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Job Specification
Position Title: PROCUREMENT ANALYST
Job Code: AMAPCEO - General Admin Ama Unit AGA18, 18AGA
Job ID: 21759

Purpose of Position:
To conduct research and analysis to support procurement initiatives and business process change projects and assists in the development of business and procurement strategies to support internal / external professional staff leading major supply chain projects.

Duties/Responsibilities:
As part of the Quality Assurance unit of the Goods and Services Procurement Branch in the Supply Chain Management Division, to provide business analysis support to supply chain management initiatives. The position:
1. Supports major research and analysis of emerging developments and trends in the procurement field (ie. e-procurement, process re-engineering) in other jurisdictions (eg. BPS, Federal Government, private sector) provides input to development of best practices, performance measures, benchmarks and to identify Branch opportunities for service improvements, process redesign including e-enablement and improved access to enterprise agreements in support of management and senior professional staff.

2. Conducts the analysis of historical, financial and business data related to existing products and services and desired future products and services including cost/benefit and risk assessments to make recommendations for the reengineering of current policies, practices and procedures.

3. Supports the development of business cases/proposals, project plans, and reports to support recommendations related to business improvement strategies including information on potential costs/savings, risks and implications to management and senior professional staff under the direction of the Strategic Sourcing Analyst ( SSA) or project lead.

4. Implements, coordinates and analyzes surveys to customers (eg, OPS/Ministry), vendors, and procurement specialists to determine customer satisfaction, performance measures and to identify areas of improvement (eg. improvements to internal processes or customer service) under the direction of the SSA or project lead.

5. Builds and maintains relationships and networks with suppliers, contractors, ministry customers and Branch staff to gather and exchange information and to understand issues and concerns related to customer service.

6. Supports development of Branch performances measures to both Branch Senior Management and to customers on performance measures related to Service Level Agreements with client Ministries. under the direction of the SSA or project lead.

7. Develops research models, tools, prototypes and reports for use by the Branch that ensure a broad-based research and analytical process in tracking problems, trends and procurement developments.

8. Provides written and oral updates to the Manager, Policy and Program Implementation and Strategic Sourcing Analyst on research initiatives and findings and provides recommendations for change.

9. Participates in project teams for research or business reengineering initiatives as required.

Knowledge:
Position requires a well-developed understanding of OPS procurement and tendering processes and related legislation. Position requires knowledge of Ministry purchasing systems, whether on-line or traditional, and related computer systems, and MGS organizational structure and decision making processes, in order to develop analyses and options in reports that are consistent with actual practice. Good understanding of advances and trends in the areas of finance, purchasing, tendering, and electronic commerce to provide financial and commercial analysis and activities to support the existing and future initiatives and procedures of the branch. Position requires knowledge of the Ministrys project reporting policies, procedures, and guidelines in order to draft reports for the Manager. Knowledge and understanding of research methodologies and techniques and statistical analyses and to develop various models, tools and prototypes to support ongoing project activities. Knowledge of Ontario Shared Services service delivery relationships, Service Level Agreements to develop and report on Branch performance measures. Position requires fundamental knowledge of risk management and risk analysis. Good knowledge and skills in the areas of database management, business notes development, project management concepts and applications to develop tools supporting the branchs initiatives and services. Position requires planning and evaluation skills to review, assess, and prioritize various tasks, requests, and daily workload. Position requires excellent oral and written communication skills to prepare and present a broad range of complex materials (including: report development, business cases, policies and procedures and senior level correspondence) to respond effectively to enquiries and to develop effective written analyses and reports. Position requires office computer and software skills, and a good knowledge of word processing, spreadsheet, and presentation software, e.g. M/S Word, PowerPoint, Excel, Access and Project in order to prepare analyses, surveys, reports/options, spreadsheets, databases, and presentations, as well as to communicate with other people/organizations electronically through e-mail, and to conduct research using the Internet. Strong interpersonal and relationship building skills to maintain and build working relationships with internal staff and the external procurement community. Must be able to work effectively in a team environment.

Judgement:
Work is performed under the general direction of the Manager, Policy and Program Implementation/Strategic Sourcing Analyst within the established principles, practices and policies of Ministry of Government Services and related procedures.
Position requires judgement in determining the appropriate application of MGS policies and procedures to own work assignments, comprised of various research and analytical projects, assignments, and situations. Position is expected to exercise considerable judgement and initiative in working with the Manager to develop and foster strong linkages with partners and colleagues in ongoing project activities. Judgement is required to: resolve information and analytical problems and tracking outstanding information requests, on behalf of the Manager; identify and contact the most productive sources of research information; provide precise, well-researched information and analysis on procurement developments outside the Government; to develop creative ways in which to engage the clients in communications, and identify any areas where there are deficiencies in the business relationship; to develop strategies to focus on the customers needs and to create future goodwill.

Accountability - Programs:
Position is accountable for contributing to the formulation and alteration of program objectives by recommending changes to procurement strategies, practices, and arrangements, supported by detailed research and analysis. Judgment is required to: ensure quality of the research, analyses, and the breadth of contacts for information; to ensure that the information obtained is current, and identifies developing trends in the procurement sector; to provide analytical support and recommendations on branch business strategies, projects and activities which support the planning, development and implementation of new procurements and procedures within the Branch.

Accountability - Personnel:
N/A

Accountability - Finance & Material:
Accountable for ensuring that the assigned projects and research initiatives are delivered within budget and on time.

Accountability - Impact of Errors:
Failure to develop proper procedures for research and analysis, and failure to exercise appropriate judgement in the conduct of such research and analysis, would result in flawed results, suggestions, and options to senior decision-makers in the Branch, leading to, indirectly, increased costs or missed savings in the Government-wide purchasing strategies of the OSS, and/or in increased costs in re-calculating any flawed analyses and assessments. Ineffective recommendations regarding business practices could create potential for poor service delivery and inefficient use of government funds. Failure to identify ways to meet client needs, through better “customer service”, would result in fewer opportunities to improve business relations and efficiencies with clients and suppliers.

Contact - Internal:
Frequent contacts with peers and specialists in the OSS to obtain and verify information involved in research and analysis projects, to verify any assumptions to ensure that subsequent options will be based on accurate and correct comparisons.
Regular contacts with procurement professionals in the OSS and other ministries to identify needs, purchasing/supply problems, and to verify the costs they are paying for various goods/services. Frequent contact with Business Analyst, Contracts and Services Coordinators, Strategic Sourcing Analysts and other Procurement Analysts to provide expertise and advice in the various areas of business management, lead projects and to facilitate the implementation of procurement evaluation initiatives.

Contact - External:
Regular contact with counterparts in other jurisdictions, including the Federal Government, and in the Broader Public Sector, the vendor community, external government and trade organizations to maintain a current knowledge of, and to research procurement developments and industry trends in all areas of procurement affecting the Government, in order to acquire significant data for analysis and on which to base suggestions or options for improving the customer service level of procurement practices and strategies for the OSS.
Regular contact with vendors of record to conduct research regarding est. business practices, technological advances and potential opportunities within the public and private sectors.