Procurement Officer

Canadian Security Intelligence Service (CSIS) | Service canadien du renseignement de sécurité (SCRS); Toronto; On-site; CAD 65,000 - 90,000; Full time

Job summary

CSIS is seeking a Procurement Officer to conduct low-complexity procurement and contracting using standard methods with known suppliers. You will review requirements, draft RFQs, and exercise delegated authorities for award decisions within limits.

You will respond to supplier inquiries, identify value-based bids, monitor execution, and input data into procurement systems while adhering to contracting policies and Government Contracting Regulations.

Qualifications

• Education qualifications must be from an accredited learning institution recognized in Canada.
• Experience is defined as administrative or corporate support such as planning, reviewing invoices, organizing, coordinating activities.
• Asset qualifications may enhance ability to perform work but are not strictly required.

Responsibilities

• Conduct procurement and contracting activities of low complexity using standard methods with known suppliers.
• Review client requirements and draft RFQs.
• Exercise delegated authorities and recommend awards when within delegated limits.
• Respond to supplier questions on terms, specs, site visits, deliverables, costing and deadlines.
• Identify bids representing best value by establishing evaluation criteria.
• Monitor contract execution and refer problems to senior officers for guidance.
• Create procurement records in automated systems ensuring data integrity.

Skills

Client Service

Communication

Judgement

Organizational Skills

Rigour

AMMIS

SAP

Education

Undergraduate degree + 1 year experience

College diploma + 2 years experience

High school diploma + 3 years experience

Tools

AMMIS

SAP

Job description

• Conduct procurement and contracting activities of low complexity for a specified range of goods and services by using standard procurement methods with known suppliers.
• Review client requirements, selects the most appropriate procurement option and drafts solicitation documents, requests for quotes (RFQ).
• Exercise delegated procurement/contracting authorities as set out in the specimen signature card, and recommend for approval to award to the D/Chief Acquisitions when the dollar value exceeds the delegated authority.
• Respond to questions from suppliers regarding contract terms of reference, product or service specifications, site visits, deliverables, costing procedures, and deadlines.
• Identify bids that represent the best value for money by establishing evaluation criteria.
• Monitor contract execution and progress and refers identified problems to a more senior acquisition officer for guidance.
• Create procurement activities in an automated procurement/asset management system ensures the integrity of the database by inputting procurement/contracting data into the system.
• Advise clients on the interpretation and application of the Service's contracting policies, processes and procedures and the Government Contracting Regulations.
• Lifting of heavy items may be required (boxes of files, equipment, approximately 40 pounds/20 kg).

Job Summary

• Conduct procurement and contracting activities of low complexity for a specified range of goods and services by using standard procurement methods with known suppliers.
• Review client requirements, selects the most appropriate procurement option and drafts solicitation documents, requests for quotes (RFQ).
• Exercise delegated procurement/contracting authorities as set out in the specimen signature card, and recommend for approval to award to the D/Chief Acquisitions when the dollar value exceeds the delegated authority.
• Respond to questions from suppliers regarding contract terms of reference, product or service specifications, site visits, deliverables, costing procedures, and deadlines.
• Identify bids that represent the best value for money by establishing evaluation criteria.
• Monitor contract execution and progress and refers identified problems to a more senior acquisition officer for guidance.
• Create procurement activities in an automated procurement/asset management system ensures the integrity of the database by inputting procurement/contracting data into the system.
• Advise clients on the interpretation and application of the Service's contracting policies, processes and procedures and the Government Contracting Regulations.
• Lifting of heavy items may be required (boxes of files, equipment, approximately 40 pounds/20 kg).

Education

• Undergraduate degree and one (1) year of experience*, or
• College diploma and two (2) years of experience*, or
• High school diploma and three (3) years of experience*.

The educational program must be obtained from an accredited learning institution recognized in Canada. If you completed a program outside of Canada, you will be required to obtain proof of a Canadian equivalency at your expense from an accredited learning institution recognized in Canada.

Experience

• Experience is defined as:
• Experience performing administrative or corporate support functions such as planning, reviewing invoices and requisitions, organizing, prioritizing, and coordinating activities or requests.
• Experience advising clients on financial or administrative policy and procedures.
• Experience working collaboratively with internal or external partners and stakeholders.

Competencies

• Client Service
• Communication
• Judgement
• Organizational Skills / Multitasking
• Rigour

Assets

An asset qualification is a qualification which can enhance the ability to perform the work based on current and future business requirements, but which is not strictly required.

• Familiarity with federal government purchasing regulations and workplace requirements.
• Experience preparing requisitions, contacting and dealing with vendors, using an acquisition card or issuing local purchase orders.
• Experience using database related to contracting and procurement, such as, but not limited, to AMMIS and SAP.
• Experience providing written advice.
• Successful completion of procurement-related courses, certifications, or equivalent programs.

Conditions of Employment

While we continue to explore opportunities for flexible work arrangements, most roles in our organization require an in-office presence. However, alternative options may be available for certain positions, depending on their specific requirements.

Various Language Requirements

• Bilingual Imperative BBB/BBB (Gatineau, QC and Montreal, QC)
• English Essential (Toronto, ON)

Notes

Employment Equity Gaps have been identified among Persons with Disabilities, Indigenous Peoples, Racialized Groups and Women for this position. You are invited to voluntary self-declare if you belong to any of these groups in your cover letter, as this information may be considered in the selection process.

If you need accommodations during the recruitment process, please mention it to the HR representative.

Successful employees will be required to travel to Ottawa for additional training and mentoring.

Assessment Process

The Competency Based Interview will assess candidates’ experience, knowledge, and the competencies listed in the section above.

Reference Links

• Salary Grade Breakdown

Security Requirements

Candidates must be eligible to receive an Enhanced Top Secret security clearance. The process involves a security interview, a polygraph, and a background investigation that includes credit and financial verifications. The use of illegal drugs is a criminal offense. Drug use is an important factor considered in your reliability and suitability assessment during the selection process. Therefore it is important not to use any illegal drugs from the time you submit your application.

Important

We encourage interested candidates to apply promptly, as we will be reviewing and screening applications on a rolling basis until all available positions are filled. Federal Workforce Adjusted (WFA) employees are encouraged to apply for available positions and clearly indicate in their WFA status on their cover letter.

Applicants must clearly demonstrate in their application how they meet each Education and Experience criteria. Failure to do so will result in the applicant being screened out of the career opportunity.

CSIS is a separate employer and is not subject to the Public Service Employment Act (PSEA) . CSIS has its own classification, compensation system, and a different staffing regime. As such, we use a different staffing process and terminology.

CSIS is committed to building a workforce that is truly representative of the Canadians it serves by cultivating a diverse and inclusive workplace environment. This will be achieved by increasing employment equity group representation (including persons with disabilities, visible minorities, Indigenous peoples, and women) at all levels within the organization through hiring and talent management practices. Gaps have been identified among Indigenous peoples and visible minorities for this position. We will also ensure that appropriate accommodations are made (e.g., specialized equipment, changes to physical workspace) to provide employment opportunities for all qualified candidates. In support of achieving a greater, diverse and skilled workforce, we strongly encourage those individuals who belong to one or more of the employment equity groups to self-identify when applying.

Should you require accommodation in relation to a disability, please tell us at the beginning of the selection process. This information will be kept confidential.

CSIS Offices in Canada are located on various ancestral and traditional lands. In the spirit of reconciliation, we acknowledge all Indigenous People across Canada and their connection to these lands.

The personal information provided in your application is protected under the Privacy Act and will be held in Personal Information Bank SIS/P-PU-025.