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    Procurement Specialist - Waterloo, Canada - Wilfrid Laurier University

    Wilfrid Laurier University
    Wilfrid Laurier University Waterloo, Canada

    3 days ago

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    Description
    Position Summary

    Procurement Services is an agent of Wilfrid Laurier University in the administration of procuring goods and services and contracts. The Procurement Specialist is responsible procuring goods & services for the University and for the support of users requisitioning goods using the shopLaurier eProcurement Solution. The position also provides back up to Corporate Card Program Analyst and Senior Procurement Specialist. The Procurement Specialist will assist the Director with RFx support as well as running & completing RFXs on behalf of the University. The Procurement Specialist is responsible day-to-day procurement tasks that arise in the department.

    The position guides University staff in support of their procurement requirements to ensure the University is receiving value for money while maintaining accountability to various procurement standards and regulations.

    This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford and Milton Campuses, and external partners. Special attention is given to ensure equitable service delivery across all locations.

    Accountabilities

    Procurement

  • Working independently while under the general direction of Senior staff (Director Procurement Services, AVP Financial Resources)
  • Possessing a comprehensive understanding of the Laurier Supply Chain Code of Ethics and an ability to identify potential difficult ethical situations
  • Completes projects which will include communications, market analysis, Request for Quotations, Request for Proposals, Request for Information, Request for Supplier Qualification etc., and department initiatives
  • Review evaluator scores and feedback prior to tactfully providing direction regarding accountabilities and requirements for evaluations under relevant legislation
  • Negotiate agreements that deliver strategic value to Laurier
  • Posting competitive procurement documents on public posting websites
  • Provides training/direction related to BPS Procurement Directive, relevant trade agreements, and Procurement Services Initiatives and Solutions
  • Represent the department in internal & external working groups and committees as approved by Director, Procurement Services.
  • Works with suppliers and Accounts Payable on invoice discrepancies, contacting the supplier on price discrepancies to the Purchase Order.
  • Runs reports in Banner to close out purchase orders with small residual amounts
  • Monitors open purchase orders using shopLaurier and Millennium to investigate those needing expedition and/or closure
  • Coordinates with the Finance Department on the running of reports to identify outstanding purchase orders for fiscal year end, follows up with internal clients on Purchase Order Status and updates accordingly to ensure accuracy for new fiscal year
  • Creates internal procedure documents on Procurement tasks for departmental procedures documentation

    • eProcurement Administration & Other

  • Reviews and Approves transactions within the shopLaurier system
  • Reviews tax status and quotations to ensure compliance with internal policy, and external trade agreements as well Broader Public Sector rules governing University Expenditures
  • Approves and processes PO Change Requests and Return to Vendor forms within shopLaurier and Banner
  • Checks and converts Blanket Order Requests as required
  • Acts as the contact for creating new vendor records in Banner and importing into shopLaurier, including ensuring no duplication as well as determining payment types, terms and distribution information
  • Contacts End-users about discrepancies on invoices and quantities received
  • Contacts Vendors regarding discrepancies & expedite orders on behalf of departments
  • Works with Accounts Payable and ICT on payment or system issues
  • Assists with system testing as required
  • Cross-trains of job duties for back-up in the department

    • Qualifications

  • College Diploma in Business Administration or related discipline
  • Working towards current Certified Supply Chain Management Professional (CSCMP), Certified Public Procurement Buyer (CPPB), Certified Public Procurement Officer (CPPO) designation an asset
  • 2 years related work experience including 1 year leading RFX processes (RFP, RFQ, RSFQ, RFT,RFI etc.). Experience in a public procurement environment is preferred.
  • Superior verbal and written communication skills with varying audiences
  • Strong interpersonal skills
  • Advanced Computer literacy, including but not limited to Microsoft Office Suite
  • Experience working with Banner, or other financial system an asset
  • Detail oriented and able to multi-task with frequent interruptions & competing deadlines in an open concept office environment
  • Demonstrated knowledge of Procurement related functions, processes, and strategies
  • Knowledge of the Broader Public Sector Procurement and Expense Directives, the Canadian Free Trade Agreement and the Comprehensive Economic Trade Agreement

    • This position has been deemed eligible for educational equivalencies. Please refer to the attached for details.

    Hours of Work : This is a full-time, Continuing position. The normal hours of work are 8:30 AM - 4:30 PM. Monday to Friday (35 hours per week). Flexibility in hours may be required, including evening and/or weekend to ensure the accountabilities of the position are completed. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

    Compensation

    Level: D

    Rate of Pay: $ $38.20 per hour with an annual step progression on anniversary date to $41.30.

    (Annual salary $65, $69,524.00)

    Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job.

    Job Evaluation Factor Scores

    WLUSA/WLU Job Evaluation Factors

    Score

    Education

    2

    Experience

    2

    Interpersonal Skills

    4

    Applied Reasoning and Analytical Skills

    4

    Co-ordination and Planning

    3

    Accountability for Others

    1

    Impact of Decisions

    3.5

    Mental Effort

    4

    Level of Physical Effort

    2

    Working Environment

    1

    Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

    Equity, diversity and creating a culture of inclusion are part of Laurier's core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at

    Should you be interested in learning more about this opportunity, please visit for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.

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