The University of British Columbia
Business Title: Senior Procurement Officer
Job Family: Supply Management
VP/Faculty: VP Students
Department: Student Housing and Hospitality Services
Pay Grade: 6
Salary Level: B ($53,163.00 - $63,821.00)
Under the overall direction of the Purchasing Manager, Student Housing and Hospitality Services (SHHS), the Senior Procurement Officer is responsible for managing procurement activities for SHHS at the Point Grey and Okanagan campus, ensuring cost effectiveness commensurate with quality. All activities shall be in accordance with the University’s standard procurement practices and adhere to all municipal, provincial and federal procurement laws. The incumbent will be expected to comply with a code of ethics and focus on sourcing products with a sustainable life-cycle.
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 SHHS purchasing staff and SHHS business divisions’ management and staff.
The Senior Procurement Officer provides procurement support for SHHS divisions and business units and reports directly to the Purchasing Manager, SHHS. Works closely and liaises with all levels of SHHS management and employees and establishes and maintains close working relationships with administration, management, staff, UBC community, students and suppliers.
The role is part of the SHHS Purchasing team which is responsible for a complex and wide variety of procurement activities including products and services purchased for food service, housing, custodial, trades and maintenance functions. There is a seasonal volatility in the products and services needed within the SHHS portfolio and appropriate responsiveness is a requirement. The SHHS Purchasing team is directly aligned and works collaboratively with central UBC Payment and Procurement Services. The position will organize work to ensure that they are present during peak service and operational times to support the department.
The Senior Procurement Officer works independently and proactively to support SHHS. The Senior Procurement Officer’s 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.
1. Procurement of Good & Services
a. Ensures that all procurement is in compliance with regulations and laws and related procurement practices in accordance with the University’s standard practices.
b. Carries out key buying and demand planning activities
c. Plans and launches new items and responsible for end of life planning.
d. Responsible for warehouse inventory counts, transfers and support.
e. Manages forecasting and distribution of goods and services.
f. Maintains purchasing best practices including supplier reviews and supplier evaluations.
g. Liaises directly with suppliers as well as responsible for management of supplier relationships.
h. Responsible for mastering Enterprise Resource Planning (ERP) systems and improving buying efficiencies.
i. Provides ongoing inventory coordination and support to internal SHHS teams.
j. Creates and maintains SKUs including price and coding changes within two separate data bases.
k. Works on continuous improvement of services and reducing costs.
l. Promotes and adopts Sustainable Supply Chain concepts.
m. Reviews and monitors purchase requests to ensure compliance.
n. Provides consistent sourcing and contracting activities through the use of standard tendering document templates (primarily Request for Proposals, Request for Qualifications, Request for Tenders), maintains adherence to established Supply management sourcing processes and practices.
o. Reviews tender and award documentation with respect to the developed evaluation criteria.
p. Responsible for awarding a contract with consensus from the respective department.
q. Responsible for contributing to the category management activities (contract management; effective sourcing research and development etc) of SHHS.
r. Initiates, identifies, executes tracks and reports on cost saving activities and opportunities.
2. Providing Procurement Guidance and Assistance
a. Provides guidance and assistance to SHHS management and staff in all aspects of procurement including the interpretation of related policies and procedures.
b. Coordinates and resolves problems with end users (SHHS unit and/or suppliers).
c. Demonstrates the procurement function as an effective resource for addressing supply chain issues within SHHS.
d. Provides SHHS with overall Purchasing Operations advice and education as/when required. Escalates Purchasing Operations’ issues to the Purchasing Manager as/when appropriate.
e. Maintains active relationships with, as well as current knowledge of SHHS business divisions and provides technical knowledge/assistance for routine, intermediate and complex situations.
