Job Specification

Purpose :

- To provide procurement and contract management expertise, consultation, support and quality customer service for Ontario government (OPS) enterprise-wide vendor agreements, in partnership with client ministries, as part of a portfolio team dedicated to delivering value for money in service delivery management.
- To provide client advice and project leadership regarding combined procurement opportunities, client/supplier alliances, and the administration of enterprise-wide contracts/agreements, memoranda of understandings (MOU), service level agreements (SLA) and vendor of record (VOR) arrangements, including volume licensing agreements (VLA), as appropriate.
- To provide policy/directive interpretation, advice and recommendations on issues and requirements.

Key Responsibilities :

1. Procurement and Contract Management
- Provides subject matter expertise on existing commodities, services and anticipated future needs and supports Senior Procurement Consultant in procurement strategy development, procurement processes and stages and cross-divisional Supply Chain Ontario (SCO) continuous improvement projects that streamline SCO procurement service delivery.
-Reviews existing/potential goods and suppliers; conducts analyses of products/services required by user clients; and conducts trend analysis and marketplace research.
- Analyzes and advises on supply and market issues, and changing client needs and business practices, contract management processes, and emerging products and technology.
- Advises clients on cost benefits of service delivery alternatives and supports the development of collective purchasing arrangements and service bundling to meet client needs, and develops supplier and client procurement alliances to improve cost efficiencies that support the Division's culture of innovation, continuous improvement and optimum client/customer service. Supports and participates in change initiatives.
- Monitors contract management procedures, collective purchasing arrangements, licensing agreements, service specifications, quality control criteria, and evaluative mechanisms and monitors supplier participation in assigned VOR and VLA arrangements, as appropriate, and resolves or recommends resolutions for supplier problems.
- Provides contract/procurement advice on supply and market issues through investigation and resolution of purchasing and supply problems. Apprises the Senior Procurement Consultant of escalated, unresolved or contentious issues.
- Provides expertise and information to clients on the interpretation and application of procurement policies, directives and procedures. Facilitates the development of enterprise-wide procurement plans and strategies, and provides advice to clients on business cases.
- Contributes to strategic planning, and the development, revision and implementation of procurement operational policies, administrative procedures, best practices, guidelines and systems.
2. Project Management/Coordination
- Coordinates the project management and administration of enterprise-wide contracts/agreements, MOUs, SLAs and VOR arrangements VLAs as a lead team member in consultation with customers and stakeholders, for multiple concurrent projects (of varying size and complexity) which support the acquisition and maintenance of goods, services and equipment, to meet the needs of clients within a designated portfolio, or as otherwise assigned.
- Assesses supply markets, vendor communities and client needs and provides input to business requirements, and provides clients with ongoing operational advice and support for enterprise-wide procurement and contract management during the life cycle of the project from planning to
implementation.
- Provides leadership to project teams in the development of procurement strategies for VOR arrangements, VLAs, MOUs and the undertaking of the procurements.
- Acts as key project resource to the Senior Procurement Consultant and assumes the role of Team Lead to establish less complex enterprise-wide agreements, VOR arrangements, VLAs, and MOUs under the oversight of the manager.
3. Advisory Services and Client/Vendor Relationship Management
- Provides ongoing procurement and contract management expertise and advice to client ministries and provides client-specific specialized information, analyses and advice on clients' operational needs and business plans; e.g. evaluations of commodities, technologies and vendors.
- Monitors vendor of record arrangements and agreements; e.g., measuring performance, preparation of product and services specifications. Advises on product/vendor selection process and contract negotiations.
- Provides customer service consultation and liaison services between potential vendors and clients and develops vendor-client relationships and builds business partnerships with client ministries, suppliers and stakeholders.
- Develops self-help tools for clients including optional access by the Broader Public Sector (BPS), assesses customer satisfaction through surveys and feedback and resolve and resolves issues pertaining to contracts and agreements.
- Collaborates as a team member on cross branch projects and provides information and advice on contract commodities and services in response to requests from managers, clients, and stakeholders across government(s).
- Develops and/or presents briefing materials and reports.
- Represents OPS on inter/intra ministry committees, conferences and trade shows. Develops and maintains profile for the branch in both the supplier and user client communities.

Knowledge / Skill :

- supply chain management, contract management, and procurement practices, procedures, restrictions, agreements and relevant legislation; and systems and technology used in the procurement process, to coordinate the administration of contracts; to support and advise clients on enterprisewide
procurement arrangements and issues; and to interpret related policies, procedures and guidelines.
- supply market capabilities, major vendors, potential partners, service providers, and tendering policies and practices, to advise clients in the administration of contracts and agreements.
- procedures, policies, strategic direction and the role of the Enterprise Procurement Branch to enlist a client-focused, customer service approach and client group procurement requirements, goods and services for a designated portfolio of customers to meet their business requirements, and to promote collective cost saving strategies with clients.
- continuous improvement and change management concepts and practices to lead/participate in projects that support the Division?s culture of innovation, continuous improvement and optimum client/customer service.
- research and analytical skills to: evaluate goods, services and supply markets and analyze trends in goods and services; interpret policies; assess supplier performance; ensure compliance with established legislative policies; and identify and develop new business opportunities.
- oral communication skills to conduct briefings with management; resolve issues with external suppliers; articulate persuasively, and present information and influence decisions promoting cost efficiency and best business practices.
- written communications skills to prepare briefings, recommendations and reports for management.
- business relationship skills to develop and maintain ongoing liaison with legal counsel, business owners, and clients regarding contractual matters. Planning and organizational skills to coordinate portfolio VOR arrangements, agreements, service specifications, quality control criteria and evaluative
mechanisms.
- project management and team leadership skills to coordinate multiple procurements throughout the entire procurement process.
- customer service standards, business practices and techniques to meet client expectations and promote client satisfaction.
- computer applications in project management and presentation capabilities to create analytical reporting on enterprise-wide procurement initiatives.

