Procurement Contracts Specialist

Ontario Northland; North Bay; On-site; CAD 92,000 - 108,000; Full time

Job summary

Ontario Northland Transportation Commission (ONTC) in North Bay is seeking a Procurement Contracts Specialist to administer public tenders and contracts in support of the capital program.

You will lead the competitive tender process, prepare and manage RFPs, RFQs and RFIs, evaluate bids, negotiate terms with vendors, and ensure compliance with procurement laws, directives and corporate policy to deliver value and mitigate risk.

Qualifications

• College diploma in Business Administration, Economics, Law, Supply Chain Management, or a related field.
• 3 to 5 years of experience in procurement, sourcing, purchasing, contract administration, or contract management.
• Professional certification in procurement or contract management is considered an asset.

Responsibilities

• Provide guidance through the competitive tender process to ensure RFxs comply with procurement rules and legal requirements and provide vendors with access to a fair and transparent procurement opportunity, while meeting established timelines, budgets and deliverables
• Prepare and administer public tender packages (RFP, RFT, RFQ, and RFI)
• Provide timely information, analysis and advice in the preparation of solicitation documents
• Manage active online tenders, inquiries, and addenda
• Coordinate the competitive procurement and evaluation process
• Negotiate terms, non-disclosure agreements, and other related issues with consultants, contractors, freelancers, and other third-party agents
• Assist operations with preparing procurement documents, ensuring project objectives and contracting terms and conditions are addressed
• Execute the procurement process thoroughly and independently from inception to the final award of contract
• Examine the contents of all submissions for compliance and ensure that the procurement process is conducted in a fair and transparent manner
• Work closely with buyers and procurement officers to analyze purchasing data to complete public RFxs
• Negotiate or participate in the negotiation of contracts with vendors and service providers
• Provide guidance to Project Managers and area leads on contract stipulations, options and risk management
• Coordinate the legal review and execution of goods and services contracts and complete procurement file close-out requirements
• Track number of requisitions, POs, tenders, and single/sole source memos that are completed on a monthly basis
• Identify areas where master services agreements and long-term agreements can be implemented
• Facilitate the 3-quote process with operations to ensure policy compliance
• Escalate potential or identified non-compliance with procurement policy to the Manager for review and appropriate action
• Research and collect various sources of information (e.g., legislation, regulations, policies and programs in other jurisdictions) to support policy and program development
• Post award notifications
• Provide vendor debriefs for open competitive procurements
• Some travel may be required for the purpose of meeting with vendors, suppliers, service providers or offsite contractors

Skills

Procurement knowledge

Analytical

Negotiation

Communication

Education

College diploma in Business Administration, Economics, Law, or Supply Chain Management

Tools

Procurement software

Contract management software

Microsoft Excel

Job description

POSITION:

Procurement Contracts Specialist

REPORTS TO:

Manager, Public Procurement

DEPARTMENT:

Strategic Procurement

LOCATION:

North Bay

REFERENCE:

800-130-27

SALARY:

$91,572 - $107,718

WHO WE ARE:

Ontario Northland Transportation Commission (ONTC) is an Agency of the Province of Ontario that provides efficient and vital transportation services. We are a modern, forward-thinking organization focused on providing safe and reliable transportation services. ONTC has a rich history of over 120 years and strong connections to the communities we serve. With over 1200 skilled professionals, we work together to enhance transportation services and ensure that they are sustainable for future generations. We offer a dynamic workplace culture, along with a competitive salary, excellent benefit package, a defined benefit pension plan, paid vacation, paid personal leave days and discounted transportation on our bus and passenger rail services.

ACCOUNTABILITY STATEMENT:

The Procurement Contracts Specialist administers and manages public tenders and contracts in support of the Ontario Northland capital program and related activities. This role will contribute to the planning, execution, measurement and continuous improvement of the procurement life cycle for capital projects.