3. Records and Document Management
a. Prepares and maintains accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow-up.
b. Prepares, or assists in the preparation of procurement related reports.
c. Responsible for ensuring that assigned tender activities are acted upon and completed with the targeted turnaround times Responsible for contributing to and tracking cost savings/negotiated savings as Key Performance Indicators (KPI).
d. Responsible for contributing to and tracking cost savings/negotiated savings as KPI on all procurements.
4. Supplier Development and Maintenance
a. Promotes and develops contact with external suppliers to establish new sources of supply.
b. Creates and maintains vendor relationships. Coordinates and/or conducts interviews with current suppliers to improve level of customer services.
c. Collects and reports statistics to measure commodity and/or supplier performance.
d. Assists the Purchasing Manger in establishing vendor management strategies.
5. Leadership and Mentorship
a. Analyzes current procurement activities and recommends improvements through more efficient procurement methods, quality discounts, standardization, value analysis and cooperative procurement.
b. Shares ideas and concerns with team members, manager and SHHS management.
c. Actively engages, advises and mentors junior Purchasing staff and SHHS business divisions’ management and 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/or Judgment
SHHS is an ancillary service and therefore is self-funded. The Senior Procurement Officer is a key stakeholder and plays an important role in the successful delivery of optimum procurement tools for SHHS. This position acts as a liaison between industry vendors and 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 SHHS and on the campus at large. This position acts as a liaison between industry vendors and the University. Recommendations made by the Senior Procurement Officer which have been poorly analyzed can lead to increased costs to SHHS and/or negative legal consequence and could have adverse reputational impact for SHHS and UBC.
Reports to the Purchasing Manager of SHHS and works closely with SHHS management and staff. Works independently within established policies and guidelines. Decisions have a direct impact on the success of SHHS' operational goals, policies and procedures. Work is reviewed in terms of exercise of sound judgment in contract management.
Provides direction and assigns work to junior member of the SHHS purchasing team; provides direction, coaching and mentoring to SHHS business divisions’ management and staff to assist with procurement for their divisions and business units.
University degree in a relevant discipline. Preferably in a business related discipline with some public procurement experience considered an asset. Supply Chain Management Professional (SCMP) Designation, Certificate in Purchasing or Diploma in Supply Management. Minimum of four years experience or the equivalent combination of education and experience.
Ability to communicate effectively both verbally and in writing
Ability to understand and apply policies, procedures and instructions.
Ability to analyze problems, identify key information and issues and effectively resolve.
Computer experience to advanced level with spreadsheet and database software; and to intermediate excel, word processing, email, and presentation software required.
Superior planning, interpersonal, communication, and problem-solving skills are essential. Project management experience preferred.
Demonstrated ability to work with multiple priorities; ability to work calmly under pressure of critical deadlines or heavy volumes during peak periods.
Ability to think conceptually (i.e. use creative, conceptual, or inductive reasoning or thought processes to identify patterns in complex data, and identify key or underlying issues in complex situations).
Demonstrated ability to take initiative, exercise discretion and sound judgment in complex situations.
Fast learner with strong numerical reasoning and analytical ability, and inherent attentiveness to detail, and the ability to multi-task and deal with changing priorities.
People & Relationship Management Experience/Skills
Effective leadership, motivational, interpersonal, and communication skills are essential.
Strong negotiating skills, influence and persuasion skills are required.
Building trusting relationships; strong relationship building and people skills to foster cooperation between diverse groups; the ability to work as an effective team member.
Excellent customer service skills and customer focused approach to work.
Experience in financial reporting, budget planning, life cycle costing and forecasting required.
Detailed knowledge of general procurement principles and applications
Managing vendor risk and compliance
Experience and knowledge of University policies and procedures in procurement preferred. Experience with public procurement an asset.
Familiarity with Food Service industry and/or Residential Housing industry and/or Facility and Building Services industry preferred.
“UBC hires on the basis of merit and is committed to employment equity. All qualified persons are encouraged to apply.”
Express your interest by emailing your cover letter and resume with the subject “Senior Procurement Officer.” Only those applicants short-listed will be contacted.
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