Procurement Agent

If you are currently employed with the City of Niagara Falls, please apply internally through the Workday Jobs Hub app of your Workday account in order for your application to be processed as an internal applicant.

Closing Date (closes at 11:59 pm on date noted below):

Job Type:

Department:

Salary:

Hours per week:

Openings:

Vacancy Status:

This posting is for a new vacancy.

The following description reflects the general details considered necessary to describe the principle functions of the position identified and shall not be construed as a detailed description of all the work requirements that may be inherent in such classification.

Position Summary:                                 

Responsible for assisting the Senior Manager of Strategic Procurement and Initiatives with the purchasing function.

Responsible To:                                       

Senior Manager of Strategic Procurement and Initiatives

Supervises:                                              

N/A

Responsible For:                                

• Undertake a wide variety of procurement related activities as the primary liaison to departments and divisions by adhering to the corporate purchasing policy and procedures.  Ensure compliance with public procurement requirements and to be accountable in maintaining an open and honest process that is fair, impartial and transparent.

• Provide administrative support for the Senior Manager of Strategic Procurement and Initiatives.

• Work together with the Stores Department to develop and issue bids and to set up and maintain inventory of all items in the City’s respective software application and identify opportunities for process improvements.

• Process and approve requisitions from department/division according to corporate policies, procedures and budget approvals.

• Confer with department/division requisitioner regarding requirements, quantity, quality, and delivery and recommend alternatives that would result in greater value for the corporation.

• Research, determine and recommend procurement methods to department/division requisitioner (e.g., cooperative purchase, roster, quotation, tender, proposal, expression of interest, etc.).

• Develop and assist department/division requisitioner or consultant in the writing of specifications, scope of work and terms and conditions as required, and to prepare appropriate documentation.

• Prepare complete bid document for procurement method and ensure appropriate review/sign-off from department/division requisitioner as required.

• Issue finalized bid document to bidders in accordance with corporate policies and procedures.

• Coordinate, attend and conduct pre-bid, information and/or site meetings in collaboration with department/division requisitioner as required, and to prepare appropriate documentation including attendance sheets, meeting notes, etc.

• Respond to inquiries from bidders regarding bid documents and to develop and issue addendums in collaboration with department/division requisitioner.

• Receive, review and determine compliance with requirements in quotations, tenders or proposals within authorized limits, and attend formal bid openings when necessary.

• Coordinate and participate in evaluation committees, proponent interviews and formulate evaluation calculations, bid summaries, award recommendations and approvals.

• Obtain and track all necessary documents from vendors including labour and material bonds, bid deposits, insurance and WSIB certificates, licenses, material safety data sheets, health and safety requirements, references, etc.

• Prepare legal agreements and contract documents for approval in collaboration with department/division requisitioner in accordance with corporate requirements and to arrange execution by the vendor and approved City designate.

• Issue purchase orders within authorized dollar limits or after receiving approvals.

• Prepare required correspondence to ensure appropriate follow-up with bidders.

• Coordinate contract administration together with the department/division requisitioner throughout the duration of the project which may include monitoring supplier performance, revising contracts, issuing change orders, and renewing contract documentation such as bonds, insurance and WSIB certificates.

• Assist in resolving problems with goods and services purchased (i.e. incomplete shipments, damages, incorrect goods, quality and service-related issues and customs clearance issues, etc).

• Work closely with Accounting Services in the matching of invoices to purchase orders resolving invoicing discrepancies and to clear price or quantity differences in cooperation with department/division requisitioner.

• Coordinate and confirm completion of supplier performance with department/division requisitioner in order to track City satisfaction with the quality of products, services and goods provided and report accordingly to supplier and establish any corrective action.

• Set up accurate records, maintain and monitor all corporate contracts in the software application.

• Prepare and maintain accurate records and documentation for the department for all files and bid solicitations in accordance with the City Retention By-law.

• Generate, review and follow-up on various procurement related functions including open purchase orders reports and supplier analysis reports and generate analysis reports from the ERP system for both routine and ad hoc auditing and reporting purposes.

• Engage in current and future procurement planning with department/division by routinely meeting and communicating in order to meet service delivery requirements.

• Review standardization opportunities and alternative goods and services across departments/divisions with the intent to optimize value, create efficiencies and cost savings to the corporation.

• Assist with the implementation and enhancements of specific software including ERP, bids & tenders and other software.

• Assist with formal bid openings and perform in a backup capacity, the duties of Bid Opener including preparation of documentation, setup of weekly bid openings while maintaining discretion and confidentiality.

• Prepare and present written or verbal reports, policies and procedures and/or recommendations to General Managers, Managers, staff, Council, external agencies and the public as required.

• Assist with the development and facilitation of training and programs for the corporate purchasing function to Council, staff, vendors and the public as required.

• Establish work priorities and schedules to ensure timelines are met.

• Participate on a wide variety of committees and/or workgroups such as a Corporate Purchasing Team and the Niagara Public Purchasing Committee as required.

• Arrange for disposal of surplus or obsolete assets as directed by the Procurement Policy.

• Provide front line customer service for the department to both internal and external customers.

• Assist on all procurement-related duties as required.

Position Requirements:

• Minimum is completion of a three (3) year College Diploma in Business Administration or related discipline.

• In progress or completion of a recognized Purchasing or Supply Chain Management Designation/Certification from an accredited association, organization, or institution.

• Minimum is five (5) years of purchasing experience with at least three (3) years in a municipal setting.

• Knowledge of WSIB, Insurance requirements, Construction Lien Act, Trade Agreements, Occupational Health and Safety requirements, various construction contracts and other applicable statutes.

• Experience reviewing various construction, equipment and other Municipal Services specifications is an asset.

• Demonstrate a high degree of personal initiative and motivation.  Proven ability to organize workload in a fast-paced environment and meeting deadlines.

• Ability to interact effectively and courteously with all levels of staff and contacts in a political and community/client services environment; build co-operative/collaborative working relationships internally and externally; and to champion corporate programs/initiatives, missions and values of the City.

• Proven computer experience using Microsoft Office Suite and bid posting software. Knowledge of Cartegraph, Bids & Tenders end-to-end digital procurement platform and experience with procure-to pay (P2P) ERP systems is an asset.

How to apply:

Please submit your application including a cover letter and resume through Workday using the apply button above.

The City of Niagara Falls is dedicated to creating an accessible and inclusive organization and fostering a workplace culture which reflects the diverse nature of the residents we serve. In accordance with the Accessibility of Ontarians with Disabilities Act (AODA), the City will accommodate the individual needs of candidates with disabilities throughout the recruitment process. Please feel free to contact us at HRDepartment@niagarafalls.ca or 905-356-7521 ext 4317.
Personal information is collected under the authority of The Municipal Act and will only be used to determine suitability for this position. We thank all applicants for their interest, but only those advancing through the selection process will be contacted.