Job Description

Overview

Reporting to the Purchasing Manager, the Assistant Manager, Purchasing will be responsible for ensuring the Department’s procurement processes support the City’s operational needs. This is strategic, managerial work that oversees, directs and provides leadership to junior Buyers and will be responsible for optimizing the City’s procurement processes by utilizing PeopleSoft and the bids & tenders e-procurement platform.

Responsibilities include the administration of the competitive bid process for the acquisition of goods, services, and construction as authorized and in accordance with competitive bidding laws, bylaws, policies and legislated requirements.

Provides guidance/advice to user departments on the application of the City’s Procurement Policy and established processes and assists staff throughout the competitive process from needs analysis through to award/contract management. The incumbent may also be required to present to SMT and guide senior staff on procurement matters as required.

The position plays a key role in working with functional analysts to develop, test, implement and maintain purchasing related IT systems and analytics.

Examples of key responsibilities include, but are not limited to

• Responsible for managing Buyer 1 team, including but not limited to, recruiting, training, development and if necessary, discipline and termination.
• Promotes a client focused and service orientated approach in providing services to external vendors and internal clients.
• Identifies, follows up and responds to clients’ needs and areas of concern, taking appropriate action to resolve issues.
• Develops and provides training and presentations to internal clients.
• Responsible for the day-to-day operation and staff use of the bids & tenders e-procurement system.
• Oversees the use and data integrity of bids & tenders to provide accurate and insightful analytics and reporting.
• Subject matter expert for Purchasing Requisition program and Purchasing Year End process.
• Ensures PeopleSoft purchasing module functions as intended and accurate data can be extracted to inform client decision-making.
• Deputizes for Purchasing Manager during periods of absence. May be required to attend Committee and Council meetings.
• Champions business improvement/process standardization initiatives and leads or participates activities to ensure successful implementation.
• Assigns and reviews work of Buyer 1 personnel; coaches and evaluates staff performance and identifies need for training and development.
• Will act as the main liaison for LIEC and RPL on procurement matters and provide practical guidance on procurement approaches and contract management considerations
• Works with Law to manage and maintain the City’s contract and bidding documents to reflect City priorities, changes in legislation and mitigation of known risks.
• Liaises with the City’s Risk Manager on procurement matters to ensure the City’s interests are protected where possible.
• Responsible for accuracy and relevance of various Purchasing related guidelines, documents, purchasing intranet pages.
• Recommends periodic updates based on user feedback, changes in legislation or best practices ensuring any necessary updates are completed.
• Leading and facilitating complex procurement processes

Knowledge, Skills & Abilities

• Sound knowledge of contract law, Canadian competitive bidding practices that are binding on public sector entities and applicable procurement legislation.
• Ability to use related programs including PeopleSoft and bids & tenders.
• Ability to demonstrate strong decision making skills.
• Ability to lead and coach other purchasing staff.
• Possesses excellent report writing and presentation skills.

Qualifications and Experience

• Bachelor’s Degree in related discipline or equivalent experience
• SCMP certification preferred or equivalent experience
• 5 years experience as a senior Buyer operating within a Public Sector organization.