Manager, Procurement & Supply Services/Chief Purchasing Officer

The Role

Manages procurement activities and administrative functions for the acquisition and disposal of goods and services (tenders, proposals, consultant selection), and the vendor performance evaluation program, ensuring processes and procedures are fair, professional, and compliant with the Purchasing By-Law and legislation. Manages the operations and maintenance of corporate stockrooms and fuel distribution systems.
 

Duties/Responsibilities

• Supervises a Procurement Supervisor, Materials Management & Fuel Control Supervisors, and Procurement Specialists. Indirectly supervises administrative and stockroom staff. 
• Trains Regional staff on purchasing and stockroom procedures, the Purchasing By-law, vendor performance, electronic bidding system, and financial system.  
• Acts as the Region’s Chief Purchasing Officer. 
• Manages short and long range plans, processes, and activities for the efficient, effective supply of goods and services, disposal of surplus goods, and vendor performance evaluation/management program. Ensures processes and activities are compliant with legislation and regulatory requirements including the Municipal Act and Purchasing By-Law.
• Provides advice and expertise to staff, the CAO, Department Heads, Council, and Waterloo Regional Police Service (WRPS) on procurement matters. 
• Manages the development and maintenance of the Purchasing By-Law, policies, procedures, and resources, including the electronic bidding system. Develops processes to gain efficiencies and ensure practices are transparent, current, and compliant. 
• Administers procurement functions for complex Regional and WRPS projects (tenders, consultant selection, proposals). Oversees documentation requirements (addenda, terms and conditions) and bid schedules. Legally witnesses and opens bid documents. Analyzes and participates in evaluating submissions, ensuring legal and technical compliance. Maintains records.
• Coordinates and prepares tender reports for the Chief Financial Officer, CAO, and Council. Prepares quarterly reports for Administration and Finance Committee, and attends Council and Committee meetings to address concerns and explain processes.
• Manages the development and authorizes the issuance of joint tenders for WRPS and other participating public agencies for regularly used commodities (approximate value of $60M).
  Manages the operation and maintenance of permanent and temporary corporate stockrooms and fuel distribution systems, including the design and implementation of inventory and supply chain programs.
• Facilitates (with Legal) to resolve conflicts/misunderstandings between contractors and corporate clients as it relates to interpretation of documents/legal clauses, and vendor performance issues. Mediates, negotiates, and settles disputes and appeals.

Additional Duties/Responsibilities

• Plans and develops processes to control the supply of fuel distribution to emergency services when an emergency is declared.
• Responds to inquiries, concerns, and complaints from vendors, bidders, and the public regarding procurement practices/processes and bid outcomes. 
• Interprets sales tax rulings. Determines tax codes and applies tax and commodity codes to purchase requisitions.
• Researches and applies cost saving methodologies (e.g., product standardization, value analysis, life-cycle costing, market conditions, technology change, strategy, supply trends).
• Chairs internal and external process review and technical committees related to regulations, standards, best practices, and guidelines. 
• Prepares and recommends amendments and revision to the Purchasing By-law, policies, and procedures, for Corporate Leadership Team and Administration and Finance Committee approval. 
• Participates as a member of the Department’s senior management team. 
• Attends and participates in conferences and seminars to keep knowledge current and maintain professional designation.
• Coordinates the acquisition of emergency supplies with other municipalities for emergency planning.
• Acts as a designated signing authority to the organization. Acts as the power of attorney/agent of the Region for imported/exported goods.
• Prepares and administers the operating budget for the area of responsibility. Authorizes awards and commits the Region to contracts valued up to $150,000. Oversees the issuance of purchase orders (approximately $500M). Has signing authority for purchase requisitions and invoices and holds a purchasing card. 
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Knowledge and skill in all phases of the procurement process; competitive bidding; financial analysis; and supply/inventory management, normally acquired through a degree/diploma in a related field (e.g., Business Administration, Commerce, Materials Management) and significant experience purchasing major commodities in a public sector environment. 
• Must have and maintain professional designation as either a Supply Chain Management Professional or Certified Professional Procurement Officer (CPPO).
• Knowledge of and ability to comply with policies, procedures; procurement principles, standards, and guidelines; trade agreements; collective agreements; and related legislation (e.g., Combines Investigation Act, Sale of Goods Act, Occupational Health and Safety Act, Construction Lien Act, Labour Relations Act, contract law, taxes, customs, special licenses). 
• Analytical, continuous improvement, problem solving skills, and political acuity with ability to balance objectives in a political environment. 
• Ability to keep knowledge current as it relates to industry and technological trends, market conditions and issues, and client needs. 
• Ability to prioritize and work independently to manage simultaneous complex contracts; and identify issues, make assumptions, and weigh options before taking action/making recommendations during deliberations.
• Leadership, communication, human relations, facilitation, and negotiation skills to manage, develop, motivate, train, and support staff; foster effective working relationships with staff, government agencies, and the public; represent the Region’s interests in contractual issues with vendors; provide professional advice to senior management and Council; interview sales and technical representatives; and participate as an effective team member.  
• Ability to read and understand contracts, tender specifications, complicated technical bid submissions, reports, correspondence, newsletters, professional journals, and trade magazines. 

Additional Knowledge, Skills, and Abilities

• Ability to write clear, concise, thorough contracts and specifications.
• Computer skills with ability to use software such as Microsoft Office, inventory management systems, and financial systems.
• Must provide a Personal History Security Check to meet WRPS security requirements.
• Ability to treat sensitive material with confidentiality and discretion.
• Must provide an acceptable criminal record and judicial matters police check for bondability.
• Ability to travel within and occasionally outside Waterloo Region.
• Ability to support and demonstrate the Region’s values.