Procurement Officer

University of British Columbia - Staff; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a Procurement Officer to manage procurement activities for its Bookstore. This role involves ensuring cost-effectiveness while adhering to quality standards and compliance with regulations. The Procurement Officer will work closely with various stakeholders, promoting sustainable practices and fostering supplier relationships. The position offers a dynamic environment where your contributions will directly impact the efficiency of procurement processes. If you are passionate about procurement and enjoy working in a collaborative setting, this opportunity is perfect for you.

Qualifications

• Minimum of two to three years of related experience or equivalent education.
• Ability to analyze problems and resolve issues effectively.

Responsibilities

• Manage procurement activities ensuring compliance with regulations.
• Provide guidance to staff on procurement policies and procedures.

Skills

Procurement Management

Sustainable Supply Chain Concepts

Contract Management

Negotiation Skills

Relationship Management

Education

University Degree in Relevant Discipline

Business Related Degree

Tools

Workday

Optimum Control

Spreadsheet Software

Database Software

Job description

Staff - Non Union

Job Category M&P - AAPS Job Profile AAPS Salaried - Supply Management, Level A2 Job Title Procurement Officer Department Leadership | Bookstore | Student Housing and Community Services Compensation Range $6,251.00 - $8,986.00 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date May 14, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

• This posting is for two (2) vacancies.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

Under the overall direction of the Senior Procurement Officer - Bookstore, the Procurement Officer is responsible for managing procurement activities for the Bookstore at the Point Grey and Okanagan campus, ensuring cost effectiveness commensurate with quality. All activities shall be in accordance with the University s standard practices and all municipal, provincial and federal laws. The incumbent will be expected to comply with a code of ethics and focus on sourcing products with a sustainable life-cycle.

Organizational Status

The Procurement Officer provides procurement support for the Bookstore and reports directly to the Senior Procurement Officer - Bookstore. Works closely with all levels of Bookstore management and employees, and establishes and maintains close working relationships with administration, management, staff, UBC community, students and suppliers.

Work Performed

The Procurement Officer works independently and proactively under the general direction of the Senior Procurement Officer - Bookstore. The Procurement Officer s main areas of responsibility are: tendering processes strategic procurement of equipment, services and supplies supporting supplier relationships providing expertise and guidance to staff engaged in supply chain activities.

1. Procurement of Goods and Services

• Ensures that all procurement is in compliance with regulations and laws and related procurement practices and in accordance with the University s standard practices.

• Promotes and adopts Sustainable Supply Chain concepts where appropriate.

• Reviews and monitors purchase requests to ensure compliance.

• Provides consistent sourcing and contracting activities through the use of standard tendering document templates (primarily Request for Proposals, Request for Qualifications, Request for Tenders), maintaining adherence to established sourcing processes and practices.

• Reviews tender and award documentation with respect to the developed evaluation criteria.

• Responsible for awarding a contract with consensus from the respective department.

• Contribute to the category management activities, including being responsible for contract management and effective sourcing research and development etc. of the Bookstore.

2. Providing Procurement Guidance and Assistance.

• Provides guidance and assistance to Bookstore management and staff in all aspects of procurement, including the interpretation of related policies and procedures.

• Coordinates and resolves problems with end users (Bookstore and/or suppliers).

• Demonstrates the procurement function as an effective resource for addressing supply chain issues within the Bookstore.

• Communicates with and educates user departments on the correct and consistent usage of appropriate workflow channels to effectively maximize their utilization of Procure-to-Pay programs and processes.

• Provides the Bookstore with overall Purchasing Operations advice and education as/when required.

• Escalates Purchasing Operations issues to the Senior Procurement Officer as/when appropriate.

• Maintains active relationships with, as well as current knowledge of Bookstore business divisions and provides technical knowledge/assistance for routine and intermediate situations.

3. Records and Document Management

• Prepares and maintains accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow up.

• Assists in the preparation of, procurement related reports.

• Responsible for ensuring that assigned tender activities are acted upon and completed within the targeted turnaround times as a Key Performance Indicator (KPI).

• Responsible for contributing to and tracking cost savings/negotiated savings as Key Performance Indicators (KPI) on all procurements.

4. Supplier Development and Maintenance

• Promotes and develops contact with external suppliers to establish new sources of supply.

• Coordinates and/or conducts interviews with current suppliers to improve levels of customer

• services.

• Collects and reports statistics to measure commodity and/or supplier performance.

5. Leadership and Mentorship

• Analyzes current procurement activities and recommends improvement through more efficient procurement methods, quantity discounts, standardization, value analysis and cooperative procurement.

• Shares ideas and concerns with team members, Senior Procurement Officer and Bookstore management.

Consequence of Error/Judgement

SHCS is an ancillary service and therefore is self-funded. The Procurement Officer plays an

important role in the successful delivery of optimum procurement tools for the Bookstore.

Decisions and actions taken or ignored by the Procurement Officer will have a direct impact on how efficiently and effectively the systems and processes will perform and function. Errors in judgment or failure to act decisively could have a detrimental effect within the Bookstore and on the campus at large.

Recommendations made by the Procurement Officer which have been poorly analyzed can lead to increased costs to the Bookstore, and/or negative legal consequence and could have adverse reputational impact for the Bookstore and UBC.

Supervision Received

Reports to the Senior Procurement Officer - Bookstore and works closely with Bookstore management and staff.

Works independently within established policies and guidelines to meet defined objectives and

goals. Work is reviewed in terms of exercise of sound judgment in contract management.

Supervision Given
May manage work of support or temporary employees.

Minimum Qualifications
University degree in a relevant discipline. Minimum of two to three years of related experience, or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

University degree preferably in a business related discipline with some public procurement experience considered an asset. Supply Chain Management Professional (SCMP) Designation, Certificate in Purchasing or Diploma in Supply Management an asset.

Ability to communicate effectively both verbally and in writing. Ability to understand and apply

policies, procedures, and instructions. Ability to analyze problems, identify key information and

issues, and effectively resolve. Ability to maintain accuracy and attention to detail. Computer

experience to advanced level with spreadsheet and database software; and to intermediate excel, word processing, email, and presentation software required. Experience with Workday and/or Optimum Control is considered an asset. Demonstrated ability to work with multiple priorities; ability to work calmly under pressure of critical deadlines or heavy volumes during peak periods.

Demonstrated ability to take initiative, exercise discretion and sound judgment in complex

situations.

People & Relationship Management Experience/Skills

Strong relationship building and people skills to foster cooperation between diverse groups; the

ability to work as an effective team member. Effective motivational, interpersonal, and

communication skills are essential. Strong negotiating skills, influence and persuasion skills are required. Excellent customer service skills and customer focused approach to work.

Procurement Experience/Skills

Detailed knowledge of general procurement principles and applications. Experience and knowledge of University policies and procedures in procurement preferred. Experience with public procurement an asset. Food, retail, and maintenance, repair and operations buying experience an asset.