Procurement Officer

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Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

**Please note this position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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

UBC is a global centre for research and teaching, consistently ranked among the 40 best universities in the world. As the second largest university in Canada, UBC attracts, nurtures and proactively transforms more than 58,000 students from 140 countries on two major campuses. With over 5,000 faculty, 10,000 staff, 300,000 alumni, UBC has an operating budget of $2 billion and research income approaching $600 million.

Procurement is an area that impacts a significant number of faculty, staff and students across the entire university given the size of UBC s annual spend on goods and services. Procurement is currently undergoing a transformation to implement leading practice, processes and solutions. The vision for Procurement at UBC is to have automated, seamless, efficient and effective processes, shifting the focus to providing strategic and value added procurement services across the university.

Key principles to guide the future state of procurement at UBC include:

- Simple, transparent, standardized and easy to use processes and systems

- Automated and streamlined procurement processes while balancing risk

- Increased focus on customer service

Reporting to the Strategic Sourcing Manager, the Procurement Officer is responsible for managing procurement activities for the University s campuses, 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 comply with Supply Management s code of ethics.

Organizational Status

Reporting to the Procurement Sourcing Manager, the Procurement Officer provides procurement support for departments, faculties, and units. Works closely and liaises with all levels of Supply Management staff and establishes and maintains close working relationships with administration, management, faculty and staff of all levels outside of Supply Management.

Work Performed

The Procurement Officer works independently and proactively under the general direction of a Senior Procurement Officer or the Procurement Services Manager to support Departments, Faculties, and units. 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 Supply Management 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 Strategic Sourcing.

2. Providing Procurement Guidance and Assistance

a) Provides guidance and assistance to faculty and staff in all aspects of procurement, including the interpretation of related policies and procedures.

b) Provides guidance and assistance to research grant holders (CFI, NSERC, etc.), both at the application and final award stages. This requires extensive University, as well as grant, process knowledge and includes the interpretation of related regulations, policies and procedures.

c) Coordinates and resolves problems with end user department and suppliers.

d) Demonstrates the procurement function as an effective resource for addressing supply chain issues within UBC.

e) Working closely with the Purchasing Operations group, 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.

f) Maintains active relationships with, as well as current knowledge of Strategic Sourcing and Purchasing Operations and provides technical knowledge/assistance for routine and intermediate situations.

g) Working with the Purchasing Operations group, the incumbent provides the campus with overall Purchasing Operations advice and education as/when required (Purchase Requisitions, Purchase Orders, Procure-to-Pay products and services) escalating Purchasing Operations issues to the Purchasing Operations Manager or Purchasing Operations staff as/when appropriate.

3. Records and Document Management

a) Prepares and maintains accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow up for furtherance to other Supply Management staff for ongoing management.

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) Reports on lessons learned to the Procurement Services Manager.

Consequence of Error/Judgement

Supply Management and the procurement processes governed therein play a key role in enabling the University to achieve its goal of becoming one of the world s leading universities. The Procurement Officer is a key stakeholder and plays an important role in the successful delivery of optimum procurement tools for the University. 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 Supply Management and on the campus at large. Recommendations made by the incumbent which have been poorly analyzed can lead to increased costs to the University, and/or negative legal consequence. Failure to uphold Supply Management s Mission Statement and ethical principals could result in a loss of confidence in Supply Management s leadership within the UBC community.

Supervision Received

Reporting directly to the Procurement Services Manager, the incumbent works collaboratively with all staff within Supply Management (primarily with Strategic Sourcing and Purchasing Operations) and the campus community at large. Decisions have a direct impact on the success of Supply Management s operational goals, policies and procedures. Performance is evaluated against project and/or objectives, as measurable results are achieved.

Supervision Given

None.

Minimum Qualifications

- Willingness to respect diverse perspectives, including perspectives in conflict with ones own
- Demonstrates a commitment to enhancing ones own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

University degree in a relevant discipline.Purchasing Management Association of Canada designation or training would be considered an asset: SCMP Designation, Certificate in Purchasing or Diploma in Supply Management.Minimum of two to three years of related experience or the equivalent combination of education and experience.Knowledge and experience with an integrated Enterprise Resource Planning (ERP) system. Public sector purchasing experience is an asset. 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.Ability to communicate effectively verbally and in writing.