Buyer - Retail

Position Summary

Reporting to the Manager and working with a high level of autonomy the Buyer Retail is responsible for the procurement of materials and supplies to support the retail operations for the College, including merchandise review that achieves the best value for money; inventory management for services and supplies procured; liaison with faculty and department chairs with respect to procurement requirements and processes. Duties include deciding on the best available sources of supply, negotiating the terms of purchases, maintaining accurate inventory management, and interpreting external legal requirements pertaining to retail procurement. The Buyer- Retail must maintain effective liaison with internal/external customers, College suppliers and other outside agencies.

The Buyer – Retail ensures that College purchasing is executed ethically by assisting in the development of retail purchasing policies, developing, and implementing retail purchasing procedures and standards that align with college policies and meet both student and faculty/staff needs. Provide information on policies, procedures, standards, and inventory decisions related to purchasing to college personnel at all levels.

The Buyer – Retail is aware of the Mission and Values of North Island College, incorporating and practicing those values. Position Competencies - Job Knowledge
- Judgment
- Teamwork
- Planning & Organization
- Customer Service Excellence
- Communication & Interpersonal Skills Duties & Responsibilities The Buyer – Retail is responsible for the acquisition of supplies, equipment, and services as it pertains to the retail operations of NIC. The Buyer – Retail must develop and establish continuous sources of supply, negotiate prices and terms, negotiate contracts of a complex technical nature, and ensure vendors comply with all terms, conditions, and delivery.Assists with and provides recommendations into the development of a strong policy framework for college purchasing within the provincial framework, and where applicable, federal purchasing legislation and regulation.Responsible for adhering to external legal requirements regarding procurement, such as new legislation, Provincial purchasing standards, Provincial Internal Trade Agreement, Freedom of Information Right to Privacy, BC Provincial tax exemptions, GST regulations, Revenue Canada Customs and Excise: duty exemption declarations.Initiates, develops, and implements purchasing procedures, processes and best practices that align and support College policies; develops and updates purchasing forms and documents and ensures their appropriate use by college personnel.Responsible for the continuous reconciliation and review of retail inventory. This includes reporting, reviewing, and resolving any discrepancies by working with the finance team as well as supporting the inventory count procedure in conjunction with the campus bookstores.Support the Retail department staff by providing functional support to the ESR’s and guidance as required, assisting in their training and development.Responsible for ensuring purchasing is executed ethically and within agreed deadlines, to maximize inventory investment and minimize losses; by standardizing materials, where appropriate, and negotiating all terms, including delivery and performance.Maintain the approved vendor list, communicate the College’s expectations to vendors, analyze performance of vendors and notify vendors of non-performance, assist in resolving conflicts with suppliers Maintain, update and test related functions on the Colleague, Finance Purchasing module, as required.Effective and professional communications with college management and staff to develop collaborative relations with college staff, suppliers, and other relevant groups.Disseminate information required in decision making to the College Faculty; Deans; Managers; Department Chairs. Create reports that service college department’s budget needs and collaborate with others as required.External Liaison, responsible for initiating and maintaining effective and professional relationships with suppliers, business representatives, salesmen, contractors, and other Educational Institutions.Represent the College on provincial purchasing groups to develop best practices and look for opportunities for joint purchases on large volume orders.Responsible for receiving, invoicing, credits and all other logistical aspects associated with products to be sold by the retail operation.Other related duties as assigned by the Manager. Required Education & Experience Post-secondary diploma and SCMP – Supply Chain Management designation.3 years progressive purchasing experience in a complex environment, preferably in a post-secondary institution or comparable public sector organization. Required Knowledge Skills & Abilities The position demands advanced skills in purchasing, communications, collaboration, and negotiation to perform the duties of the position under continuous demands of institutional deadlines. A good understanding of financial accounting procedures as they relate to public sector bodies would be advantageous.Demonstrated interpersonal, verbal, and written communication skills plus strong organizational and problem-solving capabilities.Capability to work independently and to prioritize multiple projects, tasks, and responsibilities.Knowledge of North Island College policies and procedures as they pertain to the Finance department.Knowledge and experience with Win Prism Inventory Management as well as Colleague – Finance Systems.Knowledge of sales tax regulations.Investigative, pro-active problem solving, and analytical skills required.An intermediate level of Microsoft office systems and database computer programs is required, and experience of using web and internet applications.Attention to detail and accuracy in all aspects of the procurement process and procedures.

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