New job Procurement Officer in Ontario

Under the direction of the Director, Planning and Risk, the Procurement Officer provides purchasing services in direct support of the School’s education, research & administrative programs and strategic plan through providing expertise and advice as well as planning, managing, and promoting the competitive procurement processes within NOSM. Specifically, the Procurement Officer leads site visits, analyzes, and evaluates submissions, leads evaluation meetings, conducts debriefs, develops recommendations, prepares and reviews contracts, and authorizes purchase orders. This position also ensures all NOSM procurement complies with federal, provincial and local government regulations and procedures (MTCU, MOHLTC, Trade Treaties, etc.), BPS Directives, accepted standards of purchasing management best practices and professional ethics and in accordance with sound business practices and Board Policies.

This position is covered by the Terms and Conditions of the OPSEU Staff Unit 677 Collective Agreement. A copy is available on the NOSM website.

Responsibilities

Tasks include, but are not limited to the following:

• Provide expertise and advice to NOSM clients to support procurement initiatives, planning and managing request For competitive procurement processes such as; quotes, proposals, tenders, information, etc. (RFX);
• Review procurement workload, plan, schedule and implement competitive bid processes accordingly to meet deadlines;
• Develop and formally solicit using the appropriate Request for Quotations (RFQ), Request for Information (RFI), Request for Supplier Pre-Qualification (RFSQ), Best Value Business Model (BVBM) and Request for Proposals (RFP) for the purchase and delivery of goods and services to the university community (e.g. C.F.I. funded equipment, NSERC funded purchases, operations funded goods and services and Facilities Management);
• Preparation of complex documents, including the ability to write, read and comprehend request for proposals, tenders, etc. contracts, and terms and conditions;
• Research and source potential suppliers;
• Lead staff through competitive bid process, perform needs analysis to identify specifications, develop evaluation criteria and scoring matrix through staff input. Work collaboratively with evaluation team to reach consensus for a recommended vendor for contract award;
• Coordinate and facilitate meetings as needed with NOSM staff (i.e. pre RFx meeting, evaluation meeting, etc.), vendor representatives (debrief, site visit, sales representatives, etc.), consortium committees (collaborative agreements, etc.);
• Manage competitive process of high value purchases through eProcurement Platform;
• Review and interpret contracts and coordinate processing of contracts and post award amendments through to end of contract;
• Provide advice and solutions for the procurement of goods/services,
• Provide guidance and assistance in obtaining quotes (written or verbal) and in the selection of the successful vendor;
• Ensure NOSM purchasing requirements are met while adhering to policies, government regulations, ethical and legal purchasing practices;
• Develop, make recommendations, and update procurement policies and procedures to ensure compliance with government regulations, ethical and legal purchasing practices:
• Maintain all required procurement documentation for audit purposes;
• Review all requisitions to ensure compliance with policies, correct coding, etc.
• Authorized signature on all purchase orders.
• Ensure purchases are in adherence with the NOSM purchasing policy (includes; NOSM accounting procedures, Supply Chain Code of Ethics Policy, Ontario Broader Public Sector (BPS) Accountability Act – Procurement Directive, the laws of Ontario and Canada including, but not limited to contract law, the law of competitive processes, privacy legislation and accessibility legislation.
• Remains current in the procurement industry through continuous learning and professional development related to current product information, purchasing practices and techniques to ensure that informed buying decisions and optimum service objectives are met;
• Liaise with other agencies, boards, health, educational institutions, municipalities, ministries, and other procurement professionals with local purchasing consortium(s), and Ontario Universities Purchasing Management Association (OUPMA) to share ideas, information, and use collaborative procurement where it is advantageous to NOSM;
• Represent NOSM to a large number of vendor representatives, ensuring fair, courteous and ethical relationships be maintained at all times;
• Represents NOSM’s Procurement in assigned external committees (i.e. CAUBO, OUPMA)
• Provides training and support to the broader NOSM community through procurement guidance (purchase orders, request for quotes, site visits, request for proposals, evaluations, debriefs, requisition input, report of purchasing information if requested, recommendations for materials/quantities to be purchased);
• Coordinate logistics of importing and exporting goods from foreign countries including liaising with brokerage agency, NOSM staff and supplier to expedite foreign orders through customs and provide customs clearance approval for goods being shipped from out of country
• Act as the functional expert on the procurement system, providing training, documentation, support, and troubleshooting as necessary;
• Procurement system administration and maintenance of vendor database (creation of new suppliers in database and/or changes to vendor information, etc.)
• Drive continuous improvement in all areas of the procurement process, such as analyzing NOSM low value spending, reducing the number of low value transactions and purchase orders through utilizing procurement credit cards, blanket orders as well as determining areas where preferred suppliers would be an asset to NOSM;
• Obtain and maintain supplier current Worker Safety Insurance Board (WSIB) certification and Insurance information where applicable;
• Record assets in School’s ERP and coordinate the disposal of assets;
• Evaluate all purchasing business processes in order to create new efficiencies and implement best pactices, (working towards full automation/electronic purchasing processes, minimize paper files)
• Meet Unit objectives and the School’s strategic plan for good value and timely services
• Provide day-to-day direction and guidance to the Procurement Clerk
• Performs all other duties as required

Specific to research procurement:

• Facilitate discussion between researchers and vendors, to ensure the researcher optimizes his/her equipment requirements;
• Provides the necessary financial expertise for the researchers to complete their equipment budget requirements supporting their grant applications (i.e. CFI, NSERC, etc.);
• Responsible for satisfying all research grant agency audit requirements for equipment purchases.

Qualifications

Education

• A University degree in a related discipline from a recognized university with Canadian accreditation or an equivalent combination of education and experience is required.
• Professional designation from a recognized professional Procurement association, such as the Certified Professional Public Buyer (CPPB) or Certified Public Procurement Officer (CPPO) designations or equivalent.
• A certificate in purchasing from the Purchasing Management Association of Canada (PMAC) is an asset.

Knowledge, Skills and Abilities

• A minimum of 5 years of related experience in the coordination of procurement activities is required.
• Experience working with other software programs with formatting/utility capabilities of word processing (i.e. Microsoft Excel, Word) and with NOSM’s custom programs
• Computer systems and software such as Windows, Databases, Internet, and E-mail
• Experience in interpreting, explaining and applying policies and procedures
• Proven experience in coordinating various tasks under tight deadlines
• Ability to communicate effectively and to express oneself clearly verbally, and in writing, and uses a variety of media
• Ability to work within established organizational practices, protocols and policies
• Knowledge of Public Sector procurement protocols and guidelines and airline dispatch and charter requirements
• Knowledge of Customs and Broker processes and guidelines, insurance and risk

Language

• Must be able to communicate effectively in English (verbally, written and comprehension)
• French/Indigenous language skills would be considered asset