Job Specification

Purpose of Position :

As a member of the Procurement Services Team, supports and assists with the coordination of an effective and economical procurement and supply program covering a wide variety of goods and services in support of the Fleet, Supply

and Weapons Services Bureau. To ensure budgetary funds are available and reconcile procurements to vendor invoices.

Duties / Responsibilities :

1. Interview end users to clarify needs, specifications for requirements (e.g. estimated quantity requirements, usage, size, delivery, construction and comfort), liaises with internal/external contact including vendors, OPP or ministry personnel. Draft required approval documents. Researches (i.e. field testing and evaluation of new products), develops and prepares Request for Quotations (RFQ). Evaluates and determines competitive sources through research of Standing Agreements (SA), Internet, catalogues. Awards RFQ based on evaluation of bids and qualification of goods and services provided by vendors; and issues purchasing documents (i.e. Purchase Order, Terms & Conditions) using established procedures.

2. Assess request for goods/service and user department's requirements and determine best method of procurement. Confirm funds have been identified on forecast. Prepares purchasing documentation (i.e. Approval Forms, Purchase Order, Terms & Conditions, etc.) according to best selected procurement method, including product specifications, packaging requirements and manufacturing codes and updates procurement plan.

3. Provides procurement administration to include expediting, follow up on invoice discrepancies, vendor performance, quality assurance of goods/services received, and resolution of issues according to PO/Agreement terms and conditions.

4. Prepares and maintains all purchasing/financial related documentation including the administration of a Procurement Card account, spreadsheets and documents, using the Microsoft suite of software, specialized in-house Fleet, Supply and Weapons software, Ministry software and Integrated Financial Information System (IFIS).

5. Assists Procurement Manager with the development of annual procurement budget and ongoing monthly expenditure forecasts for the bureau using established procedures. Ensures all purchases are invoiced correctly and properly coded to maintain consistency with the spending forecast.

6. Develops and maintains effective working relationships with internal/external stakeholders. Liaise with stakeholders to identify cost benefit analysis, emerging trends/issues and sourcing strategies. Attends trade shows, and/or vendor facilities to research new products or services of interest to user groups and to source new vendors.

7. Responds to field inquiries regarding specialty orders and uniform items from all members. Liaises with Accounts Payable regarding invoice issues, Bureau staff and Custom Brokers regarding receipt of goods, and any further clarifications.

8. Provides assistance to other members of the Procurement Services Team as required.

9. Performs other duties as assigned.

Staffing and Licensing :

· Must pass an OPP background investigation check.

Knowledge :

· Knowledge of police orders, government and ministry policies, directives and guidelines related to procurement, contract management, standing agreements, purchasing and material management and sections of federal and provincial legislation such as the Sales Tax Act, to maintain the integrity of an effective and economical procurement and supply program for the Bureau and to comply with shipping schedules and established procedures. Knowledge of warehousing practices and principals.

· Knowledge of ministry and government financial procedures to ensure appropriate processing methods are applied to all purchases, to reconcile purchasing card and other financial statements and to financial and procurement planning. Mathematical skills to prepare and evaluate pricing.

· Knowledge of personal computer software, Microsoft Suite, IFIS, Ministry programs and ability to utilize specialized in house fleet and supply software to prepare spreadsheets, analyze information, maintain databases and extract reports.

· Organizational and time management skills to prioritize, plan, and coordinate various procurement projects within established timeframes.

Judgement :

· Job works in accordance with established procurement directives, guidelines and OPP Police Orders and Ministry policies. Judgement and discretion applied in awarding quotations and selecting vendors for procurements resulting from research conducted on potential suppliers and standing agreements.

· Determines own work priorities and resolves most procurement work-related problems or issues independently referring to Procurement Advisor and/or Procurement Manager unusual or contentious matters such as disputes with selection of procurement method, allocation of funds or unusual situations.

· Discretion to renegotiate delivery schedules and to question unacceptable delivery deadlines and delayed and incorrect shipments.

INTERPERSONAL AND COMMUNICATION SKILLS: :

· Written, oral, interpersonal and customer service skills to deal with internal/external clients and vendors in the conveyance of accurate information regarding prices, discounts, and delivery dates. Written and oral communication skills to provide specific details to vendors on purchase requisitions and client requirements regarding commodity ordered. Written communication skills to prepare reports and tenders.

· Oral communication skills to discuss and resolve problems with suppliers, to expedite process and to resolve client complaints as a result of delivery delays, errors or omissions. Oral communication skills to discuss new products or services with sales personnel.

· Ability to work co-operatively and collaboratively within a team environment.

PROBLEM SOLVING/COMPLEXITY: :

· Research skills to gather information on products and to obtain information regarding prices, discounts, delivery dates/ times, and quality of product/services.

· Reasoning/problem-solving skills to deal with vendors and resolve problems.

· Analytical skills to research and develop quotations, to assess submissions, prepare and analyze spreadsheets to select supplier in accordance with Standing Agreements or as a result of research conducted, or, in cases where purchases exceed authorized limits, to provide management with a supplier recommendation.

· Ability to analyze purchasing activities identifying opportunities for consolidation, bulk or package buying; resulting in cost savings. Planning and organizational skills to coordinate purchases and identify priorities.

RESPONSIBILITY FOR THE WORK OF OTHER EMPLOYEES: :

· There is no formal responsibility for the work of other employees.

PHYSICAL AND SENSORY DEMANDS :

Physical Demands:

· Physical dexterity while operating a computer terminal on daily basis necessitating sitting for extended periods of time, but with the freedom to move around as required.

· Some standing and walking while responding to walk-in inquiries and performing office functions (sending faxes, receiving/sending mail, etc). Bending, stretching and lifting required when performing filing duties and storing office supplies.

· Walking on concrete floors in distribution warehouse and garage environment as required.

· Possible overnight travel for tradeshow/site visits.

Sensory Demands:

· Visual: concentration when using computer to prepare, review and analyze documentation.

· Alertness of surroundings in a distribution warehouse and garage environment is required, where motorized equipment as forklifts and vehicles are in use.

· Multi-tasking is required when completing and accommodating requests requiring immediate attention.

WORKING CONDITIONS: :

· The work is performed in an office/warehouse environment. Infrequent travel with overnight stays away from home.