Procurement Analyst

Vancouver Island University; Nanaimo; On-site; CAD 65,000 - 90,000; Full time

Benefits offered by this job

Comprehensive benefits

Pension plan

Professional development opportunities

Flexible work opportunities

Job summary

Vancouver Island University is seeking a Procurement Analyst to provide leadership in Procure-to-Pay activities and supplier management. You will interact with VIU departments and external suppliers, manage bids, purchasing cards, asset disposal, and contract data entry.

The role requires a diploma or SCMP enrollment with 3 years of procurement experience in a diverse environment, and strong expertise in public procurement, negotiation, and ERP systems.

Qualifications

• Diploma in Business-related studies or enrollment in SCMP program.
• 3 years procurement experience in a diverse environment.
• Knowledge of public procurement principles and trade agreements.
• Experience sourcing goods/services and negotiating prices, delivery dates and terms.
• Customer service-focused procurement and contract management.
• Strong communication, organizational and analytical skills.
• Proficiency with MS Office and ERP systems.

Responsibilities

• Manage supplier database and ensure new suppliers are vetted per VIU procedures.
• Process purchase requisitions and issue purchase orders with accurate cost centre codes.
• Expedite PO deliveries, resolve shortages, backorders, and quality issues; generate reports.
• Assist with receiving, returns, and repairs; coordinate asset disposal.
• Respond to inquiries about Procure-to-Pay processes and invoicing discrepancies.
• Lead competitive bid processes (NRFP/RFT/RFQ) and conduct evaluations and negotiations.
• Enter contract data, monitor expiry, and assist with amendments and performance data.
• Coordinate purchasing card program and ensure proper reconciliation and policy compliance.
• Provide input to system setup and training for VIU staff; participate in process improvements.
• Build procurement relationships and provide consultative services across VIU.

Skills

Procurement experience

Sourcing & negotiations

ERP systems

Customer service

MS Excel

Education

Business-related diploma

SCMP program enrollment

Tools

ERP systems

Microsoft Excel

Procure-to-Pay systems

Job description

Duties:

The Procurement Analyst is responsible for providing excellent customer service and leadership to all VIU departments and external suppliers with respect to Procure-to-Pay activities, as well as supplier database management, sourcing activities, competitive bid processes, purchasing card program, disposal of assets, contract/pricing negotiations, and contract/supplier management. This position reports directly to the Manager, Procurement Operations and interacts with Senior Executive, Senior Managers and business units across University departments and faculties.

• Manage supplier database, updating information and status, and ensure all new suppliers are set up and vetted appropriately as per VIU procedures.
• Review and process purchase requisitions submitted by University staff for requested goods and/or services in a timely manner, and issue purchase orders to suppliers ensuring accuracy of cost centre and account codes, price and availability, appropriate tax is applied or accessed, supplier has WorkSafeBC requirements (if applicable), any quotes or contracts referenced or attached are reviewed in full, and they are in compliance with applicable trade agreements, VIU policies and procedures.
• Manage purchase orders, expedite the delivery of goods and services, investigate and resolve shortages, backorders, delivery and quality issues, generate reports, and tracks cost savings and other procurement metrics.
• Assist VIU employees with receiving goods/services in the system as well as facilitate any goods that need to be returned including coordinating repairs.
• Respond to and resolve any internal and external questions, issues, or requests for information pertaining to Procure-to-Pay process including any invoicing or receiving discrepancies, purchase order amendments, etc.
• Conducts competitive bid processes/projects (low-medium complexity) by leading cross-functional teams when applicable. Develops and issues competition documents (NRFP, RFT, RFQ, etc.) and facilitates evaluation processes, financial analysis, site visits, presentations, demonstrations, recommendations to business units/decision makers, vendor debriefings, and contract negotiations right through to contract award. Prepares and maintains accurate records and documentation.
• Ensures all competitive processes are done in a fair, transparent, and ethical manner, and in compliance with applicable trade agreements, regulations, laws, related purchasing practices, policies and procedures.
• Enter contract data in contract database, and assist with analyzing reports on contracts coming up for expiry, contacting VIU departments on next steps, assisting with amendments, and inputting performance data.
• Meets with vendors and/or business units to resolve low complexity contract related issues or changes.
• Act as coordinator for purchasing card program, including requesting/issuing/closing credit cards with card provider, setting up VIU card holder in system database, assist with card holder issues, ensure card holders reconcile statements monthly and card holders abide by policy and procedures; escalates to Manager when Pcard process is not followed.
• Manage asset disposal or selling of assets as per VIU policies and procedures, and other Procurement led programs or functions such as stationery on-line ordering.
• Provide input to setting up or revising products in system, including tax implication, units of measure, descriptions or prices as directed by Management.
• Provide system training to VIU employees on a daily basis and participate in session training, problem solving, troubleshooting, etc.
• Participate in the review and development of Procurement processes and procedures with Procurement / Finance Management.
• Proactively builds relationships and provides procurement consultative services, guidance, and education to all levels of VIU employees, and suppliers through interpretation of policy and procedures.
• Other procurement related duties as required by management.

Required Qualifications:

A diploma in Business related studies or enrollment in Supply Chain Management Professional (SCMP) program, plus 3 years procurement experience working in a diverse environment. An equivalent combination of education and experience may be considered.

• Knowledge of the principles and practices of public procurement, contract law, federal and provincial taxation, WorkSafeBC, customs, FOIPPA, current trade agreements and provincial public sector procurement standards.
• Experience with sourcing a variety of goods and services and negotiating prices, delivery dates, and payment terms with suppliers.
• Customer service-focused approach to procurement and contract management. Ability to deal with a wide range of people with tact, diplomacy, and patience.
• Strong organizational, interpersonal and administration skills. Ability to prioritize multiple work tasks and switch between detailed tasks quickly. Ability to handle pressure and set priorities.
• Ability to communicate effectively. Excellent knowledge of English language, verbal and written,
• Strong analytical skills, problem-solving skills, and attention to detail. Ability to perform financial analysis, interpretation, and know when to elevate to Manager.
• Positive attitude and ability to exercise tac, discretion on confidential matters, and good judgment.
• Strong level of computer literacy, to include MS PowerPoint, Word, Excel, Outlook. Knowledge and experience with Enterprise Resource Planning (ERP) systems.

Preferred Qualifications:

• Experience with public sector procurement.

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

Note:

• Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
• All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
• Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.

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