Procurement Specialist

The Role

Facilitates the procurement process, including tenders, proposals, quotes, expressions of interest, and consultant selection to acquire goods and services, per the purchasing by-law. Performs sourcing, product and cost analysis, prepares specifications, bid documents, contracts and agreements, and facilitates bid evaluations. Supports clients and vendors through the procurement cycle and with managing contracts. Administers purchasing and inventory modules in the financial system. Provides benchmarking and data reporting. 
 

Duties/Responsibilities

• Advises clients on the procurement process, and facilitates pre-bid meetings with clients to develop, prepare, and issue bid opportunities and documentation (e.g., specifications, instructions, terms, conditions). Approves newspaper and journal advertisements. Responds to vendor inquiries and documents questions/responses in addendum. 
• Researches market conditions and technology advancements. Interviews sales/technical representatives. Arranges and attends product demonstrations (and monitors installations as needed). 
• Facilitates bid openings. Reviews, analyses, and evaluates submissions, per purchasing by-law, policies, and procedures. Facilitates vendor interviews and debriefs with unsuccessful vendors with clients. 
• Authorizes awards up to $100,000, and negotiates and commits contracts of higher amounts for management signoff. Recommends awards for Council approval.
• Approves purchase requisitions and invoices up to $1,000, and investigates and resolves purchase order/invoice discrepancies for timely payment. 
• Follows up on late, short-shipped, inferior quality, and damaged orders. Completes vendor performance reviews with clients, and responds to vendor inquiries (e.g., evaluations, suspensions, probation, appeals). Mediates contract terms, obligations, and disputes to resolve performance issues.  Arbitrates settlements and notifies Legal, as required. 
• Administers the purchasing card program for the corporation and police. Issues cards, investigates transactions, troubleshoots issues with banks, analyzes spending, and recommends alternatives. 
• Coordinates, facilitates, and participates in client and integrated contract meetings.
• Administers the sale, disposal, and reverse tender of surplus/obsolete goods and equipment.
• Reviews procurement methods and recommends continuous improvements to management.  
   

Additional Duties/Responsibilities

• Administers contracts for universally required goods and services (e.g., office equipment/supplies, automotive parts, electronic devices). Investigates and analyzes sources, vendor terms, conditions, and performance, negotiates pricing. Monitors performance to ensure vendors meet quality, delivery, and service expectations. Tracks and reports on cost savings. 
• Interprets sales tax rulings and applies tax and commodity codes to purchase requisitions. Coordinates and verifies cross-border purchases for customs clearance.
• Provides support and recommendations to other staff involved with purchasing and inventory (e.g., stockrooms) (e.g., just in time delivery, integrated supply contracts, policies, cost savings).
• Represents the corporation as a member of the cooperative purchasing group with local universities, municipalities, utilities, school boards, and coordinates cooperative bids (monthly) on their behalf.  
• Administers computerized purchasing and inventory systems. Maintains data integrity, develops/ runs reports, and runs/tests updates. Liaises with ITS and system vendors. Identifies, evaluates, and recommends systems-related continuous improvements. Orients and trains users. Develops and maintains policies, procedures, and instructions, with management. Creates and updates electronic forms, with Legal and IT.
• Monitors and recommends continuous improvements for inventory management (e.g., processes, vendor management, systems, training). Prepares related reports.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of purchasing operations and supply chain management practices and processes, acquired through a 2-year related diploma (e.g., purchasing, supply chain and operations) plus 3 years of related experience (or an equivalent combination of education and experience).
• Knowledge of and ability to comply with policies, procedures, basic contract law, and relevant by-laws and legislation (e.g., Competition Act, Sales of Goods Act, WHMIS, Construction Lien Act, Labour Relations Act, taxes and customs).  
• Analytical and research skills to develop, evaluate, determine, and recommend processes and practices; source vendors; and prepare reports on service delivery options, business case analysis, cost reduction, project evaluation, and benchmarking. Organizational and problem solving skills to establish priorities and provide assistance in maintaining and implementing financial system module initiatives and upgrades.
• Communication and human relations skills to communicate and advise clients on processes, procedures, bid evaluations, contract details, and specifications; negotiate contract terms, conduct interviews, debrief, and mediate/review performance issues with vendors; and participate as an effective team member.
• Ability to read and interpret policies, procedures, journals, contracts, reports, legal documents, and correspondence. Ability to read journals, trade magazines, articles, research, and sales reports to keep knowledge current (e.g., market conditions, technology changes).
• Ability to write accurate, detailed bid documents, contract documentation (e.g., specifications, terms and conditions, addendums), correspondence, vendor performance reviews, and bid awards. Ability to write detailed reports (for committees, Council, senior management), policies, procedures, instructions and training resources.
• Computer skills with ability to use software such as Microsoft Office and financial modules (e.g., Oracle). Ability to manage data integrity in large datasets, such as purchasing and inventory financial system modules.
• Ability to travel within and outside Waterloo Region.
• Ability to support and demonstrate the Region’s values.