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Job Specification
Position Title: PROCUREMENT ADVISOR
Job Code: OPPA Civilians - Procurement Advisor, C0311
Job ID: 22752

Purpose of Position:
To coordinate the procurement of goods and services for internal clients, and provide advice and guidance to management and staff, including business case and Request For Proposal (RFP) development, vendor selection, and establishment of contracts; and to monitor procurement/service arrangements for compliance with terms and conditions of agreement.

Duties/Responsibilities:
1. Facilitates internal clients` operational and business planning for procurement, including development of procurement strategies and plans, business cases, cost-benefit analyses and risk factors. Provides advice, guidance and information to client managers and staff on the application of corporate procurement and contract management policies, procedures and guidelines, supply options, and preparation of documentation; and the competitive tender process to ensure that RFP`s comply with procurement directives and legal requirements; and to ensure that vendors have access to a fair and transparent procurement opportunity.

2. Coordinates the competitive procurement and evaluation process. Consults with clients developing procurement documents, ensuring that objectives and contract terms and conditions are covered; and advises on the development of evaluation criteria. Facilitates bidders meetings. Provides guidance and support to clients in the preparation and execution of contracts resulting from the competitive process, and on the management and resolution of contract issues. Negotiates, or participates in the negotiation of, contracts with vendors and service providers.

3. Liaises with the vendor community, providing information on the application of procurement policies and procedures; and aiding in avoiding and/or resolving vendor/contract performance issues. Monitors ongoing service provisions for compliance and consistency with contractual terms and conditions.

4. Liaises with ministry resource staff, i.e., legal counsel, insurance and risk management staff and senior procurement staff, to obtain expertise; to consult on specific procurement initiatives; and to manage risks and issues.

5. Reviews existing and potential goods, services and suppliers for appropriateness by conducting research and analysis of market, products and services. Researches and analyzes procurement trends to identify options and source alternative goods/services to meet procurement requirements

6. Manages OPP contracts; ensures that vendor performance is monitored and evaluated throughout the life of the contract. Tracks and records procurement stages from approval to contract execution.

7. Participates on branch/corporate committees and project teams.

8. Develops/revises Ministry procurement and contract management operational policies, administrative procedures, guidelines and systems to improve administration of procurement of good and services, and management, monitoring and control of contracts and expenditures.

Staffing and Licensing Requirements:

Must be able to pass an OPP background security investigation.

Knowledge:
Knowledge of supply and contract management principles and practices; OPS procurement policies, directives, guidelines and procedures; and relevant standing agreements, to provide advice and guidance to client management and staff on the procurement process, including selection of vendors/contractors, and developing RFPs and contracts.

Knowledge of Ministry/OPP strategic directions, programs and project initiatives to plan and coordinate procurement services to meet business needs.

Knowledge of project management methodologies, guidelines, processes to coordinate procurements with project life cycles.

Knowledge of analytical and evaluative methods and techniques to research and analyze procurement trends, and identify options; and to assess market, products and services.

Knowledge of practices related to contract agreements such as contract law, competitive bidding case law and risk management to advise clients on risks of business decisions related to procurement, and on the implications of the terms and conditions of contracts.

Knowledge of computer software, including word processing, spreadsheet, database, project management and presentation applications, to prepare and edit documents; to perform analysis and reporting; to track projects; and to prepare presentations.

INTERPERSONAL AND COMMUNICATION SKILLS:

Oral communication and interpersonal skills to provide advice and information to client managers and staff, and respond to their questions and concerns; to update management on the status of procurement projects; and to participate on committees and project teams.

Oral communication and negotiation skills to negotiate, or participate in negotiations with vendors and service providers.

Oral communication and interpersonal skills to promote a fair and transparent procurement process with clients; to encourage vendors/suppliers to deliver services as specified in contracts; and to address and resolve procurement and contract problems with vendors/suppliers.

Written communication skills to prepare and/or edit RFPs, reports and other procurement-related documents.

PROBLEM SOLVING/COMPLEXITY:

Identifies and analyzes risks pertaining to procurement initiatives and contracts to the Crown, and formulates options to mitigate the risks.

Assesses the accuracy and completeness of procurement arrangements in relation to established and agreed upon schedules.

Reviews and assesses client`s business cases and RFP documents to ensure compliance with procurement policies, procedures and processes.

Monitors and evaluates vendor performance during the contract, and determines corrective action for problems and concerns.

Judgement:
Work is guided by OPS/ministry procurement policies, directives, guidelines and procedures; and OPS guidelines for the development of contracts and RFP documents. The position consults with the Manager on specific and/or contentious issues.

Assesses client needs, and determines appropriate composition of business cases and RFPs; reviews draft documents to ensure compliance with procurement policies, directives, guidelines and standards.

Provides support for vendor selection, including determination of evaluation criteria, and preparation of contracts.

Monitors service provisions for compliance and consistency with terms and conditions.

Provides advice and guidance to managers on the interpretation and application of procurement policies, procedures and systems.

Conducts research and makes recommendations to improve and standardize procurement operational policies, procedures and best practices.

The position has freedom to develop procurement strategies and plans to meet product/service requirements.

RESPONSIBILITY FOR THE WORK OF OTHER EMPLOYEES:

Provides advice and technical guidance to Ministry client managers and staff on RFP development, vendor selection, contract negotiations and other procurement matters.

PHYSICAL AND SENSORY DEMANDS:

Physical Demands

Physical requirements are minimal.

Sensory Demands

Moderate unexpected changes to work and changes to deadlines due to RFP and contract changes; conflicting work demands due to multiple, concurrent procurement assignments.

Frequent periods of concentration to review RFPs, contracts and legal tenders; and to negotiate, or participate in negotiating, contracts with vendors and service providers.

Moderate amount of concentrated listening during meetings with clients/vendors.

WORKING CONDITIONS:

Works in a standard office environment.