Procurement Specialist File Reference Number: FI-102

1. • Oversight of Procure to Pay Process:
   • Develops procurement strategies with an emphasis on information technology products and services. Manages financial risk by ensuring best value analysis in terms of quality, delivery and cost is a top consideration.
   • Ensures that appropriate justification is received to support the initiation of the procurement activity on behalf of the service unit, including verification of full budgetary supports. If supports are insufficient the Procurement Specialist will provide the requesting service unit guidance on how to proceed to request approval or they will formally reject the request.
   • Prepares procurement related documentation including Supply Arrangements (SAs), Requests for Standing Offers (RFSOs), Requests for Proposals (RFPs) and Requests for Quotations (RFQ) for the procurement of goods, services or professional services.
   • Verifies that procurement related documentation, including Statements of Work (SOWs) are complete and adhere to procurement regulations for the procurement of goods, services or professional services. Provides advice and makes recommendations where necessary.
   • Coordinates bid evaluations using public bid portals administered by Public Services and Procurement Canada (PSPC). Coordinates procurement with vendors using standing offers through Shared Services Canada. Leads negotiations to ensure best value.
   • Maintains an electronic library of all procurement documents and maintains version control. Partners closely with service unit leaders and tracks the status of all procurement activities.
   • Organizes competitive biddings from various suppliers as required to obtain the best value in terms of quality, delivery, and price for goods and services.
   • Communicates with appropriate departments to clarify requests, add needed information, or research and obtain appropriate supporting documentation for purchases.
   • Initiates contractual partnership with the service or good provider ensuring that the CCOHS standard terms and conditions are adhered to.
   • Creates and maintains annual and multi-year master procurement agreements and purchase orders as required to efficiently support a scheduled and cost-effective procurement program.
   • Evaluates vendor performance in relation to their contract. Investigates addresses and resolves issues related to vendor performance. Maintains good working relationship between CCOHS and external suppliers.
   • Responsible for the assessment and approval of contract performance of the goods and / or services procured as per section 34 of the Financial Administration Act of Canada and per the level of authorities designated to this role under the CCOHS’ Delegation of Financial Signing Authorities.
   • (30%)
2. • Links External and Internal Partners:
   • Ensures contract terms, service level agreements and escalation processes are developed, implemented and understood by all stakeholders throughout the life of the agreement. Certifies that appropriate approvals are in place for procurement.
   • Works in collaboration with the Accounting Manager, Business Analyst and the respective department or service unit manager to create annual departmental expenditure budgets, consolidated organizational budgets and forecast updates as required. Investigates any deviations from budgeted amounts.
   • Responsible for liaising with Public Services and Procurement Canada (PSPC) to ensure that vendors are eligible to enter into contract with CCOHS per the requirements of the Government of Canada’s Integrity Regime.
   • Responds to questions from vendors and the procuring service unit.
   • Analyzes and interprets spend data and formulates procurement strategies/recommendations to the Vice President, Finance and Chief Financial Officer.
   • (25%)
3. • Procurement & Transparency Reporting:
   • Responsible for the completion of all expenditure reporting and analysis for CCOHS per internal and federal reporting requirements. Reporting requirements are maintained on a weekly, monthly, quarterly and annual basis.
   • Works with the Business Analyst and Accounts Payable Clerk to gather, analyze, consolidate and interpret data related to the Centre’s procurement to pay activities.
   • (25%)
4. • Optimizes Internal Processes:
   • Develops departmental procedures using best practices and templates to optimize the purchasing objectives across the Centre.
   • Trains staff as required on procurement process, new policies, procedures and best practices.
   • Provides advice to management and staff to drive performance and ensure contract compliance. Provides guidance to ensure adherence with Treasury Board directives.
   • Explores potential efficiencies when appropriate (e.g. Lease vs. buy, alternate solutions such as cloud based software).
   • Responsible for the controls related to maintenance of vendor records in both the Centre’s ERP System and Federal financial systems.
   • Responsible for reviewing and enhancing internal controls within CCOHS’s ERP System as they relate to the procurement process.
   • Maintains all required records of purchases, pricing, and other related information.
   • (15%)
5. • Other related duties, as required.
   • (5%)

