Buyer

University of Waterloo•Waterloo, ON

31d•CA$67,689 - CA$84,611•Onsite

About The Position

The University of Waterloo is seeking a Buyer responsible for the procurement of materials, supplies, equipment, and services. This role ensures compliance with regulatory guidelines, University policies, and procurement best practices. The Buyer will issue purchase orders and make P-Card transactions, acting as a signing authority under Procedure 1 with appropriate risk management considerations. This is a temporary, full-time contract position for 3 years.

Requirements

Post-secondary education, with professional certification in a related field (e.g. CSCMP; CSCP), or an equivalent combination of education and experience;
Knowledge of financial procure-to-pay functions is preferred
At least two (2) years of professional procurement experience
Previous experience at a publicly funded agency, and/or an accounting background is preferred
Demonstrated experience drafting Requests for Quotations (RFQ’s), and terms and conditions.
Current knowledge of procurement and basic legal requirements regarding acquisitions, technology and market sources;
Basic knowledge of regulations and requirements as set out in the Provincial Broader Public Sector (BPS) Procurement Directive, and trade agreements at the federal level;
Strong interpersonal skills in communication and negotiation;
Strong analytical, problem solving, evaluation and decision making, and mathematical aptitude;
Proactive and creative with approaches, processes, and technology.

Responsibilities

Carry out responsibility to bind the University through procurement acquisitions
Lead procurement activities for assigned goods and services categories, including development of sourcing strategies appropriate to the value, complexity, and risk of acquisitions.
Draft, review, negotiate, and administer procurement and service agreements, ensuring appropriate documentation throughout the procurement lifecycle.
Ensure relevant University policy requirements are met across a broad spectrum of University acquisitions (e.g. safety regulations/biohazards; insurance requirements; AODA compliance); Protect the university from academic, reputational and financial risk through the compliant acquisition of goods and services;
Apply financial procedures as they relate to the acquisitions of goods and services (e.g. advance payments; P-Card use and reconciliation, capital asset purchases and disposals);
Request and ensure basic insurance coverages are in place to protect capital assets (e.g. goods in transit) and supplier activities on campus (e.g. Commercial General Liability and WSIB);
Facilitate changes to orders, resolution of deficiencies and disputes regarding acquisitions;
Understand the appropriate retention of documentation that is required/may be released under Freedom of Information (FIPPA) requests.
Build strategic relationships with uWaterloo employees, including faculty, suppliers and related stakeholders;
Provide professional customer service when interacting with suppliers, employees/faculty and students;
Assess individual/special needs, products and services for purchase;
Monitor end user satisfaction regarding goods and services, and resolve any outstanding issues;
Provide accurate, consistent and efficient workflow to best support requestors.
Identify opportunities for projects/ initiatives for consolidation across campus;
Independently manage sourcing events and procurement processes for assigned categories, balancing customer service, compliance, and value creation.
Negotiate and/or obtain quotes/proposals for goods and services;
Monitor adherence to the terms and conditions of orders, and ensure that fulfillment requirements are satisfied;
Initiate correspondence with requestors and suppliers to ensure effective performance monitoring of deliverables.
Map out acquisition process to satisfy delivery date(s) or according to requirements and Policy 17;
Identify and mitigate commercial, operational, financial, legal, and reputational risks.
Support audit requirements and maintain procurement records consistent with transparency and accountability expectations.
Ensure procurements are performed in a fair, consistent and transparent fashion;
Identify conflict of interest situations for resolution;
Debrief unsuccessful suppliers and provide relevant feedback;
Investigate and remedy claims related to damages or deficiencies of goods or service delivery;
Assist in resolving any billing discrepancies by coordinating payment issues with accounts payable;
Conduct periodic audits to ensure supplier billing compliance.
Provide procurement advice to staff, faculty, and partners regarding best practices and procurement procedures;
Persuade and guide requestors through the procurement process and all associated, relevant contact points along the way;
Clearly communicate and advise requestors of the implications and obligations imposed by terms and conditions surrounding orders, and suggest/negotiate alternatives when concerns are raised;
Explain acquisitions and contracting process to stakeholders, ensuring that all participants clearly understand the objectives and their obligations under Policy 17;
Develop relationships with suppliers to enable effective communication and facilitation when questions or concerns arise;
Model a highly ethical approach when engaging in University business opportunities.