Procurement Officer

Job Summary

Under the overall direction of the Manager, Procurement, Finance Operations, the Procurement Officer is responsible for managing the procurement activities for the Okanagan campus, ensuring cost effectiveness commensurate with quality.

The incumbent critically reviews request for service, providing advice to address issues and triaging for processing. The incumbent will provide advice and coordination for projects on Okanagan campus and will collaborate with Supply Management and Financial Operations in Vancouver, providing support when required

The Procurement Officer will initiate, develop, and maintain effective collaborative relationships with client departments and faculties and assist with resolution of a variety of procurement issues.

The incumbent will also provide expertise and guidance to staff engaged in supply chain processes.

All activities shall be in accordance with the University's standard practices and all municipal, provincial and federal laws. The incumbent will comply with Supply Management's code of ethics.

Organizational Status

Reporting to the Manager, Procurement, Finance Operations, Okanagan, , the Procurement Officer provides procurement support for Okanagan departments and faculties. Works closely and liaises with Supply Management staff and Financial Operations staff in Vancouver, and establishes and maintains close working relationships with administration, management, faculty and staff of all levels outside of Supply Management.

Work Performed

The Procurement Officer works independently and proactively under the general direction Manager Procurement, Finance Operations, Okanagan to support Departments and Faculties. The Procurement Officer's main areas of responsibility are, Facilitating, leading and providing expertise and guidance to staff engaged in supply chain activities requiring a Public Procurement process, including but not limited to strategic procurement of equipment, services and supplies and supporting and enhancing supplier relationships.

1. Procurement of Goods and Services :

Facilitates and leads the RFx and Direct Award Processes at the University while maintaining adherence to established Supply Management sourcing processes and practices

Ensures that all procurement and purchase requests are in compliance with appropriate Trade Agreements, related regulations, laws and procurement practices and in accordance with the University's standard practices

Prepares recommendation to award documentation summarizing the Procurement Process and providing recommendations based on the submissions for management

Promotes and adopts Sustainable Supply Chain concepts in alignment with UBC Strategic Goals.

Responsible for creating, negotiating and awarding a contracts on behalf of the University as a result of the Procurement process. Understands contract terminology and can identify contract risk in contract negotiations provides advice on contracting risks to clients

Responsible for contributing to the category management activities (contract management; effective sourcing research and development; etc.) of Strategic Sourcing

2. Providing Procurement Guidance and Assistance :

Provides guidance and assistance to faculty and staff in all aspects of procurement, including the interpretation of related policies and procedures

Provides guidance and assistance to research grant holders (CFI, NSERC, etc.), both at the application and final award stages. This requires extensive University, as well as grant, process knowledge and includes the interpretation of related regulations, policies and procedures

Coordinates and resolves problems with end user department and suppliers

Demonstrates the procurement function as an effective resource for addressing supply chain issues within UBC

Maintains current knowledge of strategic procurement and purchasing operations and provides technical knowledge / assistance for routine situations

Working with the Financial Operations team in Okanagan and Vancouver, the incumbent provides the campus with overall Purchasing Operations advice and education as / when required escalating issues to the Manager, Procurement Finance Operations, Okanagan as / when appropriate

3. Records and Document Management :

Prepares and maintains accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related documentation within document repositories

Assists in the preparation of procurement related reports

Responsible for ensuring that assigned tender activities are acted upon and completed within the targeted turnaround times as a Key Performance Indicator (KPI)

Responsible for contributing to and tracking cost savings / negotiated savings as Key Performance Indicators (KPI) on all procurements

Responsible for managing contract end dates and notifications to clients. Allowing enough time for any RFx processes that may be required

4. Vendor Development and Maintenance :

Promotes and develops contact with external suppliers to establish new sources of supply

Coordinates and / or conducts interviews with current suppliers to improve levels of customer services

Collects and reports statistics to measure commodity and / or supplier performance

5. Leadership and Mentorship :

Analyzes current procurement activities and recommends improvement through more efficient procurement methods, quantity discounts, standardization, value analysis and cooperative procurement

Reports on lessons learned to the Manager, Procurement, Finance Operations, Okanagan

Consequence of Error / Judgement

Supply Management and the procurement processes governed therein play a key role in enabling the University to achieve its goal of becoming one of the world's leading universities. The Procurement Officer is a key stakeholder and plays an important role in the successful delivery of optimum procurement tools for the University.

Decisions and actions taken or ignored by the Procurement Officer will have a direct impact on how efficiently and effectively the systems and processes will perform and function. Errors in judgment or failure to act decisively could have a detrimental effect within Supply Management and on the campus at large.

Recommendations made by the incumbent which have been poorly analyzed can lead to increased costs to the University, and / or negative legal consequence. Failure to uphold Supply Management's Mission Statement and ethical principles could result in a loss of confidence in Supply Management's leadership within the UBC community.

Supervision Received

Reporting to the Manager, Procurement, Finance Operations, Okanagan, the Procurement Officer works collaboratively with all staff within Supply Management and Financial Operations and the campus community at large. Decisions have a direct impact on the success of the campus's strategic goals and Supply Management's operational goals.

Supervision Given

This position does not supervise staff.

Minimum Qualifications

University degree in a relevant discipline. Minimum of two to three years of related experience, or the equivalent combination of education and experience.

Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

University degree in a relevant discipline.

Minimum of three years of direct Procurement experience in a Procurement role responsible for RFx / tendering process or the equivalent combination of education and experience.

National Institute of Supply Chain Leaders, or Supply Chain Management Association Designation; or undergraduate degree in a relevant discipline and working towards a designation.

Public sector purchasing experience is an asset.

Knowledge and experience working within an integrated Enterprise Resource Planning ERP system - experience in Workday considered an advantage.

Knowledge and experience working within an eProcurement software- experience in Bonfire and BCBid an advantage

Ability to negotiate and prepare contracts. While analyzing contract terms for risk, and informing stakeholders of risks.

Skilled in report writing

Ability to work independently and within a team environment.

Ability to understand and apply policies, procedures, and instructions.

Ability to analyze problems, identify key information and issues, and effectively resolve.

Proven customer support experience and excellent written and verbal communication skills.

Ability to maintain accuracy and attention to detail is essential.