Procurement Officer (Financial Services)

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Job Purpose:

Under the leadership of the Director Strategic Procurement and Compliance, acts as a Procurement Officer for the University for efficient and effective operations of procurement in accordance and compliance with Ontario’s Broader Public Sector Procurement Directives, relevant legislation and University Policies. The primary purpose of this job is to research and prepare data in support of the best procurement practice, price, delivery, and quality of goods and services for the University's use. In addition, the Procurement Officer will provide decision-making support to faculty and staff by reviewing and recommending sourcing scenarios and group buying opportunities. The Procurement Officer is responsible for business processes spanning the entire procurement cycle including: sourcing, ordering, tendering, negotiating and preparing procurement business contracts for various commodities; supplier management including expediting, managing vendor relations and performance, and problem solving; maintaining commodity, vendor file cards, tendering and contract files; coordinating University customs activities through Trent’s Customs Broker and in accordance with CBSA compliances; administration of the Corporate Credit Card program; providing assistance and guidance to faculty and staff in all aspects of procurement and business agreements.

Key Activities:

Procurement Sourcing

• Reviews purchase requisitions on various commodities most notably for those involving Facilities, Research and Operating funds, and assembles information on specifications, usage patterns, licensing requirements, and market availability. Using purchasing experience and sound judgment determines the appropriate acquisition process to ensure that the University is receiving the best combination of price, quality, service, and delivery and mitigates risk for the organization using sound procurement practices.
• In collaboration with academic, research, ancillary and administrative departments, prepares Request for Quotation, Requests for Tender, Request for Proposals, Request for Prequalification, Request for Expression of Interest, ACAN’s, or tendering format as is appropriate for competitive procurements or Non-Competitive Procurements for limited tendering exemptions.
• Evaluates competitive bids, negotiates with suppliers, prepares business agreements, debriefs vendors on evaluation decisions, determines the proper Goods and Services and Provincial Tax status on purchases, and signs purchase contracts within appropriate signing authority.
• Analyzes procurements for recommendations on improving purchasing methods through market trending, value analysis including discount and savings opportunities, standardization, and utilization of cooperative, collaborative and GPO marketplace.
• Supports accessible, sustainable and socially responsible purchasing opportunities and purchasing decisions consistent with university priorities, policies, and governing legislation such as Buying Ontario Business Act and Modern Slavery Act (also referred to as Bill S-211).

Procurement Activities

• Maintains positive working relationships with suppliers, and with academic, research, ancillary and administrative departments to ensure goods and services procured meet the University’s needs.
• Is authorized to purchase goods and services up to authority approval defined in Trent’s Procurement of Goods and Services Policy. Provides purchase analysis, summary and recommendations for appropriate approval designates when procurement exceeds the Officers’ authority of approval.
• Assists faculty and staff in the preparation of purchase requisitions by obtaining product information, quotations, and alternate sources. Advises and recommends sources of supply to university staff and faculty based on experience and expertise.
• Prepares fair value / market value assessments on restricted fund procurements relevant to the Canadian Foundation for Innovation (CFI) audit compliance and ensures CFI procurements meet the appropriate funding structure and acquisition criteria.
• Prepares summary documentation seeking approval by the Director Strategic Procurement and Compliance, Associate Vice President Finance, the President and Board of Governor dependent on total procurement value as defined by the Procurement of Goods and Services Policy.
• Maintains and supports clients using on-line ordering systems for supplies contracts (e.g., Fisher Fast, Staples, Amazon Business, etc.).
• Reviews the purchase order open order report monthly and takes the appropriate action to expedite the timely receipt of goods.
• Reviews requisition status report weekly to follow up on outstanding or unapproved order requests.
• Reviews encumbrance reporting to action outstanding orders for fiscal year end close out. Works closely with Accounts Payable Advisors to ensure PO invoice reconciliation.
• On various commodities, negotiates with the supplier for the return of incorrect, unacceptable goods, or damaged goods. Arranges to have Facilities personnel remove the goods from university property and place with the appropriate carrier when necessary.
• Assists Shipping and Receiving regarding shipment /transportation related discrepancies and variances.
• Ensures procurement of chemicals and hazardous materials are compliant with defined University standards including acquisition details for HECHMET inventory and delivery identification.

Administration of the Corporate Credit Card Program

• Administers the University’s Corporate Credit Card program, including: assisting with reporting and approval hierarchy compliant with policy; onboarding new cardholders through an application process; client support and training; advising cardholder access to suite of departmental accounts and object codes; assist Accounts Payable with reviewing and processing card suspensions and cancellations; maintaining documentation and approval of charging credit limit privileges for each card (i.e., card applications, card cancellations, merchant restrictions, GL charging privileges support, suspension history, card maintenance).
• Prepares reports including monthly transaction data and ad hoc reports (e.g., payments to specific vendors, unallocated credit card charges, total spend, etc.). Provides accurate supporting documentation when allocating credit card transactions using Finance Expense Management tool for transaction activity on the Officer’s card.
• Promotes the use of credit card for clients and payments on credit card whenever possible for low value dollar transactions and travel expenses to decrease the amount of expense reimbursements being submitted and enhance the credit card rebate program.
• Works with Accounts Payable to review virtual card payment type opportunities whenever possible.

Colleague Vendor Data Base Maintenance

• Performs vendor record maintenance in Colleague that facilitates the creation, updating and maintenance of vendor card records.
• Vets and validates vendors required before vendor record creation or maintenance to existing vendor records.
• Ensures complete and accurate information resulting in easily searchable vendor ID and payment safeguard.
• Ensures vendor is legitimate to mitigate risks associated with fraud to the University.
• Updates vendor payment method and terms ensuring sound supporting documentation is in place to verify the information that includes a verbal confirmation with vendor representative regarding payment application information.

Compliance

• Ensures that contract laws, provincial legislation, procurement regulations, federal trade agreements, and procurement directives related to Canadian procurement standards are applied, and that the University’s code of conduct in business transactions is followed. Provides accountability and transparency for procurement of goods and services and decision processes.
• Maintains and organizes documentation associated with requisitions, purchase orders, tenders and contracts to be maintained for 7 years.
• Promotes and raises awareness of the procurement code of ethics and best practices that apply to procurement within the University community. Analyzes difficult situations and reviews with Director whenever unclear issues arise.

Education Required:

• University Degree (3 years) in a business related discipline or Supply Chain Management Program Principles Advanced Diploma (3 years).
• SCMAO Certified Supply Chain Management Professional or CPPB/CPPO/CSCMP/SCC designation program or other applicable procurement program certification. Designation or equivalent accreditation.

Experience/Qualifications Required:

• Minimum of five (5) years of progressive procurement experience with knowledge of functionalities of major procurement business systems and understanding of procurement to pay workflows.
• Strong working knowledge and understanding of Ontario’s Broader Public Sector Procurement Directive, Trade Agreements (CFTA, CETA), vendor of record arrangements, standard contractual terms and conditions, Harmonized Sales Tax, customs processes, accessible procurement, sustainable and social procurement practices, and understanding of general buying techniques (e.g. ABC Analysis, Quantity Discount Analysis, Systems Contracting, etc.).
• A satisfactory Criminal Record Check (“Police Record Check”), dated within the past six (6) months is required as a condition of employment.