Job Category

Job Profile

Job Title

Department

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Experience in purchasing of IT software, hardware and services is an asset and will be given preferential consideration.

Job Description Summary

The position is responsible for the overall procurement activities at assigned faculties/admin units and will work to identify needs and provide advice and education on the correct and consistent usage of appropriate workflow channels and effective business practices to maximize the utilization of procure-to-pay programs and processes. The successful incumbent critically reviews requests for service, provides advice to address issues and triages and facilitates processing in line with departmental practices and operational lines of service. The position is customer service focused and it is essential that the incumbent builds strong working relationships with faculty, administrative units and other key stakeholders across the University community. The Buyers are co-located within the Faculties/Admin Units they support.

Organizational Status

Reporting to the Team Lead, the Buyer plays an integral part in providing procurement services for the campus community and is required to maintain a strong working relationship with the faculty/admin unit it supports. The position will work closely with the Procurement Partners to ensure client needs are met and communication is aligned.

Work Performed

Procurement Coordination

• Works with their assigned Faculty/Admin Unit and procurement partners to understand and ensure successful fulfillment of their procurement activities.
• Provides critical assessment and guidance to faculty and staff in all aspects of procurement, including the interpretation of related policies and procedures.
• Resolves problems with end users and suppliers. Researches and identifies options, solutions and action plans to address issues.
• Demonstrates the procurement function as an effective resource for addressing supply chain issues within UBC.
• Supports consistent sourcing and contracting activities through the use of standard document templates, maintaining adherence to established Supply Management processes and practices.
• Identifies potential sources, gathers competitive quotes, and recommends suppliers.
• Manages Faculty/Admin Unit forecasts and upcoming contract expiries (as assigned).
• Collaborates with members of Supply Management (Senior Procurement Officer; Procurement Officer) regarding complex or unusual procurement matters.
• Demonstrates success in achieving high levels of unit satisfaction
• Develops/maintains strong relationships with faculty/admin units

Project Coordination

• Manages small to medium procurement projects, with low to medium financial risk to the university; provides procurement advice and direction for all stages of the project management cycle.
• Oversees the execution of project activities ensuring that they adhere to the procurement project plan and best practices. Identifies variances and works with stakeholders to investigate, provide risk assessment, and provide solutions.
• Prepares various reports to support project costs, key performance indicators, and assessment against outcomes.
• Supports data gathering, delivery and reporting of SLAs/ KPIs related to Procurement Services and supports reporting to Faculty/Admin Unit as required.
• Participates in identifying processes and systems that require improvement, mapping current processes, re-designing processes, and making recommendations for changes.

Administration

• Ensures all procurement activities are in compliance with regulations, laws and related procurement best practices in accordance with the University s standard practices.
• Monitors and expedites open purchase orders.
• Reviews requisitions to proactively facilitate accuracy and completeness. Provides guidance and works with the Procurement and Logistics Processors to resolve questions/issues.
• Works with requestors to enable requisitions, purchase orders, and payments. Communicates with suppliers to support smooth order placement, delivery and payment.
• Prepares and maintains accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow up for financial audit control.
• Ensures that administrative tender activities are acted upon and completed within the targeted turnaround times as a Key Performance Indicator (KPI).
• Communicates ongoing issues to management

Performs other related duties as required

Consequence of Error/Judgement

The Buyer plays an important role in the successful delivery of optimum procurement tools for the University. Actions taken or ignored by the Buyer will have a direct impact on how efficiently and effectively the systems and processes will perform and function. Errors in judgment, poor analysis, or failure to act decisively could have a detrimental effect within Financial Operations and on the campus at large resulting in financial losses and liability to the University.

Supervision Received

Works autonomously under broad directives received from the Team Lead. Performance subject to periodic review for soundness of judgement, leadership, overall effectiveness and attainment of objectives

Supervision Given

The Buyer works independently.

Preferred Qualifications

Two year diploma in Purchasing Management. University degree in a relevant discipline.Working towards the Supply Chain Management Professional (SCMP) designation or equivalent designation would be an assetMinimum of 1 year of related experience or the equivalent combination of education and experience.