Purchasing Contracts Analyst

Job Responsibility:

Job Posting

Halifax Regional Municipality is inviting applications for the permanent position of Purchasing Contracts Analyst in Finance & Asset Management Halifax Regional Municipality (HRM) is committed to reflecting the community it serves & recognizing Diversity & Inclusion as one of the Municipality's core values.We have an Employment Equity Policy & we welcome applications from African Nova Scotians & Other Racially Visible Persons,Women in occupations or positions where they are underrepresented in the workforce,Indigenous/Aboriginal People,Persons with Disabilities & 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application Under the direction of the Supervisor, Purchasing, the Purchasing Contracts Analyst will coordinate with the Buyers, clients, suppliers, & other Procurement staff to ensure continuity and effectiveness of the purchasing and materials management supply contracts. The Purchasing Contracts Analyst is responsible for developing, monitoring, managing & the analysis of contracts for inventoried and special order materials and taking appropriate action in the case of amendments, breach of contract, expiry, & extension. In addition to managing contracts the Purchasing Contracts Analyst analyzes a variety of data sources to determine appropriate & innovative material groups and classifications. They prepare RFQ documents to ensure fairness in the vendor marketplace, the needs of the purchasing group & end-users while working closely with Procurement Leads to ensure adherence to public procurement rules to achieve best value for HRM In addition to their key responsibilities, the Purchasing Contracts Analyst is expected to integrate established goals & objectives, recognize the roles & responsibilities within the procurement process including the application of standardized programs & practices as they carry out their work by applying appropriate purchasing processes and HRM's standardized workflow processes. Procurement staff are expected to advocate for and demonstrate the value of public procurement; to demonstrate a high level of professional values and ethics; to apply strict compliance with confidentiality and protection of information regulations; & to integrate the mission, vision and values of the Procurement department in everyday practice DUTIES AND RESPONSIBILITIES: The duties of Purchasing Contracts Analyst also include but are not limited to the following:

• Develops deliverables for Requests for Quotation (RFQ) for inventory materials resulting in price agreements
• Works with large data sets from multiple ERP systems and other sources of data for inventory materials creating appropriate and effective groupings for material requirements
• Cleanses data and verifies product requirement specifications as provided by the end user.
• Analyzes material requirements to create appropriate and fair groupings for RFQ
• Manages inventory contracts (e.g., extension, expiration, material changes, part number updates);
• In collaboration with Procurement Officers and Portfolio Managers performs market research to ensure published opportunities are fair for the vendor community
• In collaboration with Procurement Officers, Portfolio Managers and/or the Procurement Practices Consultant provides innovative solutions for strategic procurement approaches.
• Investigates and provides information for changes to materials for pricing agreements
• Reviews and analysis inventory agreement price increases
• Monitors contracts, and request or recommend extension, amendment, close-out, or renewal of contracts
• In collaboration with the Supervisor, Purchasing, conducts market research to ensure RFQ opportunities are fair for the vendor community
• Ensures all contracts are managed in alignment with corporate guidelines, policies, objectives, and goals
• Audits new material creation (e.g., material set up, appropriate naming conventions, duplicate materials)
• Performs investigation and resolves material issues for items on contract (e.g., incorrect items, material problem forms)
• Collaborates with Buyers to determine appropriate price agreements for material additions and additions to stock
• Investigates invoice discrepancies related to contracts for resolution and reconciliation
• Supports Buyers by collaborating on vendor performance review activities at appropriate contract milestones through support and communication, monitoring vendor activities, capabilities and performance
• Provides onboarding of new suppliers
• Builds and maintains relationships with vendors, clients, and other business connections
• Maintains contract-related documents and correspondence
• Presents contract information to relevant parties, such as stakeholders
• Stays informed about changes to relevant rules and regulations
• Works with Procurement staff, stakeholders and vendors to resolve HRM challenges and concerns
• Works with Procurement staff and stakeholders to resolve and respond to contractor's concerns
• Provides recommendations and advice to improve existing contract policies
• May perform other related duties as assigned

QUALIFICATIONS: Education & Experience:

• Certificate or diploma in a business-related field, data analytics or industrial engineering OR an equivalent combination of education and experience will be considered.
• Advanced Microsoft Excel proficiency is required
• Experience with ERP systems with respect to Materials Management
• Experience with contracts is preferred
• Knowledge of automotive parts is an asset
• Knowledge of purchasing is an asset

Technical / Job Specific Knowledge & Abilities:

• Analytical skills
• Proficiency in Microsoft Excel
• Excellent communication skills
• Time Management
• Learn & understand unique considerations of the procurement of automotive parts & warehoused materials
• General understanding of public procurement

Security Clearance Requirements: Applicants may be required to complete an employment security screening check Please Note: Testing may be conducted as a component of the selection process to assess technical & job specific knowledge. Candidates who are selected for testing may be tested in a group setting, scheduled at the employer's discretion COMPETENCIES: Valuing Diversity,Analytical Thinking,Communications,Customer Service,Value & Ethics, Networking/Relationship Building,Organizing & Planning,Teamwork & Cooperation,Networking/Relationship Building,Visioning, Strategic Thinking & Innovation WORK STATUS: Perm, Full-time HOURS OF WORK: Monday-Friday,8:30am-4:30pm,35 hrs/wk OPTIONAL: Flex options to work outside of these hours and hybrid may be available- please confirm with Hiring Manager before adding this. SALARY: $29.40/hour;Level 5 as per NSGEU Local 222 Collective Agreement WORK LOCATION: 40 Alderney Dr, Dartmouth, NS CLOSING DATE: Applications will be accepted until 11:59 pm on Tuesday, July 9, 2024 Please note: We thank all applicants for their interest in this position.Only those applicants selected for an interview/testing will be contacted During the recruitment process,applicants have the right to request an accommodation.Applicants invited to participate in an assessment process (such as interview or testing)& who require an accommodation,should discuss their needs with the recruiter when invited to the assessment process (position #78640064)