Senior Procurement Specialist

Date: Apr 21, 2021

Location: Waterloo, CA

Company: Wilfrid Laurier University

Department: Finance 

Job Type: Continuing

Full-time/Part-time: Full Time (>=1249 hrs/year) 

Campus: Waterloo 

Reports to: Director, Procurement Services

Employee Group: WLUSA 

Application Deadline: April 25, 2021

Requisition ID: 1217 

 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact.  With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

 

Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well as locations in Kitchener and Toronto. The university is committed to providing an inclusive workplace and employing a workforce that is reflective of local and national demographics. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.

 

Position Summary:

 

Procurement Services is an agent of Wilfrid Laurier University in the administration of procuring goods, services and contracts.  The Senior Procurement Specialist is responsible for procuring products and services for the University and for sourcing projects that identify and bring to contract, suppliers that are strategic in nature and university wide in scope.

Communication and collaboration with both senior and junior staff is necessary both within the department and the University as a whole.  The position collaborates with and supports the Laurier community in  their procurement requirements to ensure the University is receiving value for money while maintaining accountability to various procurement standards and regulations. Assignments vary and the Senior Procurement Specialist will be responsible for program areas including reporting, communications, negotiations, student initiatives, compliance and services. The Senior Procurement Specialist will be a highly skilled procurement professional and will exercise a great degree of independent judgment and analysis.

The position is responsible for supporting an effective internal controls environment, including maintaining up-to-date knowledge of all relevant policies, procedures and internal control practices and performing duties in accordance with the respective policies and procedures.

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 Campus, and external partners. Special attention is given to ensure equitable service delivery across all locations.

  

Accountabilities:

  

Procurement

 

  • Assumes responsibility of major acquisitions
  • Works independently while under the general direction of senior staff (Manager, Procurement Systems, Director Procurement Services, AVP Financial Resources)
  • Completes projects that include but are not limited to communications, reporting, market & spend analysis, Request for Quotations, Request for Proposals, Request for Information, Request for Expression of Interest, Request for Supplier Qualification etc., departmental initiatives, departmental events, and developing and maintaining a thorough working knowledge of departmental activities.
  • Will assume responsibility as Procurement subject matter expert and process lead through the RFx process from start to finish
  • Posts competitive procurement documents on public posting websites
  • Serves as evaluator/reviewer/advisor on RFx processes
  • Reviews evaluator scores and feedback and tactfully communicates and provides direction regarding accountabilities and requirements for evaluations under relevant legislation and directives
  • Identifies and sees through to completion new innovative procurement strategies to improve overall efficiencies within Laurier
  • Identifies opportunities for & negotiates agreements that deliver strategic value to Laurier and support the University’s Success Factors
  • Maintains excellent working knowledge of the Broader Public Sector Procurement Directive, relevant trade agreements and Laurier Policies and Procedures
  • Possesses a sound understanding of Canadian and International competitive and contract law
  • Possesses a comprehensive understanding of the Code of Ethics and an ability to identify potential difficult ethical situations
  • Implements acquisition strategies for individual departments within the university based on analysis of their current needs and objectives
  • Acts as a legislative, policy & compliance resource for the Laurier community, including the ability to make strategic operational decisions without prior approval in the Director’s absence.
  • Provides guidance and direction to the Procurement Specialist, and Procurement Services staff for escalated concerns or complicated circumstances related to Procurement policies and legislated requirements
  • Reviews RFx documents of Procurement Specialist prior to posting to verify accuracy and compliance with Procurement policy and department processes and guidelines
  • Performs audits including but not limited to approvals and compliance review completed by Procurement Specialist and Procurement Services staff in shopLaurier
  • Processes, reviews and approves purchases and forms in shopLaurier in accordance with compliance rules under Procurement Policy and Granting Agency requirements
  • Develops and maintains strong knowledge of Research Procurement and Granting Agency requirements
  • Acts as a senior Procurement Services representative on internal committees as approved by Director
  • Assists in BPS and Procurement Card Training
  • Provides in person and virtual presentations and training to audiences of various sizes surrounding Procurement Services policies, updates, initiatives, etc.
  • Performs regular and ad-hoc spot audits for contract compliance by vendors & policy compliance by the Laurier Community
  • Works with suppliers and Accounts Payable on invoice & Purchase Order discrepancies.
  • Represents Laurier Procurement Services in external groups and committees as approved by Director
  • Assists in the formulation and maintenance of Sustainable Procurement Guidelines
  • Creates and maintains vendor records in shopLaurier & Banner as required.

 

Strategic Initiatives/Projects

 

  • Assumes lead and/or supports Procurement Services initiatives as required
  • Supports procurement activity in projects and programs within the University
  • Plans and administers projects for Procurement Services to improve efficiencies
  • Self-sufficient in picking up  unassigned projects and sees projects through to completion
  • Develops and maintains strong, positive, inter-personal relationships with key stakeholders within the University
  • Prepares business cases & reporting for Management for strategic initiatives & reporting obligations
  • Participates in the development of best practices to allow all University staff to efficiently perform job function as it relates to strategic sourcing

 

Contract Management

 

  • Works with vendors and using departments to negotiate contracts through the RFx process
  • Liaises with University Counsel regarding contracts and legal matters
  • Liaises with ICT regarding privacy & security requirements for IT related Procurements
  • Provides oversight and guidance to departments regarding procurement strategies for upcoming contract renewals & new contracts.
  • Performs vendor management evaluations to ensure contractual and service agreements are being upheld
  • Prepares & Maintains complete RFx and Contract files

 

Other/Administration

 

  • Participates in conferences and training when applicable and approved by the Director, Procurement Services to increase expertise
  • Cross-trains for Back-up to other departmental areas as required, including supervisory duties

 

Qualifications:

 

  • Bachelor’s Degree and Successfully obtained CSCMP (Certified Supply Chain Management Professional) Designation,C.P.P.B (Certified Professional Public Buyer) or C.P.P.O (Certified Public Procurement Officer) Designation
  • Minimum 3 years progressive experience leading RFx processes including at least 1 year in a public procurement environment
  • Demonstrated knowledge of the Broader Public Sector Expense and Procurement Directives, Canadian Free Trade Agreement and Canada-European Comprehensive Economic Trade Agreement.
  • Computer literacy, including Microsoft Office Suite & Outlook
  • Good working knowledge of Banner, or other financial system an asset
  • Excellent interpersonal skills
  • Exceptional written and verbal communication skills
  • Comfortable speaking and presenting to audiences of various sizes in both a virtual and in-person settings
  • Detail oriented and ability to multi-task and handle frequent interruptions in an open concept office environment.
  • Self-motivated, goal-oriented individual who is capable of working in a dynamic work environment.

 

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

 

 

Compensation:

 

 

Position Grade: SH-09

Rate of Pay: $37.06 -$43.58 per hour

 

 

Hours of Work:

This is a full-time, continuing position. The normal hours of work are 8:30AM-4:30PM. Monday to Friday. 

 

 

Job Evaluation Factor Scores:

 

WLUSA/WLU Job Evaluation Factors              Score               
Education and Experience 6.5
Interpersonal Skills 4
Applied Reasoning and Analytical Skills 4.5
Physical Skills 3
Co-ordination and Planning 4
Responsibility for Others 3
Impact of Decisions 3.5
Mental Effort 4
Physical Effort 2
Multiple Demands and Priorities 2.5
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 seeking 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 careers.wlu.ca/content/How-to-Apply-/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a CV and letter of introduction will be required in electronic form.


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