Senior Procurement Officer

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 the normal course employees will be hired transferred or promoted between the minimum and midpoint of the salary range for a job.

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

Job End Date

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 Description Summary

Under the overall direction of the Manager Supply Management the Senior Procurement Officer is responsible for managing procurement activities for the Universitys campuses ensuring cost effectiveness commensurate with quality. All activities shall be in accordance with the Universitys standard practices and all municipal provincial and federal laws. The incumbent will comply with Financial Operations code of ethics.

The position has more involvement with procurement activities of high (and/or unusual) technical and analytical complexity has involvement with developing business projects strategies and process improvement initiatives (such as leading project teams developing vendor management strategies analyzing procurement activities and recommend improvements) as well as has an active coaching/mentoring role with Procurement Sourcing staff.

Organizational Status

Reporting to the Manager Supply Management the Senior Procurement Officer provides procurement support for Departments Faculties and units. Works closely and liaises with all levels of Financial Operations staff and establishes and maintains close working relationships with administration management faculty and staff of all levels outside of Financial Operations.

Work Performed

The Senior Procurement Officer works independently and proactively to support Departments Faculties and units. The Senior Procurement Officers 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.

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 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 Financial Operations sourcing processes and practices.
• Reviews tender and award documentation with respect to the developed evaluation criteria.
• Awards contracts with consensus from the respective department.
• Contributes to the category management activities (contract management; effective sourcing research and development; etc.) of Strategic Sourcing.

Providing Procurement Guidance and Assistance

• Provides guidance and assistance to faculty and staff in all aspects of procurement including the interpretation of related policies and procedures.
• Provides guidance and assistance to research grant holders (CFI NSERC etc.) both at the application and final award stages. This requires extensive University as well as grant process knowledge and includes the interpretation of related regulations policies and procedures.
• Coordinates and resolves problems with end user department and suppliers.
• Demonstrates the procurement function as an effective resource for addressing supply chain issues within UBC.
• Works closely with the Procure to Pay Client Services group 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.
• Maintains active relationships with as well as current knowledge of Strategic Sourcing and Procure to Pay Client Services and provides technical knowledge/assistance for routine intermediate and complex situations.
• Works with the Procure to Pay Client Services group the incumbent provides the campus with overall Procure to Pay Client Services advice and education as/when required (Purchase Requisitions Purchase Orders Procure-to-Pay products and services) escalating Procure to Pay Client Services issues to the Procure to Pay Client Services Assistant Manager or Procure to Pay Client Services staff as/when appropriate.

Records and Document Management

• Prepares and maintains accurate records and documentation on all solicitations responses purchases contracts correspondence and related follow up for furtherance to other Financial Operations staff for on-going management.
• Ensures that contracts are executed according to the Universitys Signing Resolutions.
• Prepares or assists in the preparation of procurement related reports.
• Ensures that assigned tender activities are acted upon and completed within the targeted turnaround times as a Key Performance Indicator (KPI).
• Contributes to and tracking cost savings/negotiated savings as Key Performance Indicators (KPI) on all procurements.

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.
• Assists the Procurement Services Manager in establishing vendor management strategies.

Leadership and Mentorship

• Analyzes current procurement activities and recommends improvement through more efficient procurement methods quantity discounts standardization value analysis and cooperative procurement.
• Reports on lessons learned to the Manager Supply Management.
• Engages advises and mentors Financial Operations staff to develop their skills surrounding procurement and support diverse sourcing and contractual activities; providing procurement and contractual expertise and guidance and delivering procurement process education.

Consequence of Error/Judgement

Financial Operations and the procurement processes governed therein play a key role in enabling the University to achieve its goal of becoming one of the worlds leading universities. The Senior Procurement Officer is a key stakeholder and plays an important role in the successful delivery of optimum procurement tools for the University. Decisions and actions taken or ignored by the Senior 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 Financial Operations and on the campus at large. Recommendations made by the incumbent which have been poorly analyzed can lead to increased costs to the University and/or negative legal consequence. Failure to uphold Financial Operations Mission Statement and ethical principles could result in a loss of confidence in Financial Operations leadership within the UBC community.

Supervision Received

Reporting directly to the Procurement Services Manager the incumbent works collaboratively with all staff within Financial Operations (primarily with Strategic Sourcing and Procure to Pay Client Services) and the campus community at large. Decisions have a direct impact on the success of Financial Operations operational goals policies and procedures. Performance is evaluated against project and/or objectives as measurable results are achieved.

Supervision Given

Coaching/mentoring to Procurement Sourcing staff.

Minimum Qualifications

• University degree in a relevant discipline.
• Minimum of 4 years of related experience or the equivalent combination of education and experience.
• Willingness to respect diverse perspectives including perspectives in conflict with ones own.
• Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion.

Preferred Qualifications

• Supply Chain Management Professional (SCMP) designation National Institute of Supply Chain Leaders (NISCL) designation or an undergraduate degree in a related discipline with active progression toward a recognized procurement or supply chain credential.
• Experience in public sector procurement preferably within a complex regulated environment.
• Proficiency with integrated Enterprise Resource Planning (ERP) systems; experience with Workday is considered an asset.
• Experience utilizing electronic procurement platforms with knowledge of Bonfire and BC Bid considered an asset.
• Experience administering or working within Contract Lifecycle Management (CLM) systems; familiarity with Conga and Salesforce is an asset.
• Demonstrated experience drafting reviewing negotiating and administering contracts including identifying assessing and communicating contractual risks to stakeholders.
• Experience leading complex procurement initiatives including software and technology acquisitions construction projects (CCDC ACEC RAIC) and high-value high-impact service contracts.
• Experience collaborating with government agencies granting organizations post-secondary institutions and other public sector partners.
• Demonstrated ability to lead process improvement initiatives and leverage data analytics to support decision-making operational efficiency and service enhancements.
• Strong analytical and problem-solving skills with the ability to identify key issues evaluate options and develop effective solutions.
• Excellent report-writing presentation and communication skills with the ability to convey complex information clearly to diverse audiences.
• Proven ability to build effective working relationships and provide responsive customer-focused service to internal and external stakeholders.
• Ability to interpret and apply policies procedures legislation and procurement best practices with sound judgment and consistency.
• Demonstrated ability to work independently manage competing priorities and contribute effectively within a collaborative team environment.
• Exceptional attention to detail and commitment to accuracy in contract development procurement processes reporting and documentation.