Procurement Officer (Financial Services)

Job Responsibility:

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Trent University is actively committed to creating a diverse and inclusive campus community and encourages applications from all qualified candidates. Trent University offers accommodation for applicants with disabilities in its recruitment processes. If you require accommodation during the recruitment process or require an accessible version of a document/publication, please contact Human Resources.

Job Purpose:

Under the leadership of the Director Strategic Procurement and Compliance, acts as a Procurement Officer for the University for efficient and effective operations of procurement in accordance and compliance with Ontario's Broader Public Sector Procurement Directives, relevant legislation and University Policies. The primary purpose of this job is to research and prepare data in support of the best procurement practice, price, delivery, and quality of goods and services for the University's use. In addition, the Procurement Officer will provide decision-making support to faculty and staff by reviewing and recommending sourcing scenarios and group buying opportunities. The Procurement Officer is responsible for business processes spanning the entire procurement cycle including: sourcing, ordering, tendering, negotiating and preparing procurement business contracts for various commodities; supplier management including expediting, managing vendor relations and performance, and problem solving; maintaining commodity, vendor file cards, tendering and contract files; coordinating University customs activities through Trent's Customs Broker and in accordance with CBSA compliances; administration of the Corporate Credit Card program; providing assistance and guidance to faculty and staff in all aspects of procurement and business agreements; answering inquiries and providing direction to suppliers and clients; and special procurement related assignments as advised by the Director Strategic Procurement and Compliance.Ensures the highest of integrity regarding procurement practices and provides exemplary customer support.

Key Activities:

Procurement Sourcing

• Reviews purchase requisitions on various commodities most notably for those involving Facilities, Research and Operating funds, and assembles information on specifications, usage patterns, licensing requirements, and market availability.
• In collaboration with academic, research, ancillary and administrative departments, prepares Request for Quotation, Requests for Tender, Request for Proposals, Request for Prequalification, Request for Expression of Interest, ACAN's, or tendering format as is appropriate for competitive procurements or Non-Competitive Procurements for limited tendering exemptions.
• Evaluates competitive bids, negotiates with suppliers, prepares business agreements, debriefs vendors on evaluation decisions, determines the proper Goods and Services and Provincial Tax status on purchases, and signs purchase contracts within appropriate signing authority.
• Analyzes procurements for recommendations on improving purchasing methods through market trending, value analysis including discount and savings opportunities, standardization, and utilization of cooperative, collaborative and GPO marketplace.

Procurement Activities

• Maintains positive working relationships with suppliers, and with academic, research, ancillary and administrative departments to ensure goods and services procured meet the University's needs.
• Is authorized to purchase goods and services up to authority approval defined in Trent's Procurement of Goods and Services Policy. Provides purchase analysis, summary and recommendations for appropriate approval designates when procurement exceeds the Officers' authority of approval.
• Assists faculty and staff in the preparation of purchase requisitions by obtaining product information, quotations, and alternate sources. Advises and recommends sources of supply to university staff and faculty based on experience and expertise.
• Prepares fair value / market value assessments on restricted fund procurements relevant to the Canadian Foundation for Innovation (CFI) audit compliance and ensures CFI procurements meet the appropriate funding structure and acquisition criteria.
• Prepares summary documentation seeking approval by the Director Strategic Procurement and Compliance, Associate Vice President Finance, the President and Board of Governor dependent on total procurement value as defined by the Procurement of Goods and Services Policy.
• Maintains and supports clients using on-line ordering systems for supplies contracts (e.g., Fisher Fast, Staples, Amazon Business, etc.).
• Reviews requisition status report weekly to follow up on outstanding or unapproved order requests.

Administration of the Corporate Credit Card Program

• Administers the University's Corporate Credit Card program.
• Prepares reports including monthly transaction data and ad hoc reports (e.g., payments to specific vendors, unallocated credit card charges, total spend, etc.). Provides accurate supporting documentation when allocating credit card transactions using Finance Expense Management tool for transaction activity on the Officer's card.
• Promotes the use of credit card for clients and payments on credit card whenever possible for low value dollar transactions and travel expenses to decrease the amount of expense reimbursements being submitted and enhance the credit card rebate program.
• Works with Accounts Payable to review virtual card payment type opportunities whenever possible.

Colleague Vendor Data Base Maintenance

• Performs vendor record maintenance in Colleague that facilitates the creation, updating and maintenance of vendor card records.
• Vets and validates vendors required before vendor record creation or maintenance to existing vendor records.
• Prevents duplicate entries and maintain vendor database integrity.
• Ensures complete and accurate information resulting in easily searchable vendor ID and payment safeguard.
• Ensures vendor is legitimate to mitigate risks associated with fraud to the University.
• Updates vendor payment method and terms ensuring sound supporting documentation is in place to verify the information that includes a verbal confirmation with vendor representative regarding payment application information.

Compliance

• Ensures that contract laws, provincial legislation, procurement regulations, federal trade agreements, and procurement directives related to Canadian procurement standards are applied, and that the University's code of conduct in business transactions is followed. Provides accountability and transparency for procurement of goods and services and decision processes.
• Maintains and organizes documentation associated with requisitions, purchase orders, tenders and contracts to be maintained for 7 years.
• Promotes and raises awareness of the procurement code of ethics and best practices that apply to procurement within the University community. Analyzes difficult situations and reviews with Director whenever unclear issues arise.

Other

• Provides training and daily guidance to new or temporary procurement staff and clients as required.
• Represents the University at various procurement associations and working groups.Represents the Department on University business as requested by the Director Strategic Procurement and Compliance.
• Supports membership assignments and community of practices associations as required.
• Attends training sessions and continued educational activities as required to keep current with relevant procurement requirements and legislative updates.

Education Required:

• University Degree (3 years) in a business related discipline or Supply Chain Management Program Principles Advanced Diploma (3 years).
• SCMAO Certified Supply Chain Management Professional or CPPB/CPPO/CSCMP/SCC designation program or other applicable procurement program certification. Designation or equivalent accreditation.

Experience/Qualifications Required:

• Minimum of five (5) years of progressive procurement experience with knowledge of functionalities of major procurement business systems and understanding of procurement to pay workflows.
• Broader Public Sector experience preferred.
• Ability to work in a fast-paced procurement environment.
• Strong working knowledge and understanding of Ontario's Broader Public Sector Procurement Directive, Trade Agreements (CFTA, CETA), vendor of record arrangements, standard contractual terms and conditions, Harmonized Sales Tax, customs processes, accessible procurement, sustainable and social procurement practices, and understanding of general buying techniques (e.g. ABC Analysis, Quantity Discount Analysis, Systems Contracting, etc.).
• Demonstrated ability to work independently as well as function as a team player.
• Possession of a high level of individual initiative and demonstrated ability in flexible problem solving.
• Ability to assume full responsibility for delegated work and willingness to be held accountable for decisions taken.
• Working knowledge of University faculty, staff, account responsibility, department structure and Finance/Purchasing policies and procedures. Must be able to utilize this information to work with faculty and staff, ensuring adherence to policy and procedures.
• Working knowledge of Trent's supplier network and various markets pertinent to the needs of an educational institution.
• Knowledge of Ellucian Colleague Purchasing and Accounts Payable Modules preferred.

Job Types: Full-time, Permanent

Pay: $77,944.00-$92,024.00 per year

Schedule:

• Monday to Friday

Work Location: In person

Application deadline: 2025-06-18