Purchasing Co-ordinator

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

**Job Status**: Limited Position
**Estimated Probable Duration**: Seven (7) Months

**Affiliation**:Inside Unit
**Hours of Work**: 70 hours bi-weekly
**Shift Work Required**: n/a
**Range of Pay**: Group 13 - $35.72 to $43.71 per hour (Subject to Review)

**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).

**Characteristic Duties**: Under the general supervision of the Chief Procurement Officer and technical guidance from the Purchasing Agent.

1. Independently support a client portfolio providing professional expertise and guidance. In addition, assist with maintaining a multi-year contract listing, provide information for planning purposes, review of cost-saving opportunities and suggest strategies to meet the objectives of the client department, the Purchasing By-Law, and associated policies and procedures.
2. Manage self and guide Authorized Persons in order to meet the needs of the city to endure continuous goods and services.
3. Develop and execute procurement processes, all required contracts, and arrangements that are centrally administered on behalf of Authorized Persons that may be unique and non-routine requiring significant critical thinking, judgement, and collaboration skills, while mitigating procurement and contract related risks. This includes:

- Develop a thorough understanding of the Authorized Persons contract requirements, goals and objectives, key risks, and opportunities, to ensure that the procurement process and the resulting contract provides best value to the city.
- Develop and execute a strategic procurement plan that includes:

- Verification of available budget;
- Market research of goods, services and prospective suppliers;
- Facilitating a risk assessment and identification of mitigation strategies;
- Determination of an appropriate procurement process to source suppliers, such as invitational/open competitive (RFx that are binding or non-binding), non-competitive, joint procurement, or cooperative contract processes;
- Preparation of solicitation (RFx) and/or contract documents that involves:

- Reviewing and/or providing input and/or assist the Authorized Person in the development of defining their goods and service requirements (specifications/scope of work, etc.);
- Development of an evaluation process and criterion;
- Development of a supplier performance plan and key performance indicators, in consultation with the Authorized Person.
- Management of the competitive solicitation process in a fully electronic bidding environment;
- Facilitating supplier selection:

- Reviewing and analyzing submissions for compliance;
- Facilitating the evaluation processes with internal and external evaluation committee members;
- Coordination and facilitation of supplier presentations.
- Monitoring and ensuring fairness and transparency during the entire procurement process, including identification of any potential unfair advantages and conflict of interests;
- Facilitating unsuccessful supplier debriefings and assisting the CPO with and complaints and bid protests.
- Facilitating the contract award process, which includes:

- Negotiations between the selected supplier;
- Drafting or facilitating the drafting of contract/arrangements between the operating department and Legal Services;
- Validating supplier requirements, such as insurance certificates, performance guarantees, and surety bonds;
- Coordinating contract reviews and authorizations;
- Managing the contract execution process;
- Public disclosure of contract award details.
4. Provide advisory and support services for operational activities related to the Procurement By-Law, policies, and procedures, including assistance with contract administration (managing renewals, negotiating price adjustments, facilitating performance management, advising client departments during contract issues and dispute resolution).
5. Act as the official point of contact for their procurement activities and other purchasing related matters to suppliers, bidders, buying groups, consultants, member of the public and other government agencies.
6. Prepare and maintain accurate records and documentation on all solicitations, purchase orders, contracts, and related correspondence.
7. Make recommendations for the disposal of surplus and obsolete materials.
8. Recommend revisions to business processes, procedures, and policies, and participate in continuous improvement projects.
9. Provide training to Authorized Persons and Contract Administrators on a variety of topics related to procurement and contract management.
10. Issue and amend purchase orders in accordance with City’s policies and by-laws up to an established maximum limit.
11. Assist wit