Job Summary:
Reporting to the Coordinator Procurement, this position is responsible for purchasing a variety of equipment, supplies and services for a designated area. Duties include developing and maintaining sources of supply, negotiating prices, delivery dates and placing purchase orders. Prepares requests for proposals (RFP), specifications, conditions and legal binding documents for the formal tendering of equipment supplies and services. Prepares input into the computer system, authorizes purchase orders, examines and certifies invoices, and follows up on purchases with regard to delivery date and backorder situations. Liaises with user departments regarding purchase requirements, and provides input into the development of user department policies, procedures and budget as they relate to the equipment/supplies/services required. Arranges for the disposal of obsolete equipment.

Duties/Accountabilities:

1. Develops and maintains sources of supply for equipment, supplies and services for client departments and stores inventory by interviewing, selecting and contacting suppliers for information such as price, delivery dates and taxes. Arranges meetings with department heads as required. Negotiates prices and delivery dates and places orders for a variety of equipment, supplies and services. Maintains related files and records.

2. Prepares specifications, conditions and legal binding documents for the formal tendering of equipment, supplies and services. Solicits and analyzes quotations from vendors in terms of price, quality and conformity to specifications. Consults with user departments and other stakeholders such as physicians and negotiates supply and service contracts. Makes recommendations with regard to best value. Supports the implementation of service/product awarded.

3. Prepares input into Materiel Management computer system on items required and issues purchase orders either by telephone, in person or electronically. Signs and authorizes all purchase orders as per policy.

4. Negotiates and monitors delivery dates, resolves shipping problems and expedites delivery of purchases as required by following up on delivery dates, keeping apprised of backorder situations, and making enquiries. Ensures timely delivery, and changes suppliers as necessary. Ensures the timely receipt of purchases. Provides input into the process for rating supplier performance. Provides input for creation of policies and procedures regarding supplier performance. Meets with vendors/manufacturers to ensure performance meets with organizational expectations.

5. Examines and certifies invoices for propriety and price to ensure that goods received conform to specifications on orders placed. Researches possible price alterations on goods ordered. Arranges repairs, product exchanges, credits and return of goods.

6. Consults and meets with client groups, physicians and other staff to determine user requirements and provide information regarding contract terms, specifications and warranty information, training requirements, quantities, quality, cost and delivery times in order to develop business cases/ Request For Proposals (RFP). Provides presentations to stakeholder groups as required.

7. Answers inquiries and makes recommendations to user departments on substitutions to improve service effectiveness and/or cost savings. Reviews client''s requisitions for accuracy relative to contractual commitments. Provides information on available resources and projects budgetary requirements for user areas.

8. Provides input into the development of policies and procedures and budget for assigned areas by evaluating procedures and recommending alternate methods to improve efficiencies and/or lower costs to user areas. Revises policies and procedures as approved. Provides input into the budget for assigned areas with regard to supplies ordered and/or projected supply costs.

9. Arranges disposal of obsolete equipment and/or surplus supplies as required.

10. Creates, analyzes and distributes a variety of statistical reports such as value of inventory, user cost summaries and utilization reports as required.

11. Recommends optimum re-order points for replacement inventory to ensure an adequate supply on hand. Identifies high turnover items. Coordinates and participates in inventory counts and analyses the resulting data.

12. Updates work methods and procedures by identifying problems and alternative solutions and ensuring adherence to the same.

13. Provides orientation to new staff members as required.

14. Participates in department meetings and various committees as required. Participates in Continuous Quality Improvement activities, to enrich and advance various processes, through the effective use of resources to meet the needs of the customer.

15. Performs other related duties as required.

Qualifications:
Education, Training and Experience

Grade 12 supplemented by P.M.A.C. Level II designation or equivalent plus 5 years recent related experience or an equivalent combination of education, training and experience.

Skills and Abilities

• Ability to facilitate meetings with multidisciplinary teams in order to gain input to develop RFPs and related contracts.
• Working knowledge of related legislation: Fair Business Practice; Freedom of Information; Agreement of Internal Trade.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to perform the duties of the position.
• Ability to organize work.
• Ability to operate related equipment.