Procurement Professional

POSITION SUMMARY

With a focus on procuring through best practices the absolute highest value and quality products and services, this position will support the County’s customer driven, results oriented procurement policy, with a goal to substantially reduce the corporation’s overall annualized procurement costs through consolidation of requirements, maximization of process efficiencies and the use of electronic purchasing technology.

The primary responsibilities of this position will be on providing procurement support to assigned client group.

DUTIES AND RESPONSIBILITIES (not listed in order of priority)

• Manage the process for the acquisition of goods and services,including tangible capital assets and equipment, through the bidding process, low value acquisitions, non-competitive purchases, group purchases, contract extensions, and agreements with external agencies.
• Communicate procurement opportunities through applicable bidding channels to ensure a fair, open, and transparent procurement process.
• Manage all phases of the bidding process for complex construction projects; support large construction and minor renovation project planning and execution per the guidelines and requirements of the CCDC, OAA, and PEO documents and County revisions.
• Supervision and management of the Procurement Coordinator position, including planning and assigning workload, time and attendance, health and safety, and development of public procurement knowledge and processes. Conduct regular ongoing direct report meetings, evaluate performance, conduct annual review, and implement disciplinary action if necessary.
• Develop complex competitive solicitations and analyze submissions utilizing appropriate and applicable principles of price analysis, transportation costs, payment terms, quality and service in deriving best value in accordance with the procurement policy.
• Provide guidance and consultation to departments in relation to large or complex purchases to establish project objectives, formulate procurement activities, develop evaluation criteria, and determine service and product requirements.
• Lead scoping exercises, prepare and / or review technical and performance specifications, drawings, and associated supplementary bid documents.
• Facilitate RFP evaluations, public bid openings, recommend contract awards, and conduct supplier debriefings.
• Participate on cross functional teams to identify cost saving opportunities or process improvements, and implement best practices.
• Represent the corporation and participate in group buying initiatives and identify opportunities to leverage multiple agency spend (, Provincial VOR, Fleet purchases) to obtain best value.
• Using the highest standard of business ethics and knowledge of various market trends; leverage strategic procurement power and design and implement new process methods of acquisition.
• Lead Procurement related project or crisis management liaising with consultants, engineers, architects, regulating authorities (MOL, MTO, MOE), general contractors and legal service providers.
• Mitigate risk through use of bid and performance securities, knowledge of contract law and legal precedent, appropriate supplier insurance, and WSIB coverage.
• Review, approve, and execute funding agreements, contract extensions, contracts with no financial impact on the County budget, and agreements involving revenue from leases, sales, or services. Execute contracts through delegated authority as per the procurement policy.
• Analyze statistics and trends to develop effective procurement strategies and processes. Research markets, evaluate and develop supply sources.
• Negotiate and mediate contract disputes with suppliers and maintain appropriate relationships with supplier sales and account representatives.
• Recommend modifications to competitive bid documents, contracts, and the procurement policy.
• Coordinate compliance with corporate policies, provincial and federal legislation and legislated policies, internal procedures, and applicable contract law.
• Liaise between internal customers and suppliers to clarify their respectiveresponsibilities under contract; set supplier expectations, review suppliers ability to meet requirements regarding goods and service delivery, performance and invoicing issues.
• Prepare written and verbal reports and presentations tomanagement, Council or its sub-committees, as well as external agencies as required.
• With a strong focus on business ethics, develop positive working relationships with all internal customers, suppliers, and external partners. Provide an excellent level of customer service through quick response times, effective negotiations with suppliers and efficient administration.
• Assist with the implementation and maintenance of the electronic purchasing systems and identify opportunities for process improvements and efficiencies.
• Manage vendor performance through the use of scorecards, formal corrective or preventative actions as required.
• Develop contract terms and conditions,prepare addenda and change orders, administer renewals. Implement and manage contractual agreements for compliance.
• Train end user departments on electronic purchasing systems, procure to pay process, the procurement policy, and procurement code of ethics.
• Develop methods for recording activities and reporting procurement performance measurables to senior management.
• Administer and analyze data within the purchasing card system as requiredin an effort to consolidate and leverage spending.
• Develop and maintain a supplier qualification and vendor record process.
• Supervise the creation of procurement master data and conduct annual audits.
• Perform cost, process or historical data analyses, make recommendations.
• Plan and coordinate year end activities with finance and end user departments to facilitate scheduled financial audits.
• Develop policies, procedures, and processes to meet business and legislative requirements and establish compliance.
• Lead change management in Procurement related processes.
• Develop content and maintain current information for the Procurement pages on the County website and applicable biding websites.
• Support real estate administration, fleet and maintenance teams as required.
• Comply with provincial and County occupationalhealth and safety policy, applicable legislation, regulations, policies and procedures, and guidelines related to environmental, health and safety, security and fire protection.
• Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.
• Perform other duties as required, including redeployment in emergency situations.

LEADERSHIP COMPETENCIES

EDUCATION, TECHNICAL SKILLS AND CERTIFICATION

EXPERIENCE

EFFORT

WORKING CONDITIONS

Salary Grade

Union Non Union

Personal information provided is collected under the authority of the Municipal Act (2001) and will be used to determine eligibility for employment.

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