Project Buyer

Location: Ottawa, Canada

Ottawa, ON., (CAN.), Hybrid

Position Summary

Thales has a vacancy for a Project Buyer who is responsible for the transactional procurement process of RFX, Purchase Requisition and Purchase Order (PR/PO) lifecycle. They are required to expedite and follow‑up on purchase orders to ensure delivery to support internal priorities and quality requirements are in accordance with terms and conditions issued. Drive continuous improvement of supplier performance and commodity cost. Collaborate internally with project management and senior leaders to achieve desired business outcomes. Own all aspects of part management as it relates to sourcing. Requires developed and strong foundation of function skills and knowledge of relevant purchasing and sourcing concepts. The incumbent will be responsible for ensuring the effective and timely execution of purchasing activities. This function shall strive to provide an uninterrupted flow of goods and/or services required by the organization.

Regulatory Compliance Requirement

This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List and /or the US the Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access.

Key Areas of Responsibility

Request‑to‑Order Fulfilment (PR to PO)

• Receive, review, and process internal purchase requisitions (PR) for project‑specific goods and services in accordance with company policies and requirements.
• Transform PRs into accurate and compliant purchase orders (PO), verifying commodity codes, ship‑to locations, supplier information, and relevant documentation/notes (with guidance as needed).
• Ensure PO accuracy and completeness before release (e.g., contractual/quality requirements, lead times, ordering constraints).
• Act as a point of contact for internal stakeholders to clarify PR/PO details, resolve discrepancies, and support order priorities.
• Engage weekly with internal project teams to review priorities and provide status updates on open orders.
• Lead weekly fulfilment execution activities with the broader team.
• Collect, challenge, and master PR priorities in coordination with project planning and industry requirement.

Sourcing & RFx/RFP Administration

• Support sourcing activities for project requirements, including assistance with RFx/RFP documentation and coordination.
• Administer RFx/RFP activities (e.g., issuing documents, collecting responses, and maintaining support records).
• Support local negotiations within the delegated threshold, ensuring outcomes are reflected in PO terms and documentation.

PO Management, Expediting & Delivery Tracking

• Execute and own the fulfilment process from order creation to invoice, including end‑to‑end PO administration (PO creation, records maintenance, and PO acknowledgment follow‑up).
• Engage with suppliers to ensure they acknowledge PO receipt and provide delivery commitment(s).
• Follow up and expedite purchase orders to ensure on‑time delivery and adherence to contractual terms and quality standards.
• Monitor order/delivery progress, identify risks (e.g., delays, backorders, incomplete confirmations), and elevate as required.
• Maintain ongoing updates to internal stakeholders regarding order status, delivery commitments, and expected changes.

Supplier Coordination & Issue Resolution

• Maintain close relationships with suppliers and buyers.
• Liaise with suppliers to secure PO acknowledgment and delivery commitments, and support resolution of order discrepancies.
• Manage disputes and solve medium & high‑level procurement problems; elevate significant matters to the Supply Chain Manager / Category Buyers / Category Managers or Procurement Project Managers as appropriate.
• Coordinate changes, cancellations, or amendments to POs when required.
• Report medium & high‑level procurement issues to the Supply Chain Manager / Category Buyers/Managers (CB/CM).
• Maintain ethical approach to supplier and internal relationships in accordance with relevant Thales policies.

Invoice Resolution & Supplier Support (with AP/Finance)

• Support invoice resolution by following up on supplier queries, missing information, and discrepancies affecting PO/invoice matching.
• Liaise with suppliers to obtain accurate and timely invoice details as needed and coordinate with internal teams to resolve issues.
• Support accounts payable follow‑ups on outstanding or missing invoices, maintaining clear communication records.

Reporting, Cost/Status Monitoring & Continuous Improvement

• Prepare reports on purchases, including cost analysis to leverage and support strategic offers (with guidance as needed).
• Support KPI tracking for the role in coordination with the Supply Chain Manager.
• Monitor performance according to industry best practices and contribute to improving function performance.
• Report and track purchasing activity (e.g., open order status and basic cost/status tracking where applicable).
• Work proactively with the tactical team to enhance function performance and purchasing efficiency.

