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Junior Purchasing Co-Ordinator
Posted on Nov. 27, 2024
- Greater Sudbury, Canada
- 0 - 0 USD (yearly)
- Full Time
Job Description
Section: Purchasing
Division: Finance
Department: Corporate Services
Initial Reporting Location: Tom Davies Square
Job Status: Limited Position
Estimated Probable Duration: Up to Seven (7) Months
Affiliation: Inside Unit
Hours of Work: 70 hours bi-weekly
Shift Work Required: n/a
Range of Pay: Group 10 - $29.55 to $35.68 per hour
The start date will follow the selection process.
This position is eligible to work remotely on a full-time basis (Note: Must have the ability to be able to report to a City of Greater Sudbury work location on short notice).
Characteristic Duties: Under the general supervision of the Purchasing Agent.
1. Assist Authorized Persons with conducting informal Request for Quotation processes.
2. Conduct the informal Request for Quotation process on behalf of Authorized Persons following standard procedures.
3. Assist with identifying and prioritizing required procurements based on expiring multi-year contracts, new projects approved through budget process, and other requests from City departments.
4. Assist with utilizing the City’s eTendering system to conduct open-competitive procurement for goods, services, and/or construction projects for the City, to ensure compliance with applicable legislation, City by-laws, policies and procedures. This includes:
6. Assist with initiating negotiations on contracts that have options to extend and draft contract amendments to reflect negotiated terms for review.
7. Prepare and maintain accurate records and documentation on all solicitations, contracts, correspondence and related follow-up.
8. Issue and amend purchase orders and other contract documents; refer other documents, with recommendations, to appropriate levels of authority for approval up to an established maximum limit.
9. Maintain electronic records of CGS multi-year contracts and standing offer agreements in PeopleSoft and on CITYLinks.
10. Communicate contract status, including renewal, active, lapsed situations, and provide proactive notice to Purchasing Coordinators and internal customers.
11. Compile, track and maintain the various contract requirements (e.g. insurance certificates, WSIB, health and safety requirements, etc.) for the Purchasing department.
12. Administer the procurement card program.
13. Process approved application forms, change requests and other related documentation in accordance with Procurement Card Policy and Procedures and submit to the bank as required. Maintain all related documentation (e.g. original applications, Cardholder Agreement forms, etc.).
14. Communicate to the bank requests for card issuance, cancellations and amendments to transactions, card limits and other. Trouble shoot cardholders' issues with P-card interface and co-ordinate with the bank technical support as required.
15. Maintain cardholder and purchasing card information and prepare usage reports utilizing reporting tools provided by the bank.
16. Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
17. Provide coverage for the Chief Procurement Officer Secretary position.
18. Perform other related duties as required.
2. Conduct the informal Request for Quotation process on behalf of Authorized Persons following standard procedures.
3. Assist with identifying and prioritizing required procurements based on expiring multi-year contracts, new projects approved through budget process, and other requests from City departments.
4. Assist with utilizing the City’s eTendering system to conduct open-competitive procurement for goods, services, and/or construction projects for the City, to ensure compliance with applicable legislation, City by-laws, policies and procedures. This includes:
- ensuring a fair, open and transparent procurement process;
- researching market sources/solutions and potential suppliers;
- coordinating with the Authorized Person and Legal to determine appropriate procurement method and applicable standard contract terms and conditions;
- reviewing Authorized Person(s)/consultant specifications/statement of requirements/scope of work and providing feedback to ensure completeness and compliance;
- facilitating evaluation committees to ensure fairness, transparency, and adherence to applicable legislation, City by-laws, policies and procedures;
- recommending contract award pursuant to the evaluation process;
- assisting with contract negotiations;
- preparing contract documents for Legal review (if required) and/or execution;
- providing post award debriefings to unsuccessful bidders/proponents.
6. Assist with initiating negotiations on contracts that have options to extend and draft contract amendments to reflect negotiated terms for review.
7. Prepare and maintain accurate records and documentation on all solicitations, contracts, correspondence and related follow-up.
8. Issue and amend purchase orders and other contract documents; refer other documents, with recommendations, to appropriate levels of authority for approval up to an established maximum limit.
9. Maintain electronic records of CGS multi-year contracts and standing offer agreements in PeopleSoft and on CITYLinks.
10. Communicate contract status, including renewal, active, lapsed situations, and provide proactive notice to Purchasing Coordinators and internal customers.
11. Compile, track and maintain the various contract requirements (e.g. insurance certificates, WSIB, health and safety requirements, etc.) for the Purchasing department.
12. Administer the procurement card program.
13. Process approved application forms, change requests and other related documentation in accordance with Procurement Card Policy and Procedures and submit to the bank as required. Maintain all related documentation (e.g. original applications, Cardholder Agreement forms, etc.).
14. Communicate to the bank requests for card issuance, cancellations and amendments to transactions, card limits and other. Trouble shoot cardholders' issues with P-card interface and co-ordinate with the bank technical support as required.
15. Maintain cardholder and purchasing card information and prepare usage reports utilizing reporting tools provided by the bank.
16. Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
17. Provide coverage for the Chief Procurement Officer Secretary position.
18. Perform other related duties as required.
Qualifications:
- College diploma in a related field (e.g. Business Administration, Accounting).
- Completed or working towards a purchasing related certification (e.g. OPBA’s Principles of Effective Public Purchasing or SCMA Purchasing Certificate).
- Over one and one-half (1 1/2) years of related experience.
- Knowledge of applicable legislation and related regulations.
- Ability to work with computer software and administrative systems (e.g. electronic tendering systems, file maintenance; word processing; presentation software (Power Point); computerized spreadsheet applications; database management; information input and retrieval, etc.).
- Ability to work with numbers accurately.
- Ability to plan, organize and prioritize tasks with attention to detailed work.
- Knowledge of PeopleSoft Purchasing System.
- Knowledge of purchasing card applications/systems as related to P-Card providers.
- Knowledge of the CGS Purchasing By-Law.
- Ability to demonstrate interpersonal skills in dealing with the public, staff, Councilors, outside groups and agencies.
- Excellent use of English; verbally and in writing.
- Satisfactory health, attendance and former employment history.
This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.
Development opportunity range of pay: $28.74 to $34.00 per hour. The successful candidate will be paid at the reduced range until the minimum qualifications have been met.
How To Apply
If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit www.greatersudbury.ca/jobs to apply online.
We must receive your resume before 11:59 p.m. on Monday, December 9, 2024. For those providing a French language resume, please also include an English version.
- Follow the step by step application process.
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Ensure you attached a cover letter and resume. Acceptable file types are:
- .doc
- .docx
- .txt
- .rtf
- Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.
All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.
Live outside Canada or new to Canada?
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca)
Contact Us:
For technical difficulties, issues, questions or accommodations with an application made online email myJOBS@greatersudbury.ca
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