Job Specification

Purpose of Position :

As a member of the Procurement Services Team, coordinates an effective and economical procurement and supply program covering a wide variety of goods and services in support of the program areas of the Ontario Provincial Police (OPP). To provide administrative procurement services support to ensure procurements are completed in accordance to internal policy and the Ontario Public Service (OPS) Procurement Directive.

Duties / Responsibilities :

1. Interviews end users to clarify needs, specifications for requirements (e.g. estimated quantity requirements, usage, size, delivery, construction and comfort), liaises with internal/external contacts including vendors, OPP or ministry personnel. Drafts required approval documents. Researches (i.e. field testing and evaluation of new products), develops and prepares (i.e. drafting tender specification and terms, security clearance) Requests for Proposals (RFP), Requests for Tender (RFT) and Requests for Information (RFI) for purchases of goods and services for the OPP. Participates in tender evaluations.

2. 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 Vendor of Records (VOR), Standing Agreements (SA), internet, catalogues. Awards RFQ based on evaluation of bids and qualification of goods and services provided by vendors.

3. Assesses requests for goods/service and user department's requirements and determines best method of procurement. Confirms funds have been identifies on forecast. Supports the preparation and completion of procurement documentation (i.e. approval forms, business cases, quote templates, terms and conditions, etc.) according to best selected procurement method to meet product specifications.

4. Provides procurement administration to support the tracking and completion of procurement submissions for program areas of the OPP. Ensures proper delegation of authority is obtained for the approval of procurement packages.

5. Develops and maintains effective working relationships with internal/external stakeholders. Liaises 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.

6. Provides assistance to other members of the Procurement Services Section as required.

7. Other duties as assigned.

Staffing and Licensing :

· Must pass and OPP background investigation check

Knowledge :

KNOWLEDGE OF:

· The OPS Procurement Directive, the Delegation of Financial Management Authority (DOFMA) framework, OPP best practices and internal guidelines governing procurement activities.

· Police Orders, government and ministry policies, directives and guidelines related to procurement, contract management, standing agreements, purchasing and material management and section 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 organization .

· Government and ministry policies, directives and guidelines to provide specialized procurement services, identify viable options for the Bureau; research and prepare RFP, RFQ, RFT, and RFI's, assist in the preparation and administration of contractual agreements and multi-year contracts such as leases or service agreements.

· Ministry and government financial procedures to ensure appropriate processing methods are applied to all purchases, mathematical skills to prepare and evaluate pricing.

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

ABILITY TO:

· 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 VORs, Standing offers and Agreements.

· Determines own work priorities and resolves most procurement work-related problems or issues independently referring to the Procurement Services Manager for unusual or contentious matters such as disputes with selection of procurement method product specification or unusual situations.

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 prepare quote template, contractual agreements, 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 negotiate to resolve problems, errors or omissions. Oral communication skills to discuss new products or services with vendors. Oral communication skills to interview client users to elicit information on operational needs sufficient to define product technical specifications for RFP's and to evaluate products for suitability. May require consultation to determine which product is selected based on suitability, delivery, availability and price.

· 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 specifications to match user needs (such as pricing, quantities, product characteristics).

· Reasoning/problem-solving skills to deal with vendors, resolve problems, identify potential liability issues and viable options to pursue to mitigate risk.

· Analytical skills to research and develop RFP's, RFT's, RFI's and Quotations, to assess submissions, prepare and analyze spreadsheets to select suppliers in accordance with VORs, Standing offers and 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 procurement activities identifying opportunities for consolidation, bulk or package buying; resulting in cost savings. Planning and organizational skills to coordinate procurements and identify priorities.

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

RESPONSIBILITY FOR THE WORK OF OTHER EMPLOYEES: :

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

PHYSICAL AND SENSORY DEMANDS :

· Physical dexterity while operating a computer terminal on a 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.

· Possible overnight travel for tradeshows/site visits.

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

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

WORKING CONDITIONS: :

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