Procurement Specialist.

 

Duties/Responsibilities:

  • Deliver exceptional customer service; provide procurement guidance and consultation to Business Unit staff through the Procurement Cycle (including compliance with governing documents and any government directives, procurement approach and other Procurement related questions).
  • Identify areas of opportunity and risk and advise on solutions to address Procurement requirements.
  • Ensure activities in support of contract management, financial systems and procurement education are managed for effectiveness and compliance. Support the Contract Manager with vendor relationships and evaluate performance.
  • Support the Manager in the development and establishment of governing documents and procurement best practices ensuring such meet due diligence and commercial requirements as well as compliance with any government directives and effective service delivery.
  • Provide direction and guidance to Procurement staff exercising limited supervision of assignment, instruction and checking results.
  • Issue, manage and coordinate the procurement process for RFx (eg. RFP, RFI, RFQ, RVOR, etc.). Prepare clarifying addenda including extensions to timelines ensuring the Contract Manager is informed of all changes.  Ensure responses are received in a secure manner and that confidentiality is maintained during the evaluation process.
  • Act as a process monitor during an RFx process as requested by the Business Units. Maintain productive and collaborative relationships with internal and external sources,  to obtain, provide, verify and discuss information and best practices.
  • Develop evaluation tools where results have significant impact and facilitate and participate in evaluation meetings when needed to clarify ambiguities and resolve exceptions and be responsible to score the pricing component factoring in escalation, foreign exchange, duty, progress payments and other contract requirements.
  • Manage the receipt and opening of responses to any competitive process and perform the commercial evaluation of responses.
  • Collaborate with Business Unit staff and legal group to identify service requirements in preparation of developing competitive documents and proposed agreements (contracts) and that practices and procedures meet due diligence and commercial requirements.
  • Negotiate favourable prices and/or terms with suppliers for the delivery of goods and/or services.
  • Award business to successful respondent (s), advise unsuccessful respondents and deliver vendor debriefings in accordance with the government directive and company practices.
  • Perform ongoing administration of assigned contracts ensuring retention of all necessary records in the company’s electronic records management system.
  • Identify and coordinate the preparation and renewal of bulk and blanket orders for supplies, parts and services such as repair and maintenance contracts and licensing agreements.
  • Verify sole and only accessible sources and obtain appropriate approval to negotiate as required.
  • Participate and/or facilitate procurement planning and collaborate across Business Units to successfully implement procurement strategies.
  • Analyze, develop, negotiate and recommend supplier service agreements and blanket agreements, ensuring all appropriate terms and conditions have been included to protect the interests of the company.
  • Assist in resolving problems related to invoice discrepancies, material rejections, lost or damaged goods, quantity and other discrepancies.
  • Resolve concerns with regards to procurement practices.  Offer corrective action when insufficient information or incorrect procedures occur, suggest options for resolutions to Manager.
  • Review and execute system requisitions, contracts (including any subsequent contract amendments) and purchase orders to ensure accuracy and completeness of submission.
  • Ensure that references to terms, conditions, standards, appendices and other relevant documentation are accurately and consistently referenced throughout.
  • Measure and evaluate procurement performance and report as required by Manager; Executives; Board of Directors and Audit Committee.
  • Participate in special projects as assigned by Manager.
  • Maintain an awareness of the latest developments in the areas of contract administration, purchasing management and business systems development to contribute to procurement strategy discussions with Manager.
  • Participate in professional associations related to purchasing management and in industry associations related to the typical products and services used by the company.
  • Other duties as required.

 

Qualifications:

  • Exceptional approach to customer service and interpersonal skills.
  • Experience in RFP, RFQ, RFI, RVOR, Tender and contract administration.
  • Experience in writing contracts and be familiar with the legal terminology .
  • Ability to apply thorough knowledge of procurement and contracting principles and exercising good judgment in providing advice and guidance to business units.
  • Exceptional communication skills (oral and written) with proven experience in creating formal reports, memos and other relevant correspondence.
  • Ability to work well within a team.
  • Experience in organizing large volumes of work; strong planning and coordinating skills to organize own priorities and workflow.
  • Ability to manage and organize a high level of information flow.
  • Strong filing and records management skills.
  • Experience with procurement software. (Infor Lawson experience is an asset.)
    Advanced computer skills, including proficiency in Microsoft Word, Excel, Outlook, Adobe and PowerPoint.
  • Industry-recognized Procurement designation (CSCMP, CPM).
  • Formal training/certification in contract law.
  • Energy industry knowledge.
  • Procurement experience in public sector.
  • Required in order to complete the responsibilities associated with the position:
  • Acquired in either a 4 year University Education in an appropriate discipline or equivalent.
  • A period of over six years, up to and including eight years, is considered necessary to gain this experience.