Procurement Specialist

We are currently requesting resumes for the following position: Procurement Specialist

Resume Due Date: Thursday, August 29th, 2024 (5:00PM EST)

Number of Vacancies: 1

Job ID: 24-056

Level: MP4

Duration: 36 months

Hours of work: 35 Hours

Location: Darlington (100% onsite)

Job Overview

Act as an information resource to users, requisitioners and suppliers on the Corporation’s procurement processes and commercial considerations. Respond to vendor inquiries regarding supplier qualification procedures, agreement processes, contract standards, quality assurance programs, etc. Provide assistance to procurement groups on technical matters including proponent list preparation, quality and regulatory requirements, surveillance assignments, acceptance criteria and testing, manufacturing problems, etc.

Participate at site (both generating and non-generating facilities) daily, weekly and monthly meetings to plan, coordinate, and status various items and services to support site operations. Ability to implement strategies that consolidate and leverage the various tactical requests.

Assess Market conditions and available supply base to support review of the adequacy of competitive sources and recommend corrective action where sources are insufficient. Develop a procurement strategy taking into account the marketplace and the needs of the requisitioners and end-users. Develop and recommend sourcing strategies to the customer. Consult with Supervisor or other Supply Chain, or internal or external staff/clients when necessary.

Review the client’s approved vendor lists to ensure adequacy for competitive sourcing. Monitor and track suppliers’ performance. Investigate unsatisfactory vendor performance and work with supplier to correct the situation or recommend the removal of the supplier from approved lists. Maintain current records on suppliers’ capabilities and performance.

In all Sourcing Team situations, assemble the appropriate team members, lead the team at appropriate times to ensure Supply Chain accountabilities are met, and, overall, ensure governance related to Strategic Sourcing Teams is adhered to.

Prepare or review draft and final Request for Quotations, Proposals, Information (RFI, RFQ, RFP), contracts, and purchase order documents ensuring resolution of any areas of concern or ambiguity. Establish that acceptable quality program levels are assigned and that clear acceptance criteria exists. Review specifications to ensure purchasing conditions conform to Supply Chain’s standards, policies, practices and jurisdictional requirements. Where possible, resolve areas of conflict whether in commercial, quality or technical areas. Issue RFx and any subsequent addenda, and bring to Supervisors attention those areas for which resolution cannot be found.

Evaluate incoming quotes, proposals for vendor exceptions. Consider total landed cost with emphasis in priority order; quality, schedule, client needs and price. This may also include quality assurance needs, technical specifications, delivery requirements, commercial variances, vendor historical performance, capabilities and other relevant factors in the analysis of proposals. Participate with requisitioners in clarification of vendor offerings and the resolution of non-conformances at pre-award meetings with vendors. Ensure an understanding by the prospective vendor’s needs and expectations.

Negotiate contracts under the direction of Supervisor where no adequate competition exists or where it is in the Corporation’s best interests. Work with requisitioner in establishing an acceptable supplier proposal with respect to the technical, commercial and quality specifications and recommend its acceptance to the requisitioner.

Ensure the preparation or prepare the various purchasing documents such as commercial proposal reviews, price competition sheets, letters of intent, awards, purchase orders, and instruction notices. Arrange post-award meetings with suppliers and inspection to ensure a clear understanding of contractual responsibilities.

Administer contracts to ensure contractual obligations are fulfilled, including reviewing claims, progress payments, and escalation claims on contracts to ensure they adhere to contract conditions, including jurisdictional requirements, and recommend approval as required. Assist Supervisor in the resolution of disputes and claims, as required. Ensure the necessary funding approval documents are developed and processed.

Monitor progress and resolve difficulties related to products and services during manufacture or at site. Liaise with company’s personnel, requisitioners, and the client’s inspection, legal, transportation, tax and labour relations staff. Initiate corrective action that best meets the client’s needs. Resolve differences of opinion related to contract interpretation.

Assess vendor performance during the execution of work to ensure contractual requirements are being met and to establish a performance record to be used in the placing of future business. Assess construction and operating reports on performance, and update vendor performance databases.

Perform administrative activities as required to ensure all files and maintenance of files are complete.

The following activities can apply to all vendors, but the frequency with EPC vendors will be higher: Prepare Procurement Oversight Plans in consultation with Project Managers. Perform Oversight activities in coordination with the EPC contractor and the client’s Project Manager. Review Procurement/Material/Quality plans prepared by EPC contractors and provide comments Perform reviews of EPC vendor procurement process, including competitive bidding, proposal evaluation, and selection of subcontractors Prepare Oversight reports and follow up with EPC contractors for completion of Corrective Action Requests (CARs) resulting from Oversight activities Schedule and Coordinate oversight activities for Projects. Prepare performance reports on EPC contractor performance and conduct regular periodic meetings.

Perform inventory management activities, including identifying opportunities to optimize inventory levels. Assess the appropriateness of inventory, focusing on total cost of ownership throughout the inventory management lifecycle and the ability to meet Client’s needs, and ensuring the correct materials are in inventory.

Within the general context of the job responsibilities, make suggestions to Supervisor on how to improve the efficiency and effectiveness of the department, and how to best meet the needs of the customer.

Qualifications

Requires experience as Procurement Specialist to understand the design, fabrication, assembly, testing and installation practices in order to assess capabilities of manufacturer’s facilities.

Requires experience to be familiar with the practices, routines and standards followed within the commercial and industrial field, together with experience in test and inspection of various materials, Engineered components and services, to understand the various problems and remedial procedures required, and to assist in the preparation of inspection procedures.

Requires experience to be knowledgeable of inspection to specification, production planning and scheduling, QA, designing, and dealing with people on controversial matters.

Requires experience to understand the commercial aspects of contracts, contract law and business administration.

Requires experience to understand the procedures and practices and to become generally knowledgeable of the interrelationships within the Division, other requisitioning departments throughout the Corporation as well as external organizations.

A period of over 4 years and up to and including 6 years is considered necessary to gain this experience.

Our client is dedicated to promoting employment equity and encourages applications from equity-seeking communities including but not limited to: Indigenous Peoples, racialized individuals, persons with disabilities, and women. Our client aims to build a diverse team that reflects the communities it serves, enhancing its ability to meet their needs. We are committed to an inclusive and accessible work environment and invites all qualified individuals to apply, offering accommodations during the application, interview and onboarding process as needed. This effort supports our client’s long-term strategy for equity, diversity, and inclusion.

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