Procurement Associate

Penticton is a vibrant, innovative waterfront city known for its commitment to sustainability, community well-being, and economic opportunity. With a strong focus on good governance, collaboration, and service excellence, the City is dedicated to enhancing the quality of life for residents, businesses, and visitors alike.As one of the most active development regions in British Columbia, Penticton features a diverse mix of large-scale and complex construction projects.

Penticton has been recognized as one of Canada’s most livable cities, according to latest rankings by The Globe and Mail, ranked as the eighth most livable medium-sized city in Canada. Nationally, Penticton earned high marks for access to amenities (11th in Canada), #11 for midlife transitions and #11 for retirement, as well as #13 for young professionals. Penticton also placed within the top 20 in the categories of raising kids (#19), contributing to an overall ranking of 35th across Canada. Rooted in agriculture and surrounded by natural beauty, Penticton is known for its orchards, wineries, and craft breweries—making it one of Canada’s top wine destinations. More than 100 years since its incorporation, Penticton continues to grow as a place to live, work, and play.

The City of Penticton is looking for a permanent full-time Procurement Associate based in Penticton, B.C.

Reporting to the Procurement and Inventory Services Manager, the Procurement Associate supports and administers a broad range of procurement activities for the City. The position is responsible for sourcing goods and services, coordinating competitive procurement processes, preparing solicitation and contract documents, conducting commercial evaluations, leading contract negotiations, and executing purchase orders and contracts.

The Procurement Associate partners with City departments to identify procurement requirements, provide guidance on procurement policies and procedures, and helps ensure the acquisition of goods and services delivers best value for the City while maintaining compliance with applicable legislation, trade agreements, and City policies.

The Procurement Associate position exercises independent judgment within established policies, procedures, and delegated authorities, and works collaboratively with internal stakeholders, suppliers, consultants, and contractors.

Key Responsibilities:

Procurement Advisory and Sourcing Services

• Provides procurement guidance and support to City departments throughout the procurement lifecycle, including the development of procurement strategies, scopes of work, specifications, evaluation criteria, and procurement schedules.
• Plans, coordinates, and administers competitive procurement processes including Requests for Quotations (RFQ), Requests for Proposals (RFP), Request for Pre-Qualification (RFPQ), Notice of Intent (NOI, Expression of Interest (EOI) and other solicitation methods.
• Ensures procurement activities comply with City policies, applicable legislation, and trade agreement obligations.
• Organizes and leads pre-bid site meetings including City staff, consultants, and contractors; and records questions asked; compiles responses from staff and consultant(s), writes and issues Questions & Answers and Addenda.
• Performs price, cost, commercial, and value analyses; evaluates bids and proposals; facilitates evaluation committees; and prepares procurement recommendations.
• Negotiates commercial terms and conditions within assigned authority levels and prepares associated procurement and contract documentation, including purchase orders, agreements, amendments, and correspondence.
• Conducts bidder debriefings, responds to vendor inquiries, and fosters professional relationships with suppliers and internal stakeholders.
• Manages multiple procurement projects and priorities concurrently while maintaining complete procurement records and documentation.
• Contributes to the continuous improvement of procurement templates, procedures, tools, and business practices.
• Coordinates contract execution and collects required documentation including insurance certificates, business licences, WorkSafeBC clearance letters, security documents, and other contractual requirements.
• Maintains contract records, and monitors contract terms, renewal dates, and amendments.

Additional responsibilities include:

• Creates and administers purchase orders and related procurement transactions, while supporting supplier performance monitoring and resolution of delivery, invoicing, and service issues.
• Supports supplier onboarding, vendor communications, and maintenance of supplier information records.
• Provides backup support for the City’s inventory warehouse as required, including participating in annual inventory count activities.
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