Procurement Specialist

Posted Date 2 weeks ago(6/20/2022 11:28 AM)
Job ID
2022-5338
Job Location
CA-ON-Markham ON | CA-ON-Markham
# Positions
1
Job Type
Full-Time
Job Industry
Government and Public Sector, Healthcare and Medical Services
Company
Home and Community Care Support Services Central
Career Level
Experienced
Years of Experience
5

Job Description

PURPOSE STATEMENT/ JOB SUMMARY

This position has responsibility for procurement at both HCCSS Central and HCCSS NSM. Reporting to the Director, Finance at both Central and NSM with matrix reporting responsibilities to the Interim Director Procurement Lead, HCCSS, this position is responsible for providing various procurement services and the co-ordination of related functions within HCCSS Central, HCCSS NSM and in collaboration with other HCCCSs in the Province of Ontario. The incumbent also assists with strategic and operational procurement matters.

 MAIN ACTIVITIES

Description of Specific Duties

Procurement Systems

·          Evaluates procurement business processes in order to create new efficiencies and implement best practices using enterprise software system and web enable platforms.

·          Manages positive relationship with the Finance team to ensure effective integration of technology and processes related to procurement.

·          Develops and presents procurement training and orientation programs for Management.

·          Keeps Management updated on procurement initiatives and projects.

·          Provides system maintenance, training and testing as required.

·          Analyzes data and develops reports for decision-making.

·          Ensures up-to-date procurement best practices and makes recommendations related to HCCSS Central policies and procedures.

 

Procurement Services

·          Analyzes and advises on best method to procure required goods or services to achieve best value

·          Maintains expert working knowledge of procurement best practice and procurement documents.

·          Ensures appropriate and ethical expenditure of public funds through the principles of professional procurement and adherence to BPS directives.

·          Ensures processes are fair, open and transparent.

·          Works effectively and co-operatively with HCCSS staff, members of the public, vendors, other government and health agencies.

·          Responds to inquiries; obtains and provides information; and deals with all contacts in a courteous and efficient manner to maintain a high standard of public relations at all times.

·          Responsible for processing purchase requisitions and issuing purchase orders ensuring compliance with HCCSS Central policy and procedures.

·          Perform the receipting function in materials management and closes out purchase orders.

·          Works collaboratively with functional leads on applicable specifications, processes, evaluation committee duties, schedules, contracts, etc.

·          Identifies procurement problems and proposes solutions.

·          Documents rationale for procurement decisions.

 

Competitive Procurement Processes

·          Provides applicable advice and functional guidance to the requestors/evaluation team members.

·          Prepares and or reviews procurement documents to ensure accuracy, correct format, appropriate terms and conditions, timelines and adherence to BPS guidelines.

·          Leads the procurement process.

·          Reviews all documents for policy and legal adherence and liaises with Legal Advisors as necessary.

·          Arranges and participates in site visits, provides instructions to evaluation team members and establishes ranking criteria for process by gaining consensus within evaluation team and ranks responses if required by evaluation team.

·          Provides guidance to functional lead during the RFP process by drafting contract, leading negotiations with the highest ranked vendor, identifies and resolves issues with contract terms and conditions to the satisfaction of both parties and ensures final documents are in agreement with existing RFP document.

·          Ensures competitive processes fully comply with BPS procurement directives and HCCSS policies.

·          Leads debriefing meetings with unsuccessful vendors.

 

Contract Management

·          Ensures contract renewals and blanket purchase orders are compliant with established policies.

·          Performs audits to identify potential conflicts and provides functional guidance on solutions.

·          Manages vendor relationships.

·          Ensures vendor compliance with contract terms and conditions.

·          Highlights unresolved issues including risk analysis and mitigating solutions.

·          Ensures documentation is complete and filed per HCCSS record keeping policies.

·          Ensure safekeeping of supplier confidential information and contracts.

 

Operational Responsibilities

·          Participate in projects.

·          Liaises with Management to identify and makes recommendations regarding strategic sourcing initiatives.

·          Leads development of procurement strategy for the purposes of achieving efficient, effective and economical goals.

·          Develops and reports performance measures related to procurement function to Management.

·          Enforces applicable compliance with HCCSS Central procurement policy, procedures and BPS guidelines.

·          Identifies issues for escalation to the Director with proposed solutions.

SKILLS

Knowledge , Education, Experience

·          Undergraduate Degree in Business or a related field of study. Combination of College Diploma or relevant education and/or experience will be considered

·          Certified Public Purchasing Officer (C.P.P.O.) and/or Certified Professional Public Buyer (C.P.P.B.) and/or Certified Professional Purchaser (C.P.P.) designation

·          Minimum 3-5 years of progressive public procurement and contract management experience

·          Functional experience in administering Broader Public Sector guidelines for RFP and RFQ purchases preferred.

·          Knowledge and experience with law, sureties, and contractual language related to creating and managing RFI, RFP, RFQ, RFT and contract documents.

·          Excellent project management skills and the proven ability to recognize procurement opportunities that will substantially reduce the organization’s overall purchased goods annualized costs.

·          Computer systems literacy and hands on ability, with awareness of new technologies affecting Purchasing - including e-commerce, e-catalogues, purchasing cards.

·          Proficiency with financial/materials management systems, Microsoft Word, Excel, Outlook, PowerPoint and Access

 

Communication/ Interpersonal Skills

·          Excellent oral and written communication skills, including superb written skills (spelling, punctuation and grammar.)

·          Excellent communication skills to act as liaison work effectively and build relationships with HCCSS Central staff at all levels, vendors, the general public and other government and health agencies.

·          Proven ability to express oneself clearly and concisely in presenting ideas and concepts both in verbal and written form including preparation of procurement documents, contracts and reports.

·          Excellent presentation skills required.

·          Superior negotiation and conflict resolution skills.

·          Ability to work effectively with internal and external customers to identify needs and develop alternative solutions and strategies.

·          Strong collaborative skills to work on internal and external committees.

 

 

Home and Community Care Support Services Central is committed to providing support to applicants with disabilities throughout the recruitment and selection process. Candidates requiring accommodation should advise Human Resources. Support will be provided in accordance with the applicant's needs and in accordance with the Ontario Human Rights Code and the Accessibilities for Ontarians with Disabilities Act.

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