Procurement Support Representative

at  The Ottawa Hospital

ABOUT THE OTTAWA HOSPITAL

Inspired by research and driven by compassion!
The Ottawa Hospital (TOH) is one of Canada’s largest learning and research multi-campus hospitals. With more than 1,100 beds and approximately 12,000 staff members, we deliver specialized care to the Eastern Ontario region.
From the compassion of our people to the relentless pursuit of new discoveries, The Ottawa Hospital never stops seeking solutions to the most complex health-care challenges while continually engaging with the community to support our vision for better patient care.
Working together with its research institute, the University of Ottawa, and other partners, the hospital is continually gaining national and international recognition for high-quality patient care, teaching and research, while striving to meet the needs of the culturally diverse community we serve.

BASIC REQUIREMENTS

• Completion of at least two years in a related program in a field related to Commerce/Business, Health Science, Arts and Design, Computers and Technology, Sciences, Social Sciences, Legal Studies or Engineering; in Business Administration or equivalent;
• Introduction to Procurement/Buying course from Purchasing Management Association of Canada (PMAC), OR Procurement course/Strategic Sourcing course from Supply Chain Management Association (SCMA) or an equivalent procurement or buying related course with a minimum of two years related experience;
• Minimum two years of recent procurement experience;
• Strong Knowledge of Word, Excel and Office 365;
• Data Entry (4000 keystrokes/hour);
• Understanding of the RFP and tendering process;
• Knowledge of regulations that impact procurement activity in Ontario;
• Knowledge of industry and business practices involving sales, production and supply;
• Cost analysis methods and techniques;
• Knowledge of the materials management life cycle;
• Exceptional interpersonal skills;
• Exceptional oral and written skills to prepare accurate, clear, and concise correspondence;
• Professionalism and respect for confidentiality and conflict of interest guidelines;
• Ability to multitask and handle interruptions;
• Eligible to work in Canada.

• Create purchase orders while accounting for pricing, rebate structures, logistical information, restocking fees, and terms for return of goods;
• Manage and follow up with backorders and or shortages, substitutions and communicate/update with requestors;
• Request quotations from vendors when necessary as per TOH Procurement Policy;
• Work with companies to resolve issues of supply, demand and cost;
• Provide supply and cost analysis to management and the operations team;
• Administer and manage procurement documents while recording anomalies and deficiencies within The Ottawa Hospital’s Oracle ERP system;
• Communicate any changes to the data administration team;
• Research possible substitutions for cost savings opportunities;
• Handle requests regarding source of supply, delivery scheduling and availability of products and service;
• Troubleshoot end user requisitions to ensure orders are received in a timely manner;
• Perform conflict resolution between vendors and end users pertaining to supply suitability, expectations and execution;
• Communicate and meet with vendors when required;
• Ensure that all procurement activity follows appropriate guidelines and policies.