Job Specification

Purpose :

To provide consultative expertise and advice to support a variety of large, complex procurement initiatives in partnership with customers and to provide policy/directive interpretation, advice and recommendations on issues and requirements.

Key Responsibilities :

Procurement and Contract Advisory Services
Builds and enhances client relationships to provide effective procurement support and advice.
Provides procurement consultative and advisory services, products and businesses for all procurement initiatives to ensure the cost effectiveness of the government's procurement processes and the management of government funds.
Provides expertise, advice, training to clients on the interpretation and application of government/ministry procurement directives and procedures and contract management policies, procedures and guidelines.
Works with clients in determining appropriate procurement strategies to meet their needs and advises on performance measures, risks and issues to ensure the procurement evaluation process complies with government/ministry policy requirements, evaluation criteria and legal/business standards to facilitate competition.
Provides guidance and assistance to clients in the preparation and execution of contracts resulting from the competitive process, including identification or benchmarks, negotiation of contracts, development of service standards; Provides ongoing support in the identification, management and resolution of contract issues.

Consultation and Liaison
Acts as the primary contact/conduit of information between potential vendors and clients including facilitating vendor briefings, responding to and/or coordinating Q's& A's, arranging for the preparation of addenda and clarifications to the vendor community; facilitating the closing and opening of bids; evaluating mandatory criteria prior to return to the Ministry; facilitating evaluation consensus meetings and project evaluation as required and ensuring successful and unsuccessful vendors are advised of outcome.
Develops and maintains an ongoing liaison with business partners including stakeholders in the OPS (e.g. risk management staff, Legal counsel) to seek expertise related to specific procurement initiatives to mitigate risks and issues.

Risk Analysis and Issues Management
Identifies project specific issues related to client and vendors concerns and in advising successful and unsuccessful vendor of bid outcome including leading vendor debriefing meeting.
Provides advice and support to clients in the identification, management and resolution of contract issues.
Procedures/guidelines/systems Development and Implementation

Participates in the branch/unit project initiatives (e.g. development of best practices, operational policies) and works collaboratively with branch colleagues to ensure consistent and excellent service to customers.

Knowledge / Skill :

Knowledge of and skills in:
Public/private sector procurement principles, methods and practices, and OPS procurement policies, directives and standing agreements to provide expert advice and guidance to clients in the management of procurement initiatives, in determining the choice of vendors/contractors, and in developing the appropriate RFP specifications.
Project management and organization skills to ensure tasks are performed within time and resource requirements, and to coordinate major and complex procurements with project life cycles.
Ministry business areas/programs and administration skills to sustain continuous improvements in effectiveness of procurement policy and procedures for the management and monitoring of client's business/programs objectives and related markets to identify products/services that meet with requirements, and to provide support in the development of their business case.
Risk assessment methods and techniques to identify, analyze and assess risk to the OPS/client, to mitigate risks, and to develop/recommend options and solutions.
Practices related to contract agreements such as contract law, competitive bidding case law, leasing, and licensing options to advise clients on risks in business decisions for procurement through the tendering process and the implications of the terms and conditions of contracts.
Quality service standards and procurement policies and guidelines to provide a seamless service to ministry clients and vendors.
Oral and written communications to provide advisory services to clients, prepare and present procurement reports, contracts, legal agreements, liaise with internal resource contacts and external stakeholders, conduct meetings and prepare procurement documents.
Computer applications for word processing, spreadsheet, database, project management and presentation capabilities to create analytical reporting on procurement initiatives.

Interpersonal / Influencing Skill :

Communication and persuasion skills to advise and inform clients, colleagues and external stakeholders about procurement services, and to convince clients and stakeholders to accept an alternative response to procurement issues.
Consultation and advisory skills to provide information to clients on procurement options and to maintain good working relationships with vendors to promote fair and transparent process for procurement of contracts/services.
Negotiation skills to participate in the negotiation of contracts, and to resolve procurement problems with vendors/suppliers.

Analyzing / Problem Solving Skill :

Analyzing and problem-solving skills to:
Evaluate and assess the client's business cases and procurement product specifications to ensure that the client has complied with procurement processes.
Interpret and apply procurement methods, policies and procedures to direct clients to an appropriate procurement strategy.
Identify and analyze risks and develop options/strategies for resolution.
Evaluate procurement submissions from vendors and assess against mandatory criteria requirements.
Ensure that evaluation methodology, criteria and scoring are appropriate; evaluate and assess vendor submissions.

Decision Making / Responsibility :

Responsible for:
Assessing and identifying client needs to advise on RFP development, vendor selection, and contract negotiations.
Providing advice and guidance to clients on the interpretation and application of procurement policies, procedures and systems.
Recommending cost efficient procurement strategies and methods for the management of government funds.
Has latitude to: develop procurement strategies to meet client product/service requirements, determine appropriate product specification in solicitation document and make contract award and disqualification recommendations.
Decision-making is guided by private/public sector procurement practices, legal practices related to contract agreements, OPS/ministry corporate policies, directives/guidelines and client mandates. Position consults with the Manager on specific and/or contentious issues.

Contacts / Stakeholder :

ITS clients to provide consultative expertise and advice on complex procurement issues and needs.
Business partners including legal counsel, insurance and risk management, counterparts in other sectors within the branch to seek expertise and discuss issues of mutual concern and manage issues.
Unit colleagues to provide information and direction regarding the quality of developed procurement documents.
Vendors to facilitate bidder meetings.

Guidance / Supervision :

Provides technical guidance and expertise to clients in the form of explanations and briefings on procurement matters to assure compliance with procurement processes and through providing recommendations on RFP development, vendor selection, contract negotiations, business case review and corporate policy.

Demands / Pressures :

Work Demands :

Frequent and unexpected work demands; changes to deadlines.

Mental / Sensory :

Frequent periods of concentration to review contracts for accuracy; listening in meetings with clients/vendors.
Frequent requirement to provide instruction related to procurement procedures/processes.

Conditions / Environment :

Work is performed in a typical office environment.