Procurement Officer

at  University of British Columbia

M&P - AAPS

Job Profile
AAPS Salaried - Supply Management, Level A2
Job Title
Procurement Officer
Department
Procurement | Finance | Student Housing and Community Services
Compensation Range
$6,251.00 - $8,986.00 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
February 13, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Description Summary
Under the overall direction of the Associate Director, Ancillary Procurement , Student Housing and Community Services (SHCS), the Procurement Officer is responsible for managing procurement activities for the SHCS at the Point Grey and Okanagan campus, ensuring cost effectiveness commensurate with quality. All
activities shall be in accordance with the University s standard practices and all municipal, provincial and federal laws. The incumbent will be expected to comply with a code of ethics and focus on sourcing products with a sustainable life-cycle.
Organizational Status
The Procurement Officer provides procurement support for SHCS divisions and business units and reports directly to the Associate Director, Ancillary Procurement SHCS. Works closely with all levels of SHCS management and employees, and establishes and maintains close working relationships with administration, management, staff, UBC community, students and suppliers.
Work Performed
The Procurement Officer works independently and proactively under the general direction of the Associate Director, Ancillary Procurement. The Procurement Officer s main areas of responsibility are: tendering processes strategic procurement of equipment, services and supplies supporting supplier relationships providing expertise and guidance to staff engaged in supply chain activities.
1. Procurement of Goods and Services
a. Ensures that all procurement is in compliance with regulations and laws and related procurement practices and in accordance with the University s standard practices.
b. Promotes and adopts Sustainable Supply Chain concepts where appropriate.
c. Reviews and monitors purchase requests to ensure compliance.
d. Provides consistent sourcing and contracting activities through the use of standard tendering document templates (primarily Request for Proposals, Request for Qualifications, Request for Tenders), maintaining adherence to established sourcing processes and practices.
e. Reviews tender and award documentation with respect to the developed evaluation criteria.
f. Responsible for awarding a contract with consensus from the respective department.
g. Responsible for contributing to the category management activities (contract management effective sourcing research and development¿ etc.) of SHCS.
2. Providing Procurement Guidance and Assistance.
a. Provides guidance and assistance to SHCS management and staff in all aspects of procurement, including the interpretation of related policies and procedures.
b. Coordinates and resolves problems with end users (SHCS unit and/or suppliers).
c. Demonstrates the procurement function as an effective resource for addressing supply chain issues within SHCS.
d. Communicates with and educates user departments on the correct and consistent usage of appropriate workflow channels to effectively maximize their utilization of Procure-to-Pay programs and processes.
e. Provides SHCS with overall Purchasing Operations advice and education as/when required. Escalates Purchasing Operations issues to the Associate Director, Ancillary Procurement as/when appropriate.
f. Maintains active relationships with, as well as current knowledge of SHCS business divisions and provides technical knowledge/assistance for routine and intermediate situations.
3. Records and Document Management
a. Prepares and maintains accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow up.
b. Assists in the preparation of, procurement related reports.
c. Responsible for ensuring that assigned tender activities are acted upon and completed within the targeted turnaround times as a Key Performance Indicator (KPI).
d. Responsible for contributing to and tracking cost savings/negotiated savings as Key Performance Indicators (KPI) on all procurements.
4. Supplier Development and Maintenance
a. Promotes and develops contact with external suppliers to establish new sources of supply.
b. Coordinates and/or conducts interviews with current suppliers to improve levels of customer services.
c. Collects and reports statistics to measure commodity and/or supplier performance.
5. Leadership and Mentorship
a. Analyzes current procurement activities and recommends improvement through more efficient procurement methods, quantity discounts, standardization, value analysis and cooperative procurement.
b. Shares ideas and concerns with team members, Associate Director and SHCS management.
Consequence of Error/Judgement
SHCS is an ancillary service and therefore is self-funded. The Procurement Officer plays an important role in the successful delivery of optimum procurement tools for SHCS. Decisions and actions taken or ignored by the Procurement Officer will have a direct impact on how efficiently and effectively the systems and processes will perform and function. Errors in judgment or failure to act decisively could have a detrimental effect within SHCS and on the campus at large. Recommendations made by the Procurement Officer which have been poorly analyzed can lead to increased costs to SHCS, and/or negative legal consequence and could have adverse reputational impact for SHCS and UBC.
Supervision Received
Reports to the Associate Director, Ancillary Procurement of SHCS and works closely with SHCS management and staff. Works independently within established policies and guidelines to meet defined objectives and goals. Work is reviewed in terms of exercise of sound judgment in contract management.
Supervision Given
May manage work of support or temporary employees.

Minimum Qualifications

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications
University degree in a relevant discipline.Preferably in a business related discipline with some public procurement experience considered an asset. Supply Chain Management Professional (SCMP) Designation, Certificate in Purchasing or Diploma in Supply Management an asset.Minimum of two to three years of related experience or the equivalent combination of education and experience.Ability to communicate effectively both verbally and in writing. Ability to understand and apply policies, procedures, and instructions. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to maintain accuracy and attention to detail. Computer experience to advanced level with spreadsheet and database software; and to intermediate excel, word processing, email, and presentation software required. Demonstrated ability to work with multiple priorities; ability to work calmly under pressure of critical deadlines or heavy volumes during peak periods. Demonstrated ability to take initiative, exercise discretion and sound judgment in complex situations.
People & Relationship Management Experience/Skills
Strong relationship building and people skills to foster cooperation between diverse groups; the ability to work as an effective team member. Excellent customer service skills and customer focused approach to work.
Procurement Experience/Skills
Detailed knowledge of general procurement principles and applications. Experience and knowledge of University policies and procedures in procurement preferred. Experience with public procurement an asset. Food, retail, and maintenance, repair and operations buying experience an asset

Please refer the Job description for details