POSITION: Procurement Contracts Specialist
REPORTS TO: Manager, Public Procurement
DEPARTMENT: Strategic Procurement
LOCATION: North Bay
REFERENCE: 800-130-27
SALARY: $91,572 - $107,718
ACCOUNTABILITY STATEMENT:The Procurement Contracts Specialist administers and manages public tenders and contracts in support of the Ontario Northland capital program and related activities. This role will contribute to the planning, execution, measurement and continuous improvement of the procurement life cycle for capital projects.
MAJOR DUTIES/ RESPONSIBILITIES:- Provide advice and leadership throughout the competitive tender process to ensure RFxs comply with procurement rules and legal requirements and provide vendors with access to a fair and transparent procurement opportunity, while meeting established timelines, budgets and deliverables
- Prepare and administer public tender packages (RFP, RFT, RFQ, and RFI)
- Provide timely information, analysis and advice in the preparation of solicitation documents
- Manage active online tenders, inquiries, and addenda
- Coordinate the competitive procurement and evaluation process
- Recommend terms, non-disclosure agreements, and other related issues with consultants, contractors, freelancers, and other third-party agents
- Assist operations with preparing procurement documents, ensuring project objectives and contracting terms and conditions are addressed, developing evaluation criteria, and facilitating site visits
- Execute the procurement process thoroughly and independently from inception to the final award of contract, inclusive of the development and coordination of the RFx document
- Examine the contents of all submissions for compliance and ensure that the procurement process is conducted in a fair and transparent manner in accordance with all applicable laws, provincial directives, regulations and corporate policy to achieve value for money and mitigate risk
- Work closely with buyers and procurement officers to analyze purchasing data to complete public RFxs
- Negotiate or participate in the negotiation of contracts with vendors and service providers
- Provide guidance to Project Managers and area leads on contract stipulations, options and risk management
- Coordinate the legal review and execution of goods and services contracts and complete procurement file close-out requirements
- Track number of requisitions, POs, tenders, and single/sole source memos that are completed on a monthly basis
- Identify areas where master services agreements and long-term agreements can be implemented
- Facilitate the 3-quote process with operations to ensure policy compliance
- Escalate potential or identified non-compliance with procurement policy to the Manager for review and appropriate action
- Research and collect various sources of information (e.g., legislation, regulations, policies and programs in other jurisdictions) to support policy and program development
- Post award notifications
- Provide vendor debriefs for open competitive procurements
- Some travel may be required for the purpose of meeting with vendors, suppliers, service providers or offsite contractors
REQUIREMENTS:- College diploma in Business Administration, Economics, Law, Supply Chain Management, or a related field.
- 3 to 5 years of experience in procurement, sourcing, purchasing, contract administration, or contract management.
- Professional certification in procurement or contract management is considered an asset.
- Demonstrated knowledge of procurement and sourcing practices, including purchasing and tendering processes, policies, procedures, standards, controls, and regulatory compliance requirements.
- Knowledge of the Ontario Public Sector Procurement Directive and relevant federal and provincial legislation is considered an asset.
- Experience using procurement and contract management software, with strong proficiency in Microsoft Office applications, particularly Excel is an asset.
- Strong research, analytical, and problem-solving skills with the ability to evaluate products, services, contracts, and vendor performance to support sound business decisions.
- Excellent customer service, interpersonal, negotiation, conflict resolution, and communication skills, with the ability to build and maintain effective relationships with vendors, suppliers, contractors, and internal stakeholders.
- Ability to work independently and collaboratively in a team environment, manage multiple priorities, and perform effectively in a fast-paced, deadline-driven setting.
- Demonstrated attention to detail, professionalism, sound judgment.
- Commitment to workplace health and safety.
APPLICATION PROCESS: The successful candidate will need to pass the following clearances: criminal record check, employment references and education verification.
CLOSING DATE: September 14 no later than 11:59 p.m. Qualified individuals are invited to apply in writing with a current covering letter and resume (provided in one document), stating reference name and number. Visit our career website to apply: https://www.ontarionorthland.ca/en/careers
We thank all applicants for their interest, however, only those selected for further consideration will be contacted.
If it is determined that any information provided in the application or during the recruitment process is false, misleading, or incomplete, Ontario Northland may discontinue your candidacy from further consideration.
