Procurement and Contract Specialist
Reporting to the Purchasing Manager, the Procurement and Contract Specialist is responsible for overseeing and coordinating activities for contracted services across the organization. This position is responsible for a wide range of activities associated with the preparation, administration, and ongoing monitoring of third-party service contracts, ensuring that all contracts offer the most efficient and cost-effective approach to acquiring required services. The Procurement and Contract Specialist will review, amend, and draft policies and procedures while ensuring those processes are documented.
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Partners with internal and external stakeholders to establish contracts that offer the most efficient and cost-effective approach to acquiring services required by the Organization.
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Gathers information, establishes cross-functional teams, and leads the preparation of formal Statements of Work (SOW), Requests for Proposal (RFP), Requests for Tender (RFT), Requests for Information (RFI), Requests for Expressions of Interest (REFI), and Requests for Supplier Qualifications (RFSQ).
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Works with department leadership to develop evaluation and weighting criteria for evaluating and comparing proposals.
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Works with the Purchasing Manager to finalize terms and tenders and administers the e-bidding platform.
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Understands what commitments and risks are being assumed with the contract, and flags potential concerns to the Director, Purchasing Manager, CHC staff, and other stakeholders as required.
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Monitors and reports on periodic performance issues and evaluations, activities, and requirements for all contracts, recommending and implementing corrective measures to improve effective operational delivery of contracted services and adherence to Service Level Agreements.
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Leads kick-off meetings at contract commencement.
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Works with the Finance Team to ensure contract spend is categorized correctly and follows approved budget limits.
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Ensures that all stakeholders are made aware of any variation or proposed amendments to executed contracts.
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Administers all service contracts, in accordance with the terms of the contract and CHC policies and procedures.
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Tracks and maintains awareness of contract expiry dates and works with the Purchasing Manager and key stakeholders on renewal strategies.
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Ensures that new contracts and existing contract renewals, are initiated on time and in accordance with CHC policies and procedures.
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Provides data analysis and reporting as required to aid in informed decision making.
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Develops, improves, adheres to, and executes the contract administration process ensuring practices are in line with contractual obligations and CHC Policies.
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Demonstrates behaviours that support a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with CHC’s commitments, obligations, and policies.
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Performs related duties as assigned.
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Apply analytical skills.
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Communicate in a variety of mediums.
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Audit systems, processes, and products
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Use office technology, software, and applications.
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A University Degree or College Diploma in a related discipline, or a combination of education, training, and experience deemed to be equivalent, combined with several years of related experience.
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Demonstrated experience in administering vendor contracts, from RFP specification to contract execution, and ongoing administration.
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Experience in managing bidding and contract lifecycle management through software-based solutions.
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Experience in executing procurement activities within a services-based environment.
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Advanced technical writing skills and a demonstrated ability to prepare formal written solicitations.
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In-depth knowledge of contract administration concepts and practices.
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Familiarity with budget preparation and control principles and related practices.
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Ability to diagnose, prescribe, design, and implement solutions that will improve contract management.
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Proficient in the use of a personal computer, and computer software and applications related to the work (e.g., Excel, Word, Outlook, etc.)
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Sound judgement and problem-solving skills; excellent verbal and written communications skills; highly developed interpersonal and organizational skills
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Possession of a valid Ontario Driver’s License class “G”, current valid insurance, and the use of personal vehicle for work purposes may be required.
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Experience with Yardi will be considered an asset.
Employee Benefits
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Employer paid Group Health, Dental and Life Insurance after three months of employment.
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OMERS Pension Plan from the date of hire
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Professional Development and Skill Based Training Opportunities
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Work-life Balance Initiatives
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Wellness, Social and Staff Ambassador Committees
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Employee and Family Assistance Plan