Interpersonal / Influencing Skill :

Partnership management, persuasion and consultation skills to: develop vendor-client relationships and build business partnerships with client ministries, suppliers and stakeholders; advise and inform clients, colleagues, vendors and external stakeholders about procurement policies, enterprise procurement sourcing strategies, processes and services, new initiatives and opportunities for joint initiatives; influence stakeholders to use products and services from VOR arrangements.
- Negotiation and consultation skills to provide consultative advice to clients and vendors on contract negotiations to ensure that financial accountability and results are defined.
-Interpersonal, stakeholder relations and conflict resolution skills to build and enhance client/vendor relationships and manage and resolve issues/conflicts.
- Consultation and interpersonal skills to work professionally and collaboratively with colleagues across the Division to share information, leverage knowledge/expertise to achieve SCO objectives that support enterprise-wide procurement of goods and services.

Analyzing / Problem Solving Skill :

Analyzing and problem-solving skills to:
- conduct trend analysis, analyzing supply and market issues, products and services and advising on changing client needs and business practices and emerging products and technology;
- conduct client needs assessments, provide client-specific specialized information, analyses and advice on their operational needs and business plans/requirements;
- assess the feasibility of collective purchasing arrangements and service bundling to meet client needs;
- develop evaluation criteria and evaluate performance, ensure compliance with established evaluation criteria;
- assess customer satisfaction through surveys and feedback;
- investigate and resolve purchasing and supply problems and client/vendor issues regarding contract performance and compliance and advise vendors/clients on performance.

Decision Making / Responsibility :

Responsible for:
- leading and coordinating enterprise-wide projects for the administration of contracts/agreements, MOUs, SLA and VOR arrangements for multiple concurrent projects of varying complexity.
- providing procurement and contract management expertise, consultation and quality customer service to clients with ongoing operational advice and support for procurement and contract management during the life cycle of the project where there is a potential significant material and financial risk;
- providing client advice and project leadership regarding combined procurement opportunities, client/supplier alliances, and the administration of enterprise-wide Vendors of Record arrangements and VLAs, as appropriate;
- recommending cost efficient enterprise-wide procurement strategies and developing supplier and client procurement alliances to improve cost efficiencies;
- ensuring that collective purchasing agreements and services are carried out and completed according to established schedules.
- conducting client needs assessments and providing input to business requirements;
- providing consultative advice and guidance in contract negotiations with vendors.
- providing policy/directive interpretation, advice and recommendations on issues and requirements and contributing to the development of new/revised enterprise-wide procurement policy and strategic planning;
Has latitude to: provide advice and subject matter expertise on commodities, services, anticipated future needs and interpretation and application of procurement policies, directives and procedures to clients; manage projects, lead the development of procurement strategies for enterprise-wide
contracts/agreements, MOUs, SLAs and VOR arrangements I VLAs; provide contract/procurement advice on supply and market issues through investigation and resolution of purchasing and supply problems.
Decision making is guided by a framework of established government enterprise-wide procurement and contract management policy, guidelines, relevant legislation, legal procedures, practices and restrictions related to contractual agreements, OPS/ministry corporate policies, directive/guidelines and client service/goods needs.

Contacts / Stakeholder :

- Senior Procurement Consultant to discuss issues and problems;
- managers and staff of assigned client ministries, agencies, boards and commissions to provide contract management and procurement advice and consultative services on client needs; to negotiate services and make recommendations; and to resolve client/vendor issues;
- representatives from BPS entities and governments in other jurisdictions to engage in collaborative work;
- lawyers to clarify contractual matters.
- Division colleagues and counterparts in other sections of the branch to seek expertise and discuss issues of mutual concern, share information and work collaboratively in the delivery of day-to-day procurement services and projects;
- private sector suppliers, service providers and vendors to discuss issues, explain policy, exchange information, form alliances, resolve problems and keep informed on latest developments.
- committee members in participating in committee as a subject matter expert and specialist;

Guidance / Supervision :

provides project leadership and procurement expertise to project team members, other colleagues, managers and clients.

Demands / Pressures :

Work Demands :

- frequent, unexpected and conflicting work demands; changes to priorities/deadlines to response to management client/requirements; frequent requirement to handle multiple tasks and project activities with conflicting demands and priorities such as communications, client/vendor management and limited control of pace of works as tasks are often non-repetitive and unscheduled.

Mental / Sensory :

- frequent periods of concentration to a normal degree of intensity to review contracts, technical documents and reports; listening in meetings with clients/vendors and external stakeholders;
- frequent requirement to provide advice, information, instruction related to procurement procedures/processes;

Conditions / Environment :

Work is performed in a typical office environment.