Purchasing Agent

SS0578

Finance & Facilities

Finance

Procurement Manager, Financial Services

Comox Valley(CV)

Internal/External Posting

Temporary

11/22/2024

11/21/2025

Monday to Friday 0830-1630

100

L: $34.47 - $36.63

Reporting to the Procurement Manager, Financial Services and working with a high level of autonomy the Purchasing Agent is responsible for the procurement of materials, supplies, services and capital equipment for the College, including complex tenders’ that achieve the best value for money; contract management for services and supplies procured; liaison with project leaders and managers with respect to procurement requirements and processes. Duties include deciding on the best available sources of supply, negotiating the terms of purchases, administering the vehicle fleet, and interpreting external legal requirements pertaining to procurement. The Purchasing Agent must maintain effective liaison with internal/external customers, College suppliers and other outside agencies.

The Purchasing Agent ensures that College purchasing is executed ethically by assisting in the development of college purchasing policies, developing and implementing purchasing procedures and standards that align with College policies and meet all legal requirements. Provide information on policies, procedures, standards and contract law related to purchasing to College personnel at all levels.

The Purchasing Agent is aware of the Mission and Values of North Island College, incorporating and practicing those values.

1. The Purchasing Agent is responsible for the acquisition of supplies, equipment, and services. The Purchasing Agent must develop and establish continuous sources of supply, negotiate prices and terms, negotiate contracts of a complex technical nature and ensure vendors comply with all terms, conditions, and delivery.
2. Assists with and provides recommendations into the development of a strong policy framework for College purchasing within the provincial framework, and where applicable, federal purchasing legislation and regulation.
3. Responsible for adhering to external legal requirements regarding procurement, such as new legislation, Provincial purchasing standards, Provincial Internal Trade Agreement, Freedom of Information Right to Privacy, BC Provincial tax exemptions, GST regulations, Revenue Canada Customs and Excise: duty exemption declarations.
4. Initiates, develops and implements purchasing procedures, processes and best practices that align and support College policies; develops and updates purchasing forms and documents and ensures their appropriate use by College personnel;
5. Coordinates development and approval of standard and non-standard Requests for Proposals (RFP’s), Requests for Quotations (RFQs), Requisitions for Information (RFIs) and Tenders, using BC Bid as appropriate
6. Support the Purchasing department staff by providing functional supervision to the Purchasing Assistant – Central and guidance as required, assisting in their training and development.
7. Responsible for ensuring purchasing is executed ethically and within agreed deadlines, to maximize inventory investment and minimize losses; by standardizing materials, where appropriate, and negotiating all terms, including delivery and performance.
8. Maintain the approved vendor list, communicate the College’s expectations to vendors, analyze performance of vendors and notify vendors of non-performance, assist in resolving conflicts with suppliers Maintain, update and test related functions on the Colleague, Finance Purchasing module, as required.
9. Effective and professional communications with College management and staff to develop collaborative relations with College staff, suppliers and other relevant groups.
10. Disseminate information required in decision making to the College Directors; Deans; Managers; Department Chairs. Create reports that service college department’s budget needs and collaborate with others as required.
11. Provide guidance to college managers, departments and staff in the procurement of goods and services.
12. Conduct regular audits of requisitions to ensure appropriate authorization, coding and vendor information. Authorize all purchase orders and other contractual agreements related to purchasing.
13. Leads or participates as a member of evaluation committees and contract negotiating teams, adhering to all purchasing regulations, guidelines and best practice. Responsible for all lease agreements verifying terms, payment schedules, maintenance costs and buyouts.
14. Plan and implement effective disposal or sale of surplus and/or obsolete materials according to College policy.
15. Ensures efficient management of annual software agreements and licenses.
16. Develop and maintain an effective system for procurement contract files to ensure audit accountability.
17. Responsible for the vehicle fleet, arranging transfer of ownership, commercial inspections, insurance/licensing, accident claims/police reports, rental cars and donations.
18. Process and maintain Service Contract records resulting from the competitive procurement process.
19. External Liaison, responsible for initiating and maintaining effective and professional relationships with suppliers, business representatives, salesmen, contractors and other Educational Institutions.
20. Represent the College on provincial purchasing groups to develop best practices and look for opportunities for joint purchases on large volume orders
21. Other related duties as assigned by the Manager.

1. Post-secondary diploma and SCMP – Supply Chain Management designation.
2. 5 years progressive purchasing experience in a complex environment, preferably in a post-secondary institution or comparable public sector organization.

The position demands advanced skills in, purchasing, communications, collaboration and negotiation in order to perform the duties of the position under continuous demands of institutional deadlines. A good understanding of financial accounting procedures as they relate to public sector bodies would be advantageous.
1. Demonstrated interpersonal, verbal and written communication skills plus strong organizational and problem-solving capabilities.
2. Capability to work independently and to prioritize multiple projects, tasks and responsibilities.
3. Knowledge of North Island College policies and procedures as they pertain to the Finance department.
4. Knowledge and experience with the Colleague – Finance Systems.
5. Knowledge of sales tax regulations.
6. Knowledge of the rules related to tendering, requests for proposals and contract management.
7. Experience with Risk Management processes.
8. Investigative, pro-active problem solving and analytical skills required.
9. Intermediate level of Microsoft office systems and database computer programs is required, and experience of using web and internet applications.
10. Attention to detail and accuracy in all aspects of the procurement process and procedures.

Please scan copies of your transcripts for attachment. If your transcripts are not available at the time of application, please attach a letter or certificate of confirmation from the educational institution. Please scan any additional transcript copies into one document for attachment to transcripts – additional.

11/18/2024

Yes