Procurement Officer, Regional Water

Summary of Duties:

Reporting to the Manager or designate, the Procurement Officer is responsible for the procurement process for the supply and delivery of goods and services and disposal of assets for the Regional Water division and on behalf of the two Boards of Management (Boards) for the regional water systems. Liaises with Regional Water staff, the contracted operating authority as well as various Government bodies to determine operational and functional requirements, business process improvement opportunities and prepares clear and accurate specifications.

Work Performed:

• Provides the Division with required information on the principles/objectives/procedures of purchasing. Reviews requirements and determines potential sources for the supply of goods or services. Recommends the best procurement method and integrates/coordinates purchases with the contracted operating authority and Regional Water, where applicable.
• Prepares and issues requests for quotation/tenders/proposals/expressions of interest/request for information and pre-qualifications and determines appropriate clauses for inclusion. Prepares and maintains commercial and technical specifications. Builds documents, uploads drawings and spreadsheets for the form of tender/quotation within the current electronic bid provider service.
• Summarizes, evaluates and recommends award of contracts to project lead and Managers for concurrence. Assists in the preparation of the Requests for Proposals, tenders, and quotations, and the recommendation of award of procurements to the Director or designate for approval. Prepares Legal Agreements for final approval by the Director, in consultation with the Boards’ solicitors, and the agreement execution by the Board Chair and/or CAO. Assists with the preparation of Board reports related to purchasing activities including Single and Sole Source procurements, Irregular bids, asset disposals, and the use of authorities in accordance with the Delegation of Powers and Duties By-law and the Procurement of Goods and Services and Disposal of Assets Policy.
• Monitors files and contracts on an ongoing basis. Ensures that all legal documentation is secured such as Workplace Safety and Insurance Forms, Liability/Automobile/Professional Insurance policies being in effect, and that Safety Data Sheets and various Ministry documentation are current. Secures Performance and Labour and Material Bonds, Bid Deposits and monitors them for compliance to each project; ensures that Health and Safety requirements and procedures are adhered to in contracts, where applicable.
• Administers contracts throughout duration of projects which includes monitoring vendor performance, revising contracts, renewing bonds and insurance. Administers purchase of Service Agreements ensuring compliance with current standard, regulations and procedural requirements.
• Negotiates terms of procurement for Single Source/Sole Source items and Request for Proposals.
• Coordinates, attends and conducts pre-bid conferences, site meetings, evaluation reviews, proponent interviews and debriefing sessions upon request throughout the procurement process applicable to each project.
• Collects and analyses data to provide forecasting and statistical information for yearly Board budget projections.
• Presents information and advice on purchasing matters to Consultants and the Boards. Reviews and recommends changes to Tender Documents and procurement template document, including terms and conditions, which are prepared by Regional Water and/or a consultant.

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• Reconciles statements of accounts for purchases on credit cards
• Locates and maintains reliable sources of supply for various commodities. Interviews sales representatives, suppliers and accesses the Internet to keep abreast of market conditions and new products.
• Coordinates, recycles and maintains control of surplus material, equipment and supplies of Regional Water and disposes through various methods. (i.e. auction, sealed bid). Attends to, monitors and reports dollar amount received from various disposals.
• Under the direction of the Manager investigates Sustainable Purchasing options and revises requirements for Government funded projects that require special options.
• Advises Regional Water staff and vendors on the applications and interpretation of current customs, excise and sales tax regulations and government legislation.
• Participates in Purchasing Co-operative initiatives.
• Maintains current knowledge and understanding of relevant trade agreements and regulations as applicable.
• Informs the appropriate employees of additions/deletions to inventory and assets.
• Performs related duties as assigned.

Qualifications:

Completion of a two-year Community College diploma from a Business – Logistics and Supply Chain Management program or equivalent AND a Certified Professional Public Buyer (CPPB) designation. The Certified Supply Chain Management Professional (CSCMP) designation is an acceptable alternative.

Experience:

Three years of related experience is required.

Specialized Training & Licenses:

Class G Ontario Driver’s Licence is a requirement.

Skills and abilities in the following areas are necessary:

• Demonstrated excellence in customer service and effective communication skills.
• Demonstrated attention to detail.
• Demonstrated proficiency in MS Office Suite (Word, Excel, Outlook) and related purchasing software.

Compensation & Other Information:

$68,147 - $84,127 (Level 13)

This posting is for one (1) permanent full-time position.

Current hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m. 

Work Arrangement: Hybrid. Subject to change in accordance with business requirements.

These hours of work are subject to change in accordance with the Collective Agreement and may include evening hours and Saturdays.
 

NOTE: Applicants may be required to complete a job related test.

Police Record Check:

The successful candidate will be required to complete a Criminal Record Check.

As an inclusive employer, we are committed to providing a fully accessible recruitment process.  Please contact us at any time during the recruitment process and let us know what accessible supports you may need. 

Phone: 519-661-4930, TTY: 519-661-4889, Email: mycareer@london.ca. 

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