Junior Purchasing Co-ordinator EX20-102 (Employment & Training Op)

This opportunity (EX20-102) closed on 24-Feb-2020.


Employment Opportunity & Training Opportunity Notice:  EX20-102

Junior Purchasing Co-ordinator

Should there be no fully qualified candidate for this position, a
less qualified candidate who can be expected to meet the required
qualifications within a reasonable period may be considered
for this position as a training/development opportunity.

Reporting Location: Tom Davies Square

Limited Position
Estimated Probable Duration: Up to Eighteen (18) Months
70 Hours Bi-Weekly

Start Date to Follow Selection Process

The Purchasing Section, Finance, Assets and Fleet Division, Corporate Services Department of the City of Greater Sudbury, requires a Junior Purchasing Co-ordinator.  The successful candidate must possess the qualifications and perform the duties, as set out below. The current range of pay for this position is $26.56 to $32.06 per hour - subject to review – (Training Opportunity range of pay is $25.83 to $30.56 per hour – subject to review.  The successful candidate will be paid at the reduced range until the minimum qualifications have been met).

Duties:    

Under the general supervision of the Purchasing Agent.

  1. Assist Authorized Persons with conducting informal Request for Quotation processes.
  2. Conduct the informal Request for Quotation process on behalf of Authorized Persons following standard procedures.
  3. Assist with identifying and prioritizing required procurements based on expiring multi-year contracts, new projects approved through budget process, and other requests from City departments.
  4. Assist with utilizing the City’s eTendering system to conduct open-competitive procurement for goods, services, and/or construction projects for the City, to ensure compliance with applicable legislation, City by-laws, policies and procedures. This includes:
    - ensuring a fair, open and transparent procurement process;
    - researching market sources/solutions and potential suppliers;
    - coordinating with the Authorized Person and Legal to determine appropriate procurement method and applicable standard contract terms and conditions;
    - reviewing Authorized Person(s)/consultant specifications/statement of requirements/scope of work and providing feedback to ensure completeness and compliance;
    - facilitating evaluation committees to ensure fairness, transparency, and adherence to applicable legislation, City by-laws, policies and procedures;
    - recommending contract award pursuant to the evaluation process;
    - assisting with contract negotiations;
    - preparing contract documents for Legal review (if required) and/or execution;|
    - providing post award debriefings to unsuccessful bidders/proponents.
  5. Assist with supporting the Authorized Person(s) with managing their contracts to ensure the terms and conditions are adhered to and performance issues are managed responsibly. Provide support to Authorized Person(s) to manage supplier non-compliance or performance issues in accordance with City policies.
  6. Assist with initiating negotiations on contracts that have options to extend and draft contract amendments to reflect negotiated terms for review.
  7. Prepare and maintain accurate records and documentation on all solicitations, contracts, correspondence and related follow-up.
  8. Issue and amend purchase orders and other contract documents; refer other documents, with recommendations, to appropriate levels of authority for approval up to an established maximum limit.
  9. Maintain electronic records of CGS multi-year contracts and standing offer agreements in PeopleSoft and on CITYLinks.
  10. Communicate contract status, including renewal, active, lapsed situations, and provide proactive notice to Purchasing Coordinators and internal customers.
  11. Compile, track and maintain the various contract requirements (e.g. insurance certificates, WSIB, health and safety requirements, etc.) for the Purchasing department.
  12. Administer the procurement card program.
  13. Process approved application forms, change requests and other related documentation in accordance with Procurement Card Policy and Procedures and submit to the bank as required. Maintain all related documentation (e.g. original applications, Cardholder Agreement forms, etc.).
  14. Communicate to the bank requests for card issuance, cancellations and amendments to transactions, card limits and other. Trouble shoot cardholders' issues with P-card interface and co-ordinate with the bank technical support as required.
  15. Maintain cardholder and purchasing card information and prepare usage reports utilizing reporting tools provided by the bank.
  16. Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
  17. Provide coverage for the Chief Procurement Officer Secretary position.
  18. Perform other related duties as required.

Qualifications:

  • College diploma in a related field (e.g. Business Administration, Accounting).
  • Completed or working towards a purchasing related certification (e.g. OPBA’s Principles of Effective Public Purchasing or SCMA Purchasing Certificate).
  • Over one and one-half (1 1/2) years of related experience.
  • Knowledge of applicable legislation and related regulations.
  • Ability to work with computer software and administrative systems (e.g. electronic tendering systems, file maintenance; word processing; presentation software (Power Point); computerized spreadsheet applications; database management; information input and retrieval, etc.).
  • Ability to work with numbers accurately.
  • Ability to plan, organize and prioritize tasks with attention to detailed work.
  • Knowledge of PeopleSoft Purchasing System.
  • Knowledge of purchasing card applications/systems as related to P-Card providers.
  • Knowledge of the CGS Purchasing By-Law.
  • Ability to demonstrate interpersonal skills in dealing with the public, staff, Councilors, outside groups and agencies.
  • Excellent use of English; verbally and in writing.
  • Satisfactory health, attendance and former employment history.

How to Apply:

Qualified candidates should submit their résumé in confidence by Monday, February 24, 2020 at 4:30 PM to: Citizen Service Centre, The City of Greater Sudbury, PO Box 5000, Station A, 200 Brady Street, Sudbury, Ontario, P3A 5P3, Facsimile number: 705-673-7219 or by e-mail to: hrjobs@greatersudbury.ca  Any application received after this deadline will not be considered. Please reference the Employment Opportunity number (EX20-102) on your resume.

For further instructions on how to apply to this position, please visit our How to Apply section.

The City of Greater Sudbury is dedicated to maintaining a fair and equitable work environment, and welcomes submissions from all qualified applicants.

Personal information submitted will be used for the purpose of determining suitability for this competition only in accordance with The Municipal Freedom of Information and Protection of Privacy Act.  

All applicants are thanked for their interest in this position.  Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process, you must advise the Hiring Manager.