Posting # 2819
Job Posting Title: Purchasing Co-ordinator
Section: Purchasing
Division: Finance
Department: Corporate Services
Initial Reporting Location: Tom Davies Square
Job Status: Permanent Position
Number of Vacancies: 1
Affiliation: Inside Unit
Hours of Work: 70 hours bi-weekly
Shift Work Required: n/a
Range of Pay: Group 13 - $36.79 to $45.02 per hour (subject to review) - Range in effect April 1, 2025
The start date will follow the selection process.
This position is eligible to work remotely on a full-time basis (Note: Must have the ability to be able to report to a City of Greater Sudbury work location on short notice).
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Characteristic Duties: Under the general supervision of the Chief Procurement Officer and technical guidance from the Purchasing Agent.
1. Independently support a client portfolio providing professional expertise and guidance. In addition, assist with maintaining a multi-year contract listing, provide information for planning purposes, review of cost-saving opportunities and suggest strategies to meet the objectives of the client department, the Purchasing By-Law, and associated policies and procedures.
2. Manage self and guide Authorized Persons in order to meet the needs of the city to endure continuous goods and services.
3. Develop and execute procurement processes, all required contracts, and arrangements that are centrally administered on behalf of Authorized Persons that may be unique and non-routine requiring significant critical thinking, judgement, and collaboration skills, while mitigating procurement and contract related risks. This includes:
• Develop a thorough understanding of the Authorized Persons contract requirements, goals and objectives, key risks, and opportunities, to ensure that the procurement process and the resulting contract provides best value to the city.
• Develop and execute a strategic procurement plan that includes:
o Verification of available budget;
o Market research of goods, services and prospective suppliers;
o Facilitating a risk assessment and identification of mitigation strategies;
o Determination of an appropriate procurement process to source suppliers, such as invitational/open competitive (RFx that are binding or non-binding), non-competitive, joint procurement, or cooperative contract processes;
o Preparation of solicitation (RFx) and/or contract documents that involves:
- Reviewing and/or providing input and/or assist the Authorized Person in the development of defining their goods and service requirements (specifications/scope of work, etc.);
- Development of an evaluation process and criterion;
- Determining supplemental contract terms and conditions, such as insurance, surety bonds, performance guarantees and/or health and safety requirements, in consultation with internal subject matter experts when required;
- Development of a supplier performance plan and key performance indicators, in consultation with the Authorized Person.
o Management of the competitive solicitation process in a fully electronic bidding environment;
o Facilitating supplier selection:
- Reviewing and analyzing submissions for compliance;
- Facilitating the evaluation processes with internal and external evaluation committee members;
- Coordination and facilitation of supplier presentations.
o Monitoring and ensuring fairness and transparency during the entire procurement process, including identification of any potential unfair advantages and conflict of interests;
o Facilitating unsuccessful supplier debriefings and assisting the CPO with and complaints and bid protests.
• Facilitating the contract award process, which includes:
o Negotiations between the selected supplier;
o Drafting or facilitating the drafting of contract/arrangements between the operating department and Legal Services;
o Validating supplier requirements, such as insurance certificates, performance guarantees, and surety bonds;
o Coordinating contract reviews and authorizations;
o Managing the contract execution process;
o Public disclosure of contract award details.
4. Provide advisory and support services for operational activities related to the Procurement By-Law, policies, and procedures, including assistance with contract administration (managing renewals, negotiating price adjustments, facilitating performance management, advising client departments during contract issues and dispute resolution).
5. Act as the official point of contact for their procurement activities and other purchasing related matters to suppliers, bidders, buying groups, consultants, member of the public and other government agencies.
6. Prepare and maintain accurate records and documentation on all solicitations, purchase orders, contracts, and related correspondence.
7. Make recommendations for the disposal of surplus and obsolete materials.
8. Recommend revisions to business processes, procedures, and policies, and participate in continuous improvement projects.
9. Provide training to Authorized Persons and Contract Administrators on a variety of topics related to procurement and contract management.
10. Issue and amend purchase orders in accordance with City’s policies and by-laws up to an established maximum limit.
11. Assist with testing and/or implementation of new software functionality and upgrades to procurement and contract management related PeopleSoft and bids and tenders modules.
12. Develop and maintain a thorough working knowledge of procurement best practices, CGS’s Safety Manual, applicable municipal by-laws and the applicable Provincial Legislation listed therein.
13. Perform other related duties as required.
Qualifications:
• Community College Diploma in Business Administration or a related discipline.
• Completion of one of the following Purchasing and/or Supply Chain Management Designations considered an asset:
o Certified Public Purchasing Officer (CPPO)
o Certified Professional Public Buyer (CPPB)
o Supply Chain Management Professional (SCMP)
• Over five (5) years up to and including seven (7) years of diversified experience in the same or related fields (purchasing, public sector procurement, drafting RFx and contract documents, purchasing independently leading open-competitive procurement processes).
• Knowledge of legislation and regulations related to public procurement and contract management, such as the CGS Purchasing By-Law, Trade Agreements (CFTA, CETA, TCAOQ), Construction Act, Occupational Health and Safety Act, Accessibility of Ontarians with Disabilities Act (AODA), contract and commercial law, procurement case law, and competitive bidding law.
• Knowledge of principles and best practices related to public procurement.
• Working knowledge of Microsoft Teams and SharePoint, Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), bids and tenders, Adobe Professional/Nuance, ERP System (PeopleSoft), web portals, and eCommerce solutions.
• Understand and meet the needs of clients.
• Apply procurement related legislation and best practices.
• Identify and mitigate procurement related risks.
• Lead routine and complex procurement processes using a variety of procurement methods in a fully electronic bidding environment.
• Develop, understand, and advise on contract terms and conditions.
• Review and analyze scope and specifications to identify any errors or omissions.
• Understand complex legal issues relating to contracting and competitive bidding.
• Analyze and comprehend complex documents with critical attention to detail.
• Interact effectively and courteously with all levels of staff, the public, and supplier community, and build cooperative/collaborative working relationships.
• Balance conflicting demands from multiple stakeholders.
• Maintain continuous learning and development to keep current with emerging trends and innovation related to procurement.
• Excellent use of English; verbally and in writing.
• Mental and physical fitness to perform essential job functions.
• Must be physically capable of operating a vehicle safely, possess a valid driver’s licence, have an acceptable driving record, and personal insurance coverage.
• Work off-site at various locations.
Competencies: Competency Library - Level 2 Proficiency (Individual Contributor)
This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.
Development opportunity range of pay: $34.10 to $43.02 per hour (subject to review) - Range in effect April 1, 2025. The successful candidate will be paid at the reduced range until the minimum qualifications have been met.
How to Apply:
If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit www.greatersudbury.ca/jobs to apply online.
We must receive your resume before 11:59 p.m. on Tuesday, March 25, 2025. For those providing a French language resume, please also include an English version.
1. Click on the Apply for Job button.
2. Follow the step by step application process.
3. Ensure you attached a cover letter and resume. Acceptable file types are:
o .doc
o .docx
o .txt
o .pdf
o .rtf
4. Once completed, review your application and click on the Submit button.
5. Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.
All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.
Live outside Canada or new to Canada?
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca)
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