Job ID #32130: Procurement Analyst

City of Hamilton•Hamilton, ON

8d•CA$95,757 - CA$119,701•Onsite

About The Position

Under the general direction of the Senior Policy Advisor-Procurement, the Procurement Analyst is responsible for developing and monitoring the current procurement process including adherence to procurement policies and procedures. Investigates, develops, recommends and implements improvements to procurement software applications, including development of training resources and delivery of training to applicable staff. Performs data analysis and develops reports on procurement activity. Develops and maintains procurement policies and procedures. The primary focus of this temporary position will be to review existing contracts, procedures and training guides to ensure alignment with current procurement policies and operational processes.

Requirements

Post secondary education in a professional discipline pertinent to the job functions combined with relevant management training and sound business administration experience normally acquired through the completion of a University Degree or College Diploma in Business Administration, Commerce or Economics or a combination of equivalent education and related work experience.
Purchasing Certification in Public Purchasing as a CPPB (Certified Professional Public Buyer)
Previous experience in a procurement environment with a proven record of analytical/ data analysis skills and proficiency in the use of computerized procurement programs and advanced spreadsheets.
Proficiency and working knowledge in Word, Excel, Microsoft Outlook and database software programs.
Previous experience in implementing a large software application, developing resources and providing training to end-users.
Must be able to communicate effectively both orally and in written
Ability to interpret by-laws, policies and trade agreements relevant to procurement.
Must keep up-to-date with current industry standards

Nice To Haves

Experience in ERP procurement modules and procurement systems such as bids&tendersTM considered an asset.

Responsibilities

Develops and monitors the current procurement process including adherence to procurement policies and procedures.
Analyzes services to user departments and recommends procedural changes to improve service and provides information to Procurement staff and departments on procurement objectives, policies and procedures.
Identifies opportunities for change to business processes to achieve efficiency in the procurement function and reduce costs in administrative function.
Provides assistance and consultation to user departments on procurement standards.
Authorizes level of security to be granted to users of the Procurement software applications (procurement module of the ERP system and bids&tendersTM) on a corporate wide basis.
Reviews, makes recommendations and implements approved recommended changes to current policies and procedures.
Maintains and develops management reports using current Procurement software applications in a format that is accessible by all users as required.
Creates and maintains procurement contract templates and tools for use by Procurement and City staff. Develops and maintains procurement forms for use by internal and external stakeholders.
Develops, implements, and updates procedures, user guides and manuals on how to use the current procurement systems efficiently and effectively to meet corporate needs.
Administers the Fair Wage complaint process in accordance with the Fair Wage Policy.
Receives and coordinates Freedom of Information requests related to Procurement.
Responsible for procurement systems utilized by Procurement staff. Ensuring systems are set up appropriately, data and information within systems are accurate and up to date. Assists staff in troubleshooting any issues that arise with procurement systems.
Creates and runs data reports that identify and summarize goods and services purchased through procurement cards, direct invoice or open purchase order.
Develops database queries and manipulates historical data to determine trends, spending practices and expenditures for analysis purposes.
Creates effective reports for Committee and Council on procurement activity such as awarding of Request for Tenders/Proposals and procurements that are an exception to the normal requirements of the policies.
Prepares memoranda, reports and management presentations for Committee and Council on policy changes.
Develops and maintains internal and external benchmarking measures, KPI’s and dashboards. Participates in and supports internal and external data/benchmarking programs.
Makes ongoing changes and improvements to reporting to reduce time in preparation and provides more comprehensive data.
Researches best practices from municipalities across Canada.
Acts as spokesperson for the Procurement Division for all levels of City staff, as well as external agencies.
Assists in the development and maintenance procurement training programs and support service function in order to effectively transfer knowledge to all levels of users. This includes development and maintenance of online training platforms, user guides, manuals, etc.
Trains Procurement staff on the use functionality of procurement software and related processes and procedures.
Acts as a key user to identify user needs and implements procurement software application upgrades.
Develops, maintains an ongoing advancement of procurement websites (both internal and external sites) to provide internal staff with relevant procurement information and to attract vendors who wish to do business with the City.
Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
Performs other duties as assigned which are directly related to the responsibilities of the position.