Senior Procurement Officer at OCAD University

OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create.

OCAD University, Canada’s largest and oldest art and design university, is a vibrant community of bold, curious and compassionate artists, designers and scholars who are imagining and creating a joyful, equitable and sustainable world. The University is an internationally renowned hub for art, design, digital media, research, innovation and creativity, and arts administration. It embraces collaborative and interdisciplinary approaches to change-making through art, design-thinking curriculum and research, making OCAD U a local, regional, national and global leader in art and design.

It is an exciting time to join the OCAD U community as the University is at a key stage in its institutional transformation, with the implementation of its Academic and Strategic Plan and guiding principles — driving positive impact; decolonization, indigenization and equity; environmental sustainability; emerging as a vibrant hub; student centered approaches; innovation in learning teaching and research; and financial stewardship.

Reporting to the Director, Finance, the Senior Procurement Officer is responsible for the coordination of procurement of materials, supplies and services to be used by the University in accordance with the University’s Purchasing Policies and Procedures, Broader Public Sector Procurement legislation, and other government guidelines. 

Summary of Responsibilities:

Procurement 

• Provide subject matter expertise, guidance and support to departments, faculties, senior administrators and partners regarding best practices and processes on procurement policies, purchasing methods, evaluation criteria and Broader Public Sector Procurement legislation throughout the end-to-end procurement process 
• Communicate and advise stakeholders and end users of any implications and obligations implied by contract terms  
• Manage the acquisitions and contracting process to stakeholders ensuring that all objectives and deliverables are clear and met  
• Oversee the daily procurement Enterprise Resource Planning (ERP) system operations, including approving and issuing purchase orders in compliance with university procurement policies and institutional governance, where applicable, and reviewing outstanding approvals and encumbrances 
• Evaluate and pre-qualify potential vendors to mitigate risk and ensure quality performance criteria are met 
• Manage bid/quotation vendor response processes, including public tenders 
• Coordinate the establishment of award criteria and make award recommendations of bids and proposals of various procurement methods based on analysis of technical and pricing responses 
• Prepare award notifications, vendor debriefs and ensure all applicable documentation is received/verified prior to the start work instructions in compliance with Broader Public Sector Procurement legislation 
• Review and negotiate post award University/Vendor procurement and contract agreements 
• Provide post award administration, including expediting invoice discrepancies, vendor performance and resolving issues pertaining to purchasing 
• Develop and facilitate cooperative procurement activities for goods and services with broader public sector partners such as OECM and Supply Ontario 
• Serve as the primary liaison between the University and external agencies to support collaborative purchasing procedures, reporting, and project execution  
• Establish, maintain and manage strong relationships with suppliers, vendors and external parties to enable effective communication and facilitation. Identify and present opportunities for collaborative spending, cost reduction and administrative efficiencies.  
• Responsible for the daily customs brokerage activities and the University’s Custom Broker ensuring compliance to government legislation and appropriate allocation of charges to the community 
• Clearly communicate and advise end users of the implications and obligations implied by contract terms, and suggest alternatives when concerns are raised during negotiations  
• Explain and manage the acquisitions and contracting process to stakeholders, ensuring that all participants clearly understand the objectives and their obligations 

Reporting & Analysis 

• Compile and report on procurement activities for external reporting requirements with the Senior Accountant, Treasury & Financial Services 
• Assist with the OCAD University (OCAD U) Financial Statement audit and other audits as needed  
• Compile, analyse and report on procurement activities for internal reporting, decision making, and data requests 

Administration 

• Assist the Director, Finance in the development and amendment of procurement policies and procedures ensuring compliance with Broader Public Sector Procurement legislation  
• Maintain and administer all contract and procurement systems (i.e.EUNA, formerly Bonfire, Merx and CentreSuite)   
• Maintain (OCAD U) Colleague purchasing system and provide training to staff as appropriate 
• Coordinate the University’s procurement card program  
• Participate in OUPPMA committees and other relevant procurement communities 
• Provide administrative support such as executing and/or amendments to agreements, change orders, resolution of payment issues and disputes regarding contracts, correspondence with end users and suppliers to ensure effective performance monitoring of project deliverables  
• Participate on relevant University committees and project teams, as required 
• Assist with IT systems related projects and process improvements, including the implementation of university wide procurement related changes, technology upgrades, workplace culture initiatives, and sustainability as required 
• Assist the Director, Finance and Controller in related tasks that contribute to the successful operation of the Finance office, and maintain confidentiality as required  

Qualifications:

• University undergraduate degree and completion or near completion of the CSCMP (Certified Supply Chain Management Professional) designation or equivalent, with a minimum of three (3) years of purchasing experience, construction procurement experience, preferably in a University or other publicly funded environment or equivalent  
• Strong mathematical and computer skills, with strong knowledge Microsoft 365 applications; exposure to automated purchasing systems an asset 
• Exceptional attention to detail and the ability to prioritize tasks and meet deadlines in an environment of shifting priorities 
• Strong interpersonal, oral and written communication, analytical and problem-solving skills with the ability to exercise discretion regarding sensitive or confidential issues  
• Demonstrated commitment to client service at all levels, both internally and externally 
• Ability to operate independently and exercise sound and ethical business judgement; experience in the negotiation and management of vendor contracts and knowledge of public procurement policies 
• Demonstrated commitment to the principles of equity and diversity, and experience promoting a respectful work and learning environment for students, staff and faculty

Compensation:  Hiring Range - $42.81 to $49.08 per hour commensurate with experience, plus 4% vacation pay and 7% in lieu of *benefits; Salary Range - $42.81 to $56.26 per hour.
*The successful incumbent has the option of pay in lieu or enrollment in benefits.

Hours of Work: Monday to Friday, for a total of 35 hours per week. This is a one-year temporary contract, with the possibility of becoming permanent afterwards.

Mode of Work: Hybrid. Minimum of 2 days per week on campus. Subject to change.

Application Deadline: Interested applicants are invited to submit an updated * resume and cover letter (PDF) by selecting "Apply Now" below. The review of applications will begin Tuesday November 18th and will continue until the position has been filled. 

*Please upload your resume and cover letter as one PDF. Please name your upload: FirstName_LastName-Job Code

As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

We encourage members of designated equity-deserving groups to self-identify within the voluntary Applicant Questionnaire.

In order to alleviate the under-representation of racialized and Indigenous administrators, priority in hiring will be given to qualified racialized and Indigenous persons who self-identify as such in the application process. This initiative is a special program under the Ontario Human Rights Code.

OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities.

All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.