Supervisor, Procurement

Region of Waterloo; Kitchener; On-site; CAD 93,347 - 116,680; Full time

Job summary

A regional government body in Kitchener is seeking a Procurement Administrator to oversee procurement processes, supervise staff, and ensure compliance with legislation. The ideal candidate will have a background in Business Administration or Supply Chain Management and must possess strong analytical, negotiation, and leadership skills. This full-time position offers competitive salary and the opportunity to contribute to public service in a diverse community.

Qualifications

• Experience in public sector procurement processes.
• Knowledge of governmental contracting and vendor evaluation.
• Ability to maintain effective relationships with clients and vendors.

Responsibilities

• Administers procurement processes for various client groups.
• Supervises procurement staff and oversees contract awards.
• Conducts training related to procurement practices.

Skills

Human relations skills

Analytical skills

Negotiation skills

Leadership skills

Education

Bachelor’s degree in Business Administration or Supply Chain Management

Supply Chain Management Professional (SCMA) designation

Certified Professional Procurement Officer (CPPO) designation

Tools

Microsoft Office

Oracle inventory management

Document management systems

Job description

Overview

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to take only what we need, leave some for others, and keep the dish clean. This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.

Waterloo Region is home to over 674,000 residents and is expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate-aligned growth, equitable services and opportunities, and a resilient and future-ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

The Role

Administers procurement processes (tenders, proposals, consultant selection) for client groups including: preparing documentation, evaluating bids, vendor performance evaluation, bid debriefing, and overall contract support. Administers the online bidding system.

Duties/Responsibilities

• Supervises a Procurement Assistant, Procurement Analyst, and co-op student.
• Administers procurement functions for client groups. Works with clients to establish project specifications/requirements. Advises on procurement practices/principals, purchasing by-law, and related legislation.
• Participates in the tender, proposal, and consultant selection process for projects. Oversees documentation requirements (addenda, terms and conditions) and bid timeline schedules. Facilitates pre-bid meetings and responds to vendor inquiries. Legally witnesses and opens bid submissions; reviews, analyzes and evaluates submissions per purchasing by-law, policies, and procedures. Analyzes and participates in evaluating submissions, ensuring legal and technical compliance. Facilitates vendor interviews and debriefs with unsuccessful vendors. Maintains records.
• Recommends awards for Council/CAO approval and prepares related reports for Council/CAO, for manager approval. Oversees the preparation of purchase orders for bids awarded.
• Monitors (in conjunction with clients) vendor performance on contracts, including during probationary period, to ensure work is completed per contract terms/conditions. Facilitates performance meetings with clients and vendors, and mediates issues with same.
• Explains procurement processes, requirements, and outcomes to vendors; negotiates, clarifies, and settles disputes with same. Responds to public inquiries/complaints.
• Responds to inquiries and provides information related to procurement processes/methods to Regional staff, vendors, and the public. Ensures goods and services are acquired competitively, fairly, and in a transparent, efficient, and accountable manner.
• Negotiates contracts to meet client requirements related to contract performance and technical, pricing, terms, and conditions.

Additional Duties/Responsibilities

• Administers electronic bidding website. Participates in system expansions/enhancements. Liaises with corporate IT and vendor to ensure system compatibility.
• Maintains bid document records and statistics. Provides information to management and for municipal benchmarking.
• Conducts training related to procurement practices, including changes to the purchasing by-law to Regional staff.
• Interprets sales tax rulings and applies tax and commodity codes to purchase requisitions. Coordinates and verifies cross-border purchases for customs clearance.
• Authorizes awards and commits the Region (up to $150,000). Has signing authority for purchase requisitions and invoices. Has a purchasing card.
• Consults with senior management and Legal Services on complex, political, or litigious issues.
• Backs up the Manager as required.
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Knowledge and skills normally acquired through a Bachelor’s degree (e.g., Business Administration, Supply Chain Management), plus Supply Chain Management Professional (SCMA) designation or a Certified Professional Procurement Officer (CPPO) designation, plus progressively responsible public sector experience.
• Knowledge of all phases of governmental contracting, including the bid, tender, and proposal process; vendor evaluation performance; report writing; and understanding of financial management.
• Knowledge of and ability to comply with policies, procedures; procurement principles, standards, and guidelines; trade agreements; related legislation (e.g., Combines Investigation Act, Sale of Goods Act, health and safety, construction lien, labour relations, contract law, taxes, customs, special licenses), and collective agreements.
• Ability to keep knowledge of market conditions, product, and technological changes current.
• Research, analytical, organizational, problem solving, and continuous improvement skills to ensure accuracy of information/data; balance objectives in a political environment; research purchasing methods, vendors, market conditions and technological changes; manage contracts; identify issues and make recommendations/decisions related to vendor performance and contractual issues; and apply financial principles and product life-cycle techniques to purchases.
• Leadership skills to supervise, train, develop, motivate, and support staff.
• Human relations and communication skills to establish and maintain effective working relationships with clients, government agencies, vendors, and the public; negotiate contracts/agreements and address contractual issues with vendors; interview sales and technical representatives; provide information and presentations; and participate as an effective team member.
• Ability to read and interpret contracts, tender specifications, reports, correspondence, newsletters, professional journals, and trade magazines. Ability to write formal communications, including technical product specifications, detailed terms and conditions, reports and rationales, and correspondence.
• Computer skills with ability to use software such as Microsoft Office, inventory (e.g., Oracle) and document management systems, and a bidding/tender website.
• Must provide an acceptable police records check for bondability.
• Ability to travel within and occasionally outside Waterloo Region.
• Ability to support and demonstrate the Region’s values.

Job Details

• Job Number: 4061
• Job Type: Full-Time
• Vacancy Reason: Backfill, due to retirement
• Location: 150 Frederick St - Regional Admin Headquarters
• Job Category: Administration
• Number of Positions: 1
• Department: Purchasing
• Division: Corporate Services
• Hours of Work: 35
• Grade: Management/Management Support Grade 06
• Salary Range: $93,347.80 - 116,680.20 annually

Region of Waterloo is committed to building a workforce through fair, equitable, and accessible hiring practices that allow us to hire qualified staff who reflect the diversity of the community we serve and to promote a respectful, inclusive, and equitable workplace.

We invite all interested individuals to apply and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:

• First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
• members of groups that commonly experience discrimination due to race, ancestry, colour, religion and/or spiritual beliefs, or place of origin;
• persons with visible and/or invisible (physical and/or mental) disabilities;
• persons who identify as women; and persons of marginalized sexual orientations, gender identities, and gender expressions

For questions or to request accommodations during your recruitment, onboarding or employment, please contact [e-mail], or by calling our Service First Contact Centre at phone number [phone].

Use of Artificial Intelligence in the Hiring Process: Region of Waterloo may use artificial intelligence (AI) tools to enhance efficiency during the recruitment process. However, applications will also be reviewed by a member of our Talent Acquisition team to ensure a fair and thorough assessment. AI does not make final hiring decisions.

Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).