Senior Procurement Coordinator (HYBRID)

Job Responsibility:

2 temporary assignments up to 24 months.

This role will assist closely with WSIB's Enterprise Resource Planning Implementation Project as well as daily tasks which include the coordination and administration of the transactional procurements to clients across the organization. Provide advice and consultation to all levels of WSIB management and staff on procurement policy, related procedures, and guidelines. In addition, coordinate and lead the administration of all shared services online procurement programs used to procure goods and services by WSIB employees, audit all online procurement for compliance to WSIB policies, and provide regular and ad hoc corporate usage, spending and trending analytics. Provide expertise, advice and guidance to all WSIB employees on all online procurement related matters.

Major Duties & Responsibilities

Procure to Pay (P2P)

• Coordinating, administering and executing all high volume activities related to the purchase order life-cycle management (e.g. generating purchase orders, inputting purchase order lines, initiating workflow approval, dispatching, issuance to the respective stakeholders such as; business area, supplier etc., and purchase order receipts, storage of all purchase orders and corresponding documentation);
• Modifying purchase order information such as changing dollar values, adding purchase order lines, changing expiry dates as directed by stakeholders or other procurement staff members;
• Creating, reviewing, issuing and closing all purchase orders for the organization into the appropriate platform(s);
• Coordinating, administering and managing all associated digital documentation related to purchase orders which includes creating PO# folders in the shared drive and storing all support documents within each PO folder;
• Educating clients on a wide variety of documentation and communication from multiple sources, including policies, directives, procedures, service and material specifications, contracts, legal opinions, supplier responses to procurement requests, supplier literature, correspondence from colleagues and suppliers;
• Recording the purchase order number in the Strategic Procurement Planner (SPP) database;
• Overseeing procurement compliance issues and contacting the business area to resolve any issues, and ensuring that returning/resubmitting forms/documents are sent to the client for correction (digital);
• Providing purchase order and other reporting/analytics utilizing the procure to pay technology platform(s);
• Providing guidance/education to stakeholders on how to view purchase order activity within the various procure to pay technology platforms;
  • Assisting in enhancing the purchase order digital footprint when new technologies are introduced
• Scanning and e-mailing approved purchase orders to the business areas and copying Procurement Lead(s).

E-Procurement (Corporate Credit Card)

• Downloading and reviewing over a thousand monthly credit card transactions and selecting/ identifying transactions that require further investigation, e.g., based on excessive volumes, non-business related use or other potential compliance issues;
• Sending email audit requests to cardholders and sending reminder emails to cardholders who have not submitted the requested credit card statement and associated receipts;
• Informing cardholders and manager, in writing, regarding the results of the audit; may request cardholder to rectify the violation and provide education to cardholders on proper use of corporate credit card program;
• Reporting on the monthly audit conducted including details of all non-compliances and resolutions, forwarding information to Manager to review and report to various senior management levels;
• Contacting the requestor to resolve any compliance issues, such as using corporate accounts or corporate card to purchase unauthorized expenditures, or missing information on forms, if necessary, such as; missing signing authority, and returning forms to requestor for correction/completion, provide guidance on the reimbursement process;
• Educating users on proper use of online procure to pay systems, policy information and changes to procedures;
• Implementing policy changes as needed and communicating changes to all WSIB users;
• Designing and delivering training programs to internal customers on online procure to pay processes and procedures;
• Running monthly, quarterly and annual usage, category, cluster level spends and compliance reports by line of business, supplier and location for management and provide recommendations on how to reduce the number of reported non-compliant activities.

Other Support Functions/Duties

• Overseeing the work of Procurement Coordinators, providing on-the-job training and work direction, and assigning tasks;
• Overseeing the required RFx process for corporate shared services categories and managing any electronic purchasing systems as implemented;
• Requesting business purchase rationale, backup, approvals and receipts from selected purchasers via email and conducting audit of the expenditures and completing required follow-ups;
• Provide guidance on the Corporate Credit Card Program e.g., how to obtain online statements;
• Performing other related duties as assigned or required.

Job Requirements

Education

• Post secondary diploma up to three years in procurement, supply chain management, business administration or finance.

Experience

• Total of one year experience. Six months prior experience in auditing activities and issuing purchase orders. Six months experience on the job to reach full working level.

Our commitment to equity, diversity and inclusion

We respect and value the diversity of our people. We strive to create an environment where employees can be themselves and where our differences are celebrated.

The WSIB is committed to being accessible and inclusive, and following barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please let us know when we contact you and we will work with you to meet your needs.

Disclosing conflicts of interest

As public servants, employees at the WSIB have a responsibility to act in an ethical way at all times to create a respectful workplace and maintain public trust. Job applicants are required to disclose any circumstance that could result in a real, potential or perceived conflict of interest. A conflict of interest is any situation where your private interests may impair or be perceived to impair the decisions you make in your official capacity. This may include: political activity, directorship, other outside employment and certain personal relationships (e.g. with current WSIB employees, customers and/or stakeholders). If you have any questions about conflict of interest obligations and/or how to make a disclosure, please contact the Talent Acquisition Centre at View email address on ca.edajobs.com.

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As a precondition of employment, the WSIB requires that prospective candidates undergo a criminal records name check any time before or after they are hired.

To apply for this position, please submit your application by the closing date.