MAJOR DUTIES/ RESPONSIBILITIES:

• Provide advice and leadership throughout the competitive tender process to ensure RFxs comply with procurement rules and legal requirements and provide vendors with access to a fair and transparent procurement opportunity, while meeting established timelines, budgets and deliverables
• Prepare and administer public tender packages (RFP, RFT, RFQ, and RFI)
• Provide timely information, analysis and advice in the preparation of solicitation documents
• Manage active online tenders, inquiries, and addenda
• Coordinate the competitive procurement and evaluation process
• Recommend terms, non-disclosure agreements, and other related issues with consultants, contractors, freelancers, and other third-party agents
• Assist operations with preparing procurement documents, ensuring project objectives and contracting terms and conditions are addressed, developing evaluation criteria, and facilitating site visits
• Execute the procurement process thoroughly and independently from inception to the final award of contract, inclusive of the development and coordination of the RFx document
• Examine the contents of all submissions for compliance and ensure that the procurement process is conducted in a fair and transparent manner in accordance with all applicable laws, provincial directives, regulations and corporate policy to achieve value for money and mitigate risk
• Work closely with buyers and procurement officers to analyze purchasing data to complete public RFxs
• Negotiate or participate in the negotiation of contracts with vendors and service providers
• Provide guidance to Project Managers and area leads on contract stipulations, options and risk management
• Coordinate the legal review and execution of goods and services contracts and complete procurement file close-out requirements
• Track number of requisitions, POs, tenders, and single/sole source memos that are completed on a monthly basis
• Identify areas where master services agreements and long-term agreements can be implemented
• Facilitate the 3-quote process with operations to ensure policy compliance
• Escalate potential or identified non-compliance with procurement policy to the Manager for review and appropriate action
• Research and collect various sources of information (e.g., legislation, regulations, policies and programs in other jurisdictions) to support policy and program development
• Post award notifications
• Provide vendor debriefs for open competitive procurements
• Some travel may be required for the purpose of meeting with vendors, suppliers, service providers or offsite contractors

REQUIREMENTS:

• College diploma in Business Administration, Economics, Law, Supply Chain Management, or a related field.
• 3 to 5 years of experience in procurement, sourcing, purchasing, contract administration, or contract management.
• Professional certification in procurement or contract management is considered an asset.
• Demonstrated knowledge of procurement and sourcing practices, including purchasing and tendering processes, policies, procedures, standards, controls, and regulatory compliance requirements.
• Knowledge of the Ontario Public Sector Procurement Directive and relevant federal and provincial legislation is considered an asset.
• Experience using procurement and contract management software, with strong proficiency in Microsoft Office applications, particularly Excel is an asset.
• Strong research, analytical, and problem-solving skills with the ability to evaluate products, services, contracts, and vendor performance to support sound business decisions.
• Excellent customer service, interpersonal, negotiation, conflict resolution, and communication skills, with the ability to build and maintain effective relationships with vendors, suppliers, contractors, and internal stakeholders.
• Ability to work independently and collaboratively in a team environment, manage multiple priorities, and perform effectively in a fast-paced, deadline-driven setting.
• Demonstrated attention to detail, professionalism, sound judgment.
• Commitment to workplace health and safety.

APPLICATION PROCESS:

The successful candidate will need to pass the following clearances: criminal record check, employment references and education verification.

CLOSING DATE:

September 14 no later than 11:59 p.m.

If it is determined that any information provided in the application or during the recruitment process is false, misleading, or incomplete, Ontario Northland may discontinue your candidacy from further consideration.

At Ontario Northland, we are committed to employment equity. We value the unique skills and experience each person brings to Ontario Northland and invite all interested individuals to apply and encourage applications from Indigenous peoples, racialized persons, women, persons with disabilities, and persons who identify as 2SLGBTQIA+.

Ontario Northland will provide accommodation to ensure barrier-free employment in accordance with the Canadian Human Rights Act and the Accessibility for Ontarians with Disabilities Act. You can request accommodation at any stage of the hiring process. If you require accommodation, please contact Human Resources.

ONTC does not use artificial intelligence (AI) to make or inform hiring decisions. We do use an external applicant tracking system (ATS) to help manage applications efficiently. While the ATS may apply basic automated filters or sorting functions, all applications are reviewed and evaluated by human recruiters.

Les offres d'emploi sont également disponibles en français. Visitez notre site Web sur les carrières ou appelez le 1-800-363-7512, pour plus de renseignements.