Coordinator, Purchasing (Term)

Position Summary

In an environment that supports continuous improvement and under the general direction of the Manager, Procurement And Supply Chain, this employee is responsible for effectively and efficiently coordinating the activities of the Purchasing area. In addition, as a member of the division's management team, the incumbent participates in the setting of short and long range plans, budgets, policies and staffing decisions. 

Key Duties & Responsibilities

• Participates in the setting and implementation of short and long-range plans for the effective delivery of purchasing services.
• Participates in the development of the budget and controls expenditures for the work unit within assigned limits.
• Develops, recommends, coordinates and implements policies and procedures associated with the delivery of purchasing services.
• Develops, implements and monitors the control systems necessary to ensure the integrity of the corporation's procurement process.
• Oversees the centralized transaction account reconciliations and processing of purchasing transactions for the corporation.
• Primary contact for procurement activity and issues and providing procurement advice within the corporation and externally to the City of Regina’s supply chain.
• Oversees the preparation and assessment of various activity statistics and trending reports related to the procurement of goods and services with the objective of ensuring a strategic approach to sourcing.
• Provides supervision to the assigned staff and is responsible for recruiting, selecting and developing staff; providing direction, assigning duties and reviewing employee performance.
• Represents management at grievance proceedings and attempts to resolve union-related issues at the assigned level of responsibility.
• Oversees and assists with the procurement of all goods, materials and contractual services and ensures they are in accordance with recognized purchasing practices, laws, trade agreements and the corporation's bylaws, policies and procedures.
• Oversees and assists with the review and release of invoices placed on hold.
• Reviews and provides purchase authorization for goods and services within delegated purchasing authority limits.
• Develops and maintains relationships across the corporation to become familiar with its operations and requirements for goods and services.
• Develops and maintains relationships externally with the corporation’s supply chain to become familiar with the marketplace.
• Ensures that supplier commitments are met and that client department issues and concerns are addressed.
• Assists in the negotiation of formalizing contracts.
• Develops and maintains a detailed working knowledge of designated commodities and suppliers.
• Negotiate and mediate resolution to contract management disputes between the City of Regina and its vendors.
• Responsible for management of corporate wide supply contracts.
• Responsible for the development, maintenance and to provide interpretive advice for all standard competitive bid process and contracting documentation used in the procurement of goods and services.
• Responsible for identifying, researching and implementing effective and efficient business processes for the delivery of purchasing services.
• Responsible for identifying the need for system enhancements; participating in the evaluation testing and implementation of enhancements including the communication of changes to users.
• Responsible for identifying, developing and delivering the corporate orientation and training sessions related to the procurement of goods and services.
• Participates in special studies and/or assignments.
• Follows all rules and regulations as set out in the Provincial Occupational Health and Safety Act and the City of Regina Occupational Health and Safety Manual.
• This position is an essential services position.
• Performs related duties as required.

Key Qualifications

• Typically, the knowledge, skills and abilities for this position are obtained through a University Degree in Administration or Commerce and a recognize purchasing designation such as a Supply Chain Management Professional (SCMP) designation or a Certified Public Purchasing Officer (CPPO) designation from the National Institute of Governmental Purchasing (NIGP).
• Five (5) to eight (8) years of professional experience in a senior purchasing/buying role with specific experience in a large scale purchasing operation including a minimum of two (2) years supervisory experience.
• Thorough knowledge of the principles and practices of a large-scale purchasing operation.
• Thorough knowledge of the availability of supplies, commodity prices, markets and trends, general business conditions, government regulations, tariff changes and application of federal and provincial taxes.
• Thorough knowledge of the competitive bidding process.
• Thorough knowledge of the methods and procedures associated with materials management.
• Thorough knowledge of corporate acquisitions and materials management policies and procedures.
• Knowledge of the principles of organization, supervision and administration and the ability to effectively apply those principles.
• Knowledge of and experience using modern office software and database applications.
• Knowledge of the general rules and regulations of the Provincial Occupational Health and Safety Act and the City of Regina Occupational Health and Safety Manual.
• Ability to make difficult purchasing decisions and award contracts objectively and impartially.
• Ability to prepare specifications, contracts and established standards for a wide variety of technical and non-technical items.
• Ability to influence, persuade or convince others to adhere to rules/regulations or come up with a mutually acceptable solution, while maintaining confidentiality and staying within policies and procedures to reach consensus.
• Ability to interpret contracts and agreements and provide advice to client departments.
• Ability to analyze data and situations, document findings and recommend required changes.
• Ability to develop and make presentations on topics related to the procurement of goods and services.
• Ability to interact and communicate effectively with all levels of the City Administration and the business community.
• Ability to exercise a high degree of initiative and work with a considerable amount of independence demonstrating sound judgement and decision making.
• Ability to effectively manage and direct staff using principles of performance management and development.
• Skill in preparing and writing reports.

Working/Other Conditions

• Must have the means and ability to travel within the City of Regina (travel allowance is provided).