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Job Title:  Procurement Control Administrator

Location: 

Ottawa, ON, CA

Other Location(s): 
Employment Type:  Full-Time
Language Requirements:  English Essential
Job ID:  16599
Employment Type:  Full-Time
Job Details: 

Job Requisition Id: 16599  
Business Function: Procurement and Purchasing  
Primary City: Ottawa 
Other Location(s): 
Province: Ontario 
Employment Type: Full-Time 
Employment Status: Permanent 
Language Requirement: English Essential 
Employee Class and Level: UPCEA05 
Number of Vacancies: 1  
Job Closing Date: 28/05/2019

Job Description

The Procurement Control Administrator is responsible for the management of all aspects of the Solicitation Control function within Sourcing Management.  This includes the coordination and publication of tender and bid receipt requirements with Procurement staff and suppliers, while ensuring compliance to various trade agreements and established policies and practices.

 

The Procurement Control Administrator provides day-to-day operational support to the function, is the lead system administrator for various applications, develops job aids and procedures, and performs monitoring and review of the procurement-to-payment process, as required.

Job Responsibilities

Below are the main job requirements and responsibilities for the Procurement Control Administrator.

 

  • Provides direction and day-to-day transactional support to Procurement staff in the posting of request for proposals on behalf of Canada Post. Communicates pre-tender requirements to staff, posts tender documentation, receives and logs submitted proposals, and manages the opening of all supplier bid information as per established policies and practices.

 

  • Develops and maintains procedures, job aids, and templates to support all tender/solicitation control requirements on behalf of the Sourcing Management team. Assists procurement staff in researching various publications and best practices to ensure Canada Post’s compliance to various trade agreements, legislation, and generally accepted procurement tendering guidelines (MERX, and other internet based tendering systems).

 

  • Manages various trade agreement (NAFTA, CFTA, CETA) reporting requirements and produces other reports on operational statistics such as the number of request for proposals tendered, bids received on-time/late, and the value of such tender postings. Develops and implements high-level monitoring tools to ensure that processes are operating as designed and that overall compliance is adequate.

 

  • Educates Procurement staff and other stakeholders on the legislative, publishing, and reporting requirements of all applicable trade agreements through the development and maintenance of up-to-date information and job aids on solicitation control functions and processes.

 

  • Coordinates and supports Sourcing Management’s Change Management Committee related to changes in processes, practices, and procedures. Documents, communicates, and implements approved changes. 

Job Responsibilities (continued)

  • Acts as the Lead system administrator of various applications used by Sourcing Management and coordinates requirements with internal groups and external service providers. This includes: on-line tendering systems (MERX); Canada Post on-line & intranet for publication of tenders, forms, guidelines, and policies; records & information management (SharePoint); asset management and tracking (phone, laptop, office moves); corporate system access (SAP, e-mail, LAN, secure areas); and, facilities requests and modifications (Facilities Management System).

 

  • Identifies and pursues areas of need and opportunity for improvements in the Procurement-to-Payment process, both related to Solicitation Control and Sourcing Management. This includes major project enhancements for various initiatives and incremental improvements to processes, technology, tools, and work practices.

 

  • Performs internal control monitoring and reviews of the Procurement-to-Payment process and supports the corporate Internal Control over Financial Reporting (ICFR) testing to ensure the Sourcing Management team is compliant to various practices, policies and procedures. Coordinates as required with Internal Audit, Corporate Finance and other internal and external stakeholders.

 

  • Supports the Contracting File Room in records management compliance, retention, retrieval, and destruction.

 

  • Acts as a back-up to the administration function in issuing purchase orders for the Sourcing Management team, including coordinating such requirements with external suppliers. Performs other duties as requested by the function.

Qualifications

Education

  • Completion of University or College Degree preferably in Business, Commerce, Supply Chain OR a combination of equivalent professional experience and training
  • Completion of courses towards the Certified Supply Chain Management Professional (CSCMP) designation is an asset

 

Experience

  • At least 2 year in a procurement to pay operation
  • At least 2 years direct experience with competitive bid preparation and/or contract administration
  • Experience with relevant trade agreements is an asset

 

Other Candidate Requirements

  • Knowledge of procurement and purchasing principles and practices
  • Knowledge of the issuance and evaluation of Request for Proposal, Request for Information, and Request for Quotation/Qualification
  • Ability to deal effectively with internal and external customers
  • Proficient computer skills and competent with Microsoft Office programs
  • Sound organizational, analytical, judgement and decision-making skills with proven abilities in problem solving
  • Strong interpersonal skills with an ability to build and maintain relationships
  • Strong oral and written communication skills

Other Information

 

Safety Sensitive Positions
This position may be considered a Safety Sensitive position.

 

Employment Equity
Canada Post is committed to employment equity and encourages applications from women, Aboriginal people, persons with disabilities and visible minorities.


Conflict of Interest
The Conflict of Interest Policy prohibits employees from hiring, supervising or reporting to, directly or indirectly via the reporting hierarchy, their immediate family or close personal relations. Should you feel that you may be in an actual or potential Conflict of Interest in regard to this job opportunity, you must communicate with the designated Human Resources representative.


Accommodation
If you are contacted by Canada Post regarding a job opportunity or testing, please advise if you require accommodation.


Important Message
Your application must clearly demonstrate how you meet the requirements as Canada Post cannot make assumptions about your education and experience. We thank all those who apply. Only those selected for further consideration will be contacted.


Leadership Behaviours
Decision Making – A champion of the organization who takes calculated risks and makes prudent, common sense decisions about current issues, future opportunities and resource requirements in a timely, well thought out manner, that aligns with the corporation's best interests.
Accountability – An individual who strives for performance excellence and who holds him/herself and direct reports accountable for decisions and actions and for learning from mistakes when intended results are not achieved.
Business Orientation – A proactive individual who understands the competitive nature of the business, and is committed to sustaining the business through excellent customer service and new business opportunities.
Execution – A focused and self-motivated individual who acts with a sense of urgency and delivers on time and within budget, by dealing effectively with challenges and ambiguous situations.
Leading People – A compelling communicator and leader who engages, motivates and inspires others to achieve results and who encourages personal growth and finding better ways of doing things.


Our Values
Canada Post’s corporate values reflect the principles, beliefs and aspirations that guide our behaviour and shape our culture.
Transformation – We will innovate and transform to win in the marketplace.
Customer – We serve Canadians with pride and passion.
Integrity – We act responsibly and with integrity.
Respect – We treat each other with fairness and respect.
Safety – We are committed to a safe and healthy environment for all our stakeholders.


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