OVERVIEW

Reporting to the Manager, Procurement & Vendor Management, the Procurement & Recycling Contracts Specialist will support and manage the sourcing and acquisition of goods, services, identify suppliers, contracts, and ensure compliance with legal and organizational policies as well as the Procurement & Vendor Management Policy for and as required by Circular Materials (CM).

RESPONSIBILITIES

Procurement

• Work with key stakeholders to understand their requirements, compile specifications, facilitate vendor selection and negotiate agreements on behalf of participating CM - utilizing tools and RFx processes such as RFP, RFQ, RFI and REOI in accordance with the Procurement Policy and the Financial Management and Controls Policy.

• Responsible for facilitating the full range of procurement processes in a cross-functional not-for-profit environment.

• Investigate, develop and promote the use of progressive supply chain tools and technologies to accomplish procurement objectives.

• Serve as a liaison to procurement and contract management for all participating CM staff.

• Develop and foster successful, long-term business relationships and ongoing process improvements with key suppliers/vendors and key business stakeholders.

• Identify opportunities for operational and procurement process improvements.

• Review non-contracted purchases to identify opportunities for standardization, contracting and cost reduction.

• Facilitate the prioritization, sourcing and approval process for procuring goods and services. Assist departments by providing market information needed for tactical and strategic planning.

• With input from senior management and subject matter experts, create technical specifications and terms/conditions for the acquisition of goods and services.

• Manage preparation of procurement documents for review by senior management and subject matter experts.

• Manage implementation and execution of procurement processes including:

  • Ensuring the processes adhere to the Procurement Policy and the Financial Management and Controls Policy and the process set out in each procurement document.
  • Liaising with the Fairness Monitor throughout the procurement process.
  • Managing lists of bidders.
  • Issuing procurement documents.
  • Receiving and responding to vendor questions.
  • Issuing addenda as required.
  • Receiving, timestamping, and securing submissions.
  • Overseeing the opening of submissions in the presence of senior management.
  • Overseeing the evaluation of submissions utilizing the evaluation criteria and process set out in each procurement document.
• • Supporting senior management and/or an Evaluation Committee in evaluation and selection of one or more successful respondents.
  • Supporting senior management in contract negotiation.
  • Administering contract execution.
  • Maintaining comprehensive records of each step of the process.

• Liaise with the line manager throughout the procurement cycle to assist with strategic planning, forecasting and budgeting.

Contract Management

• Manage the administration, maintenance, and optimization of CM’s Contract Lifecycle Management (CLM) tool, ensuring efficient use and alignment with business needs.
• Track CM obligations in each awarded contract.
• Ensure CM meets its obligations in each awarded contract.
• Track contractor obligations in each awarded contract to ensure each contractor meets their obligations in each awarded contract.
• Review reports and other documentation submitted by each contractor.
• Monitor contractor performance and bring any issues to the attention of the line manager.
• Monitor routine contract adjustments according to the protocol set out in each contract such as:
  • Addition or removal of sources in Residence/Facility Statements of Work.
  • Addition or removal of depots in Depot Statements of Work.
  • Addition or removal of public space locations in Public Space Statements of Work.
  • Increase or decrease of tons in post-collection Statements of Work.
• Manage notices, change orders, and change directives as required according to the protocol set out in each contract, in addition to drafting contracts.
• Manage liquidated damages applied to a contractor.
• Oversee the development and implementation of improvement plans if required by a contractor.
• Monitor price adjustments, including CPI and fuel adjustments, according to the protocol set out in each contract.
• Track contract expiry dates and liaise with the line manager to determine whether to trigger contract extensions according to the protocol set out in each contract.

QUALIFICATIONS

Education

• Degree in Business Administration, Finance, Logistics or Supply Management.
• Certified Purchasing Professional (CPP) or Certified Supply Chain Professional (CSCP) is an asset.

Knowledge**/Competencies/Skills**

• Communication: strong verbal and written communication skills.
• Project management: ability to plan, delegate and evaluate progress towards goals.
• Negotiation: understanding of CM’s objectives, risks, and price points to contribute to effective negotiations to deliver CM’s objectives.
• Good problem-solving skills.
• Proficient in MS Office and Adobe Acrobat programs.
• Experience utilizing DocuSign and other signature management programs.
• Experience using CLM would be an added advantage.
• Knowledge of leading practices in procurement and strategic sourcing, as well as operational models for shared services programs.
• Excellent knowledge of end-to-end supply management processes, including competitive bidding, contract management, supplier performance management, and life-cycle costing processes.
• Strong interpersonal, presentation, communication, conflict resolution and stakeholder relationship management skills to engage others, build consensus and resolve issues.
• Able to manage a high volume of work in a fast-paced environment with multiple priorities and deadlines.

Behavioural Competencies:

Quality Service Orientation: Seeks information about the real underlying needs of stakeholders beyond those expressed initially.

Analytical Thinking: Makes complex plans and analyses. Uses analytical techniques to break apart complex problems into parts, identifies multiple solutions and weighs the value of each.

Relationship Building: Creates opportunities to initiate relationships. Identifies significant opportunities for contribution, identifies key contact in target organizations and finds ways to make personal connections. Nurtures the relationship over time to build rapport and trust and develop a basis for future interactions.

Commitment to Continuous Learning: Stays current in a demanding and changing business environment with new approaches, tools, methods and/or technologies that may impact the business. Quickly assimilates and understands a constant stream of new information.

WORKING CONDITIONS

Working Hours

• All CM employees work 40 hours per week, remotely from a home office environment.

• Extra or flexible hours may be required on occasion.

• Occasional travel to CM office, vendor sites, as required.

Travel

• Not applicable.

ABOUT CIRCULAR MATERIALS