Procurement Officer

at  Okanagan College

EDUCATION AND EXPERIENCE

Completion of Grade 12 and a business/supply chain/finance related diploma; as well as a Supply Chain Management Training program certificate or Public Sector Procurement Program certificate or equivalent. Over 4 years and up to and including 6 years of directly related experience.

SKILLS AND ABILITIES

• Comprehensive and demonstrated knowledge of current procurement, inventory control and merchandizing practices, standards, and laws.
• Excellent accuracy and professional judgment.
• Demonstrated analytical skills.
• Strong communication (verbal and written), customer service and interpersonal skills with ability to develop and maintain exceptional relationships with internal and external contacts.
• Superior organizational, planning and time management capabilities.
• Team player with an aptitude for working in a collegial and collaborative environment.
• Proven ability to problem solve, make decisions, and assume responsibility and accountability.
• Demonstrated ability to work well under pressure and meet multiple, shifting deadlines for a variety of activities and projects.
• Excellent computer skills with proficiency using Microsoft Office and enterprise resource programs such as Ellucian Banner and Millenium FAST, as well as solid analytical skills with the ability to create, analyze and present financial reports.
• Strong negotiation skills.
• Ability to work autonomously and effectively with the Procurement Services Manager.

TYPICAL DUTIES

1. Plans, coordinates, and delivers on the procurement of goods, services, and construction requirements for a wide variety of commodities and services for Okanagan College.
2. Performs complex purchasing assignments such as those related to capital.
3. Determines the appropriate process (e.g.: Quotation requests, Tenders, Request for Proposals, Request for Qualifications, Requests for Expression of Interest) for the procurement of goods, services and construction that provides the college with the “best value”.
4. Ensures procurement complies with contract and bid law, policy, and legislation to ensure proper audit and business practices for purchasing and contracts are implemented, monitored, and controlled.
5. Performing market research on the web, on BCBid or via networking in preparation for certain tenders and/or contracts.
6. Prepares and/or assists departments in preparing detailed specifications and prepares bid documents or contracts appropriate to the type of process being utilized.
7. Reviews and evaluates incoming requests for completeness, accuracy of budget signing authorities, appropriate budget application, specification detail and compliance with government regulations, College’s policies and guidelines, tariffs, and tax regulation. Considers appropriateness of procurement based on market trends, supply conditions, time constraints, contract duration and changing sources of supply.
8. Provides guidance and advice for clients when creating appropriate evaluation criteria, weighting and methodology ensuring the evaluation processes adhere to best practices, bid law and policy.
9. Prepares and posts the notices for publication of the calls for tenders on the government’s public tendering website “BCBid” for review by proponents.
10. Responsible for the efficient procurement workflow by reviewing purchase requisitions, obtaining supplier quotes (including reviewing tender proposals), creating purchase orders and/or contracts, and facilitating effective communication with suppliers.
11. Creates, issues, and finalizes contracts, analyzes proposal summaries, informs, and debriefs unsuccessful proponents and prepares contracts.
12. Performs vendor pre-qualification, research availability, quality and price. Evaluates competitive bid documents, recommends the successful bidder to the Manager; and prepares contracts / purchase orders for the successful proponent.
13. Advises on and works to resolve post-award contract issues (e.g.: non-compliance).
14. Monitors purchasing cycles to ensure timely delivery.
15. Responsible for continuous improvement initiatives.
16. Administration of Okanagan College Procurement Card Program across the College.
17. Responsible for the procurement of furniture and related equipment for the College.