - Procurement Directive, the laws of Ontario and Canada including, but not limited to contract law, the law of competitive processes, privacy legislation and accessibility legislation.
- Remains current in the procurement industry through continuous learning and professional development related to current product information, purchasing practices and techniques to ensure that informed buying decisions and optimum service objectives are met;
- Represent NOSM University to a large number of vendor representatives, ensuring fair, courteous and ethical relationships be maintained at all times;
- Provides training and support to the broader NOSM University community through procurement guidance (purchase orders, request for quotes, site visits, request for proposals, evaluations, debriefs, requisition input, report of purchasing information if requested, recommendations for materials/quantities to be purchased);
- Coordinate logistics of importing and exporting goods from foreign countries including liaising with brokerage agency, NOSM University staff and supplier to expedite foreign orders through customs and provide customs clearance approval