Job Specification

Purpose of Position :

To administer procurement software applications/systems/databases and to provide advice and guidance to ministry staff and private sector firms on matters pertaining to acquisition policies and processes and the operations of the various applications systems.

To provide analysis, consulting services and direction on complex procurement issues and methodology (e.g. RFP, Alternative Service Delivery etc).

To provide process and system analysis and development expertise on current and/or future procurement initiatives and development in electronic commerce and participant in the development and
negotiations relative to procurement activities in the ministry for the acquisition of goods, equipment and services.

To provide process and system support to current and future Branch and Office procurment delivery program areas.

Duties / Responsibilities :

Reportingto the Co-ordinator Corporate Service Management, in a large decentralized ministry, the incumbents are responsible for:
1. Provide administration and maintenance and support of current and future procurement systems/applications/process induding the Walker mainframe, RAQS, Tenders Office and the Lotus Notes environment to facilitate the purchasing of ministry'sgoods, equipmentand services;

2. Monitor the use of systems/applications to identifyand investigate problems (e.g. Corruption or discrepancies in data, misuse of applications) and make recommendations for changes to existing practices to optimize the use and capabilities;

3. Operate a Help Desk to provide advice, process support and guidance to ministry management, staff and private sector firms on the use and capabilities of procurement systems/applications/processes and to respond to procurement related inquiries regarding ministry and government acquisition policies, business and commodity opportunities;

4. Develop, maintain, and deliver training, user documentation, process mapping and communications materials/programs, operational and resource presentations and information packages;

5. Work with systems staff to carry out testing and quality assurance of systems/applications enhancements prior to their release to the user community and with area Business Service Co-ordinators, Corporate Financial Services to analyzel, compile and recommend system and operating process changes/enhancements/modifications based on best business practices and evaluation of user input provide-wide;

6. Provide analysis and recommendations for best business practices, acquisition strategies, vendor/industry profiling, market analysis, ete related to all ministry procurement activities; including govemment directives and guidelines and relevant sections of related federal and provincial legislation and regulations (e.g. Sale of Goods Act, Ontario/Quebec Trade Agreement, the Inter-provincial Trade Agreement), for the purpose of ensuring ministrypurchasing activities related to the acquisition of goods, equipment and services are in compliance with established legislative authorities, the ministry's delegation of financial authority and SLAand SLAA'swith extemal service providers, responsive to current
procurment, industry and vendor trends, etc. In the context of extemal service providers, to provide to management and MTO client base - issue management and resolution services, and evaluation/reporting as it relates to the SLAlSLAA's and level of services being provided.

7. Produce corporate management reports and reports for central agencies on a range of statistics, utilizing various PC based software such as Access, Excel, Lotus,Word, (e.g. Inter-ProvincialTrade Agreement reporting);

8. Uaise with colleagues/counterparts in other ministries to participate on inter- ministrycommittees/partnerships (e.g. Walker Co-op / CIDS);

9. Use purchasing systems to review and monitor all procurement documents to ensure proper use of system and compliance with all guidelines and directives. Monitor user work queues to ensure prompt completion of current work. Assist in problem resolution and reportstatus of all work to appropriate
supervisor and make recommendations where applicable. Co-ordinate, assign and followup on all corporate reporting requirements from regional and head office staff to ensue accurate and timely responses to appropriate management groups.

10. Strong written, oral (presentation and telephone) and interpersonal communication skills.

Knowledge :

Job requires extensive knolwedge of the procurement and supply function, government and ministry purchasing and procurement policies, directives and guidelines, procedures, standards and knowledge of market standards, specification development and tendering processes in order to effectively respond and co-ordinate inquiries regarding ministry and government acquisition policies and to apply knowledge of procurement to the maintenance and optimization of systems/applications.

Job requires extensive knowledge of purchasing/procurement processes and systems to provide technical expertise, training, process support and advice to users and to act as the Administrator for all
related operational and maintenance matters.

Job requires knowledge of government directives and guidelines and relevant sections of
related federal and provincial legislation and regulations (e.g. Sale of Goods Act, Ontario/Quebec Trade Agreement, the Inter-provincial Trade Agreement) to ensure ministry purchasing activities are in compliance with established legislative authorities.

Job requires knowledge of the operations and capabilities of various procurement software (e.g. Walker, RAQS, Lotus Notes) and other software required for reporting, communications and Web Page design and development to maintain the systems/applications of the ministry.

Job requires good presentation and organizational skills inorder to provide related training, consulting, information sessions and advice on the various software applications, their use, and operational capabilities for current and future requirements.

Job requires a high level knowledge of procurement software applications and necessary linkages to other functional areas such as finance and user client group (e.g. requisitioning function).

Job requires abilityto determine, recommend and monitor best business practices, create business cases and training plans to maximize functionality of software.

Job requires high-level written communication skills to prepare various reports including statistical on procurement use and practices.

Job requires highly developed oral (presentation, telephone) communication and interpersonal skills to operate the Help Desk and liase with various management staff to provide response to operational problems and support on the use and capabilities of programs.

Skills :

Interacting with field, information technology and accounting staff across province, job requires analytical and research skills to investigate problems, identify the impact of the ministry purchasing activities on all ministry procurement systems (e.g. analysis of integrated ministry business needs, developing solutions and marketing the recommendations), develop and implement more efficient procedures for timely resolution.

Job requires problem solving skills to identifyand investigate problems in systems/applications (e.g. through the monitoring of systems use, performance and capabilities). In responding to operational problems through the Help Desk and in resolving problems in conjunction with systems staff (e.g. proficient knowledge of software in the monitoring of system use, performance and capabilities).

Job requires extensive analytical skills to recommend system and operating changes based on evaluation of user input, problems with system and best business practices.

Job requires evaluating training needs provide-wide, formulating a training plan, creating a business
case in acquiring funding, developing changes as required.

Job requires review of complex procurement issues and contracts to identifyand prevent problems and provide recommendations for solutions.

Freedom of Action :

Job requires working in accordance with ministry and government policies, guidelines, directives and established purchasing and procurement processes, systems and procedures. Job requires determining the need to change existing practices in the use of the Walker Mainframe, RAQS, Tender Office processes, and the Lotus Notes environment and to recommend methods to optimize the use and capabilities of such systems which are used by both ministry staff and private sector firms and ensuring quality assurance of RAQS enhancements prior to their release to the user community.

Job requires determining responses to operational problems, advising users on Walker, RAQS and tender procedures, operations and capabilities and private sector organizations on methods to qualify for inclusion in the RAQS system.

Work is subject to review or monitoring by the supervisor for exceptional or sensitive issues. Job refers to supervisor very unusual or sensitive cases, e.g. distribution of confidential reports or information/new operational or business processes.