The Procurement Specialist reports to the Vice President, Finance and Chief Financial Officer. This position is responsible for the acquisition of materials, supplies and equipment for CCOHS in accordance with policies and procedures to ensure fair price, quality, and timeliness in through Public Services and Procurement Canada. The Procurement Specialist develops internal procurement policies and/or guidance documents, and assists service units in following the proper policies and procedures related to all procurement for the Centre. This position will administer the source-to-pay lifecycle and undertake procurement contract management and administration activities for all sourcing initiatives. They will gather and analyze spend data, provide technical and strategic guidance and develop procurement packages. They will also oversee contract execution, transparency reporting and administration.

The position requires a broad and sound knowledge of procurement best practices, policies and procedures. Strong negotiation and organizational skills are required. The ability to interpret complex government directives is imperative as is the composure to provide guidance to leaders in the organization. Familiarity with information technology needs in terms of both goods, services and licensing contracts is a necessity.

This incumbent identifies issues, risks and improvement in the contract, procurement administration and claims processes, and proposes solutions to mitigate risk and process improvements. The Procurement Specialist develops strategies and determines when a contract is at risk of scope or time change which must be escalated to Management.

Provides guidance on procurement, contract and payment administration matters to Accounting Manager and Vice President, Finance and Chief Financial Officer or other staff, and includes training in procurement, contracting practices / procedures for staff to adhere to.

The Procurement Specialist acts as a lead resource for the procurement of assigned goods and services for the Centre. This position is responsible for ensuring that the best value is attained by certifying that due diligence was performed. They will create purchase orders, monitor order receipts, order materials, answer vendor questions and provide additional order documentation as needed for processing purchasing requisitions. The incumbent will convert requisitions into purchase orders using the appropriate software, and provides procurement advice and guidance to staff, and vendors/suppliers. Ensures all purchasing requirements for the Centre are met and adheres to all policy, government regulations, and legal purchasing practices. This position is also required to monitor and interpret federal procurement, contracting and payment directives and policies and determine applicability to CCOHS. This role is responsible for recommending and implementing appropriate procurement, contracting and payment processes at CCOHS.

• Graduate of a minimum three-year program from an accredited college or university in Public or Business Administration, Commerce, Finance, Business Law, Procurement or closely related field.
• Candidates with a Certified Professional Public Buyer (CPPB) or a Certified Public Procurement Officer (CPPO) procurement designation or advanced standing in these designation programs are preferred.
• 3- 5 years of direct and progressive procurement leadership and responsibility for supplier sourcing, competitive procurement, contract management, and relationship management with demonstrated leadership experience in providing technical and administrative guidance and coordinating the work of others. Candidate to possess proven experience in the procurement of IT equipment, service contracts, professional services, software, and facilities infrastructure goods and services.
• Considerable knowledge of public sector procurement regulations and legal risks.
• Ability to communicate in both official languages is highly desirable. Excellent communication skills, verbally and in writing, with all levels of client and supplier personnel.
• Ability to organize, prioritize, and problem solve own work to move projects and meet multiple deadlines.
• Demonstrated ability to assess and determine appropriate procurement strategies and documentation as well as effectively conduct bid/proposal analysis/evaluation.
• Knowledge and progressive experience, with an ability to assess and determine appropriate procurement strategies, administrative processes and procedures, in order to carry out, or assist with the design, testing and implementation of new Procurement, or Financial systems, policies and procedures.
• Demonstrated ability to develop effective and cooperative working relationships within the Finance team, with internal client departments, peers, vendors and federal services.
• Strong negotiation, contracting, planning and collaboration skills.
• Advanced experience in Microsoft applications specifically Excel and Word.
• Advanced ERP experience inclusive of automated authorization processes.