Compliance, Documentation & System Support (ERP/SAP)

• Ensure day‑to‑day compliance with company purchasing policies/procedures; recommend policy/procedure changes to enhance effectiveness and efficiency.
• Support activities to ensure compliance with ISO series quality accreditation and Defence regulatory requirements.
• Maintain accurate documentation and records to support audit readiness and compliance.
• Support SAP/ERP functionality improvements to improve purchasing efficiencies (e.g., implementation of improved SAP functionality and related activities).
• Maintain ethical standards in all procurement tasks and ensure alignment with Thales policies.
• Provide support in the implementation of improved SAP functionality to improve purchasing efficiencies.
• Support all aspects of the department as required, including other supply chain activities as needed.

Minimum Qualifications

• The candidate must meet one of the following criteria sets (a&b)
• possess a university degree in any field and possess a minimum of 1 year of demonstrated experience in a procurement and finance related activity within the last 5 years; or possess a diploma from a recognized college program in procurement, finance, economics, commerce, accounting or materiel management and possess a minimum of 18 months of demonstrated experience in a procurement and finance related activity within the last 6 years; and
• possess a minimum of 1 year of demonstrated experience in a procurement and finance related activity in the federal government, either as a civilian or military Crown employee or as a contractor personnel through extensive experience dealing with the federal government.
• Proven experience in supply chain operations, financial/accounting, order management.
• Proficiency in supply chain management or financial/accounting software experience (SAP) and MS Office Suite.

All applicants must be able to obtain a Canadian NATO Secret clearance and meet the eligibility requirements outlined in the Canadian Controlled Goods Registration Program and ITAR.

Preferred Qualifications

• Purchasing or Financial Certification and/or 5 years of applicable experience; and
• Previous experience in the Defence Industry;

Special Position Requirements

• Role will require working from both home and office (hybrid).
• Schedule: 40 working hours per week Monday‑Friday. Flexible time, however, accommodating core hours of 9am‑3 pm, project needs and global/international time zones.

Pay Transparency

The anticipated Total Target Compensation (TTC), inclusive of annual salary and bonus eligibility, for this role is $55,000 to 75,000 CAD Annual . The Company reserves the right to ultimately pay more or less than the posted range and offer additional benefits and other compensation, depending on circumstances not related to an applicant’s status protected by local, provincial, and federal laws.

AI

We use artificial intelligence–enabled tools as part of our recruitment process to support activities such as candidate discovery, résumé matching, and interview scheduling. These tools may help screen and assess applications and recommend potential matches based on the requirements within the job description. All hiring decisions, including candidate evaluation, selection, and disposition, are made by human recruiters. Artificial intelligence does not make hiring decisions on our behalf.

What We Offer

• Thales provides an extensive benefits program for all full‑time employees working 24 or more hours per week and their eligible dependents, including the following:
• Company paid Extended Health, Dental, HSA, Life, AD&D, Short‑term Disability, Cancer Care Program, travel insurance, Employee Assistance Plan and Well‑Being program.
• Retirement Savings Plans (RRSP, DCPP, TFSA) with a company contribution and a match to a DCPP, with no vesting period.
• Company paid holidays, vacation days, and paid sick leave.
• Voluntary Life, AD&D, Critical Illness, Long‑Term Disability.
• Employee Discounts on home, auto, and gym membership.

Thales is an equal opportunity employer which values diversity and inclusivity in the workplace. Thales is committed to providing accommodations in all parts of the interview process. Applicants selected for an interview who require accommodation are asked to advise accordingly upon the invitation for an interview. We will work with you to meet your needs. All accommodation information provided will be treated as confidential and used only for the purpose of providing an accessible candidate experience.

This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List, the Canadian Controlled Goods Program, the Canadian Industrial Security Program, the US International Traffic in Arms Regulations (ITAR) and/or the US Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access including eligibility to the Canadian Controlled Goods Program and able to obtain a Canadian Enhanced Reliability security clearance.