Procurement Administrator

Position Summary:
Provide timely, first line administrative support to the unit and the university community. Assist in assigned procurement related areas in accordance with the University's Procurement policy and regulations, the unit's established procedures/guidelines and in support of the Procurement Programs. Ensure liaison with other departments, communicate with clients on the status of their orders, support the team of lead buyers, procurement program managers with data research and system records oversight while providing information and advice to clients on the purchase of commodities. Contribute to the optimal use of the University's financial and material resources through effective application of the procurement process.

Primary Responsibilities:

• Performing front-end procurement activities (i.e. Request for Quotation; assembling the call for tenders and contract documents for review, preparing the notices for publication of the calls for tenders on the government’s public tendering website (“SEAO”)) and performing back-end procurement activities (i.e. appropriate reporting of public opening of tenders, contract final value estimation, contract preparation and contract amendment).

• Providing support to the assigned Lead Buyer(s) and Procurement Program Managers in performing and organizing activities related to the procurement of commodities for the University.
• Creating reports using Procurement report tools or in collaboration with Finance or clients on the University’s expenditure with various suppliers and service providers and in various domains.
• Preparing the suppliers’ performance review documents in dialogue with the clients and the Lead Buyer.
• Under the supervision of the Lead Buyer, uploading contracts and creating catalogue items from contracts in the McGill Market Place. Addressing questions from clients regarding possible challenges with catalogue items; liaise the clients with the customer service team of Procurement Services for technical questions, as needed.
• Performing market research on the web, on SEAO or via benchmarking and networking in preparation for certain calls for tenders and other sourcing initiatives.
• Interacting with the customer service team of Procurement Services to ensure appropriate operation of the relevant catalogues in the McGill Market Place and providing any relevant feedback.
• Interacting with clients to assist in the drafting of their statement of needs
• Perform recurring walkthroughs of current processes and comment on challenges and overall efficiency of Procurement Procedures as needed.
• Following up with clients on the missing documentation as part of preliminary review of purchase requisitions submitted in McGill Market place to ensure compliance with the Procurement Policy. 
• Supporting the Lead Buyer and the Procurement Program Managers in scheduling meeting, preparing agendas, drafting of meeting minutes and preparation of presentations.
• Contributing to the on-going activities of the unit by performing other procurement related tasks.
• Representing the department/unit at internal.
• Accompany the Lead Buyers and / or Program Managers at external meetings.

Other Qualifying Skills and/or Abilities

• 3+ years’ related experience with an emphasis on client service, autonomous use of financial and / or procurement systems, tendering and negotiations.
• Must be functionally bilingual (English and French) both verbally and written, with emphasis on strong written English skills. 
• Must be familiar with the procurement function and supply chain dependencies.
• Must be resourceful, with a strong degree of professionalism.
• Must have attention to detail, with effective time management skills.
• Must be a strong communicator and a team player.
• Must have experience with common office software.
• Understanding of University culture, policies and procedures is highly desirable.General knowledge of the applicable public procurement law (An Act Respecting Contracting by Public Bodies) is considered an asset.

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Annual Salary:

(MPEX Grade 02) $46,110.00 - $69,180.00

Hours per Week:

33.75 (Full time)

Supervisor:

Assoc Dir Procurement

Position End Date (If applicable):

09/30/2022

Deadline to Apply:

08/12/2021

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected] or 514-398-3711.