Senior Procurement Specialist (Vancouver Island University)

Matter Here: work at Vancouver Island University. We invite applications for the permanent, full-time role of Senior Procurement Specialist.

Position Description

The Senior Procurement Specialist is responsible for providing senior leadership on a broad range of procurement and contracting activities for VIU. This position reports directly to the Manager, Procurement Operations, and interacts with Senior Executive, Senior Managers and business units across University departments and faculties.

The responsibilities of the Senior Procurement Specialist will include facilitating complex bid processes for goods, services and construction projects; identifying and mitigating risk; drafting and negotiating contracts; providing advice and recommendations on efficiencies; developing strategies; contributing to procurement policies and procedures; training and educating business units on Procurement policy and processes; and other projects as assigned.

Duties

Conducts complex and specialized competitive processes/projects by leading and managing cross-functional teams. Develops and issues a variety of highly technical competition documents (NRFP, RFT, RFQ, etc.) and facilitates evaluation processes, financial analysis, site visits, presentations, demonstrations, recommendations to business units/decision makers, vendor debriefings, and contract negotiations right through to contract award. Prepares and maintains accurate records and documentation.

Ensures all competitive processes are done in a fair, transparent, and ethical manner, and in compliance with applicable trade agreements, regulations, laws, related purchasing practices, policies and procedures. Uses sound judgment and past experience when interpreting complex situations in order to minimize risk and impact on relevant parties.

Interprets contracts, drafts contract schedules (scope of work), negotiates, and awards contracts and amendments with vendors on behalf of internal business units, as well as manage, terminate, and close out contracts when necessary. Liaise with VIU Contract Specialist, internal/external Legal Counsel.

Uses sound judgment and past experience when interpreting complex situations in order to minimize risk and impact on relevant parties.

Proactively builds relationships with all levels of VIU employees and provides procurement consultative services, guidance, education, and training to all levels of VIU employees, vendors, and Provincial Purchasing groups through interpretation of policy, procedures, government trade agreements and legislation, past experience, and best practices. Participates in business unit meetings/planning sessions as required.

Proactively coordinates and resolves complex issues by using critical and strategic thinking when interpreting data and information, and understands the correct technique or approach required. Escalates to Manager when required.

Demonstrates innovative thinking by regularly making recommendations for new approaches and develops contingency plans to anticipated issues and potential risks.

Provides direction and advice to Procurement Analysts on a variety of procurement activities and ensures the purchasing policy and procedures are adhered to.

Initiates Privacy Impact Assessments and Data Security reviews with VIU business units, internal Legal Counsel, and IT when required.

Assist the Procurement Management with initiating and establishing contract management and vendor performance management strategies and programs, including the development of business plans, policies and procedures, user training and related materials. Meets with vendors and/or business units to resolve contract related performance issues.

Analyzes current procurement activities, data and spend to determine compliance as well as opportunities to establish long-term contracts for high usage, high dollar volume, and regularly purchased products that could be more effectively leveraged.

Tracks cost savings and other procurement metrics and recommends continuous improvement through more efficient procurement methods, standardization, and value analysis.

Keeps abreast with current procurement best practices and trends that may include legislative changes, e-procurement initiatives, competitive bidding law changes, and sustainability and social procurement programs.

Assists with ERP system tasks (e.g. processing Purchase Orders, Purchase Order amendments, etc.), user training, data entry, and other day-to-day activities when required.

Required Qualifications

• High level of computer literacy, to include MS PowerPoint, Word, Excel, and Outlook. Knowledge and experience with ERP systems.
• Strong communication skills; ability to listen, write, read and articulate and/or comprehend complex documents (e.g. competition documents, proposals, tenders, contracts, business cases, briefing notes); disseminate procurement policies and procedures; facilitate large meetings including training, supplier site visits, evaluation team consensus, and supplier presentations.
• Positive attitude and ability to exercise tact, discretion on confidential matters, and good judgment.
• Strong organizational, interpersonal and administration skills. Ability to multi-task and prioritize multiple projects.
• A University degree in business or Supply Chain Management Professional (SCMP) designation, plus 5 years public procurement experience working in a diverse environment. 3+ years experience facilitating complex bid processes. An equivalent combination of education and experience may be considered.
• Knowledge of the principles and practices of public procurement, privacy legislation, current trade agreements, and provincial public sector procurement standards.
• Considerable experience managing risk associated with major acquisitions and construction projects, ensuring insurance and bonding requirements are addressed.
• Strong analytical skills and ability to perform financial analysis, sound decision-making ability, excellent attention to detail and pride in a well-executed finished product.
• Confident and assertive; professional attitude and demeanor; adaptable/flexible approach to work; highest standard of business ethics.
• Excellent knowledge of English language, verbal and written.
• Ability to build effective working relationships and influence decision making. Understands impact that recommendations have both on the business unit and the institution.
• Resilient, highly motivated and approaches challenges with tenacity. Project management skills and ability to work under pressure and to tight timelines with limited direction.
• Experience with negotiated RFP processes and sourcing a variety of goods and services, including software and major construction projects. Strong track record of negotiating contracts and knowledge relating to legal requirements, and contract and competitive bidding law.
• Customer service focused approach to procurement and contract management.

To Apply

View the full job description and apply online by 12-Jul-2023.

Employment At VIU

Situated on the traditional territory of the Coast Salish peoples, Vancouver Island University is a comprehensive teaching university with 13,000 students across four campuses. VIU proudly fosters student success, strong community connections and meaningful collaborations by providing access to a wide range of programs, from academic undergraduate and master’s to industry-responsive trades and vocational training. VIU provides a learning environment that is accessible and relevant for all learners, celebrates success and acknowledges Indigenous history and traditions.

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

The VIU community is grateful to teach, learn, research, live, and share knowledge on the tradition and unceded territories of the Snuneymuxw, Quw’utsun, Tla’Amin, Snaw-naw-as and Qualicum First Nations. With hands raised to the original stewards of this place, we say Hay ch qa’ sii’em sieye’ yu mukw Mustimuxw.

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