Procurement & Risk Management Coordinator

Town of Tillsonburg•Tillsonburg, ON

3d•Onsite

About The Position

The Town of Tillsonburg is seeking a Procurement & Risk Management Coordinator to facilitate the procurement of goods and services on a departmental and corporate basis. This role ensures compliance with the procurement policy, procedures, trade agreements, and promotes fair, transparent, and open public procurement best practices. The Coordinator will administer the purchasing card program, the purchase order system, and the electronic bidding system. Additionally, they will evaluate corporate insurance needs and coverage, develop and implement risk management strategies, administer claims, and provide support to internal staff on risk management practices.

Requirements

4-year degree in Business Administration or Commerce
Minimum three (3) years of municipal procurement experience in a role responsible for analytics and mid-to-high-value procurements
Strong working knowledge and understanding of Ontario’s Broader Public Sector Procurement Directive, Trade Agreements (CFTA, CETA), vendor of record arrangements, HST rules, and contract law
Experience in specification writing and CCDC contracts
Experience with managing insurance policies and working with claims adjudicators
Strong computer skills in administering software, such as bidding systems and purchasing card systems
Strong analytical skills, with advanced proficiency in Microsoft Excel
Strong communication and time management skills
Strong organizational and problem-solving skills; able to manage priorities and workflow and be self-motivated
Excellent internal and external customer service skills
Criminal Record Check is required for this position.

Nice To Haves

Certified Public Procurement Officer (CPPO), Certified Professional Public Buyer (CPPB), Chartered Insurance Professional (CIP) or Canadian Risk Management (CRM) designations would be an asset

Responsibilities

Sets up, administers and provides training on the Town’s bidding system, providing an end-to-end digital procurement platform.
Ensures compliance with the Town’s Procurement By-law and associated policies and procedures, legislation, trade agreements and legal precedents.
Develops and maintains templates for competitive bidding, including Expression of Interest (EOI), Request for Proposal (RFP), Request for Quotation (RFQ), Request for Tender (RFT), etc.
Provides advice to departments on best procurement methods and develops and incorporates scope of work specifications into bid solicitation documents.
Coordinates the evaluation of submitted bids, assists with contract award, sets up projects for contract management, collection of post-award documentation, i.e. Certificate of Insurance, WSIB Clearance Certificates or Independent Operator Certificate, sureties, etc.
Responds to inquiries from bidders regarding bid documents and develops and issues addendums in collaboration with issuing Department.
Issues purchase orders as necessary for all awarded contracts.
Analyzes spending and monitors market trends and developments that pertain to the work of departments, investigating, identifying and implementing opportunities to increase value to the Town through strategic sourcing, including cooperative purchasing, and innovative approaches to purchasing.
Assists in the development and maintenance of procurement policies, procedures and programs.
Administers the management of the Town’s purchasing card program, providing assistance and support for transactions, and monthly balancing exporting information to the financial system.
Provides purchasing card program training to staff, and works to continually enhance the system’s functionality to address the Town’s needs.
Coordinates with the Asset Management Coordinator on the disposal of surplus assets, including public auctions, and the tracking of asset additions.
Analyzes incidents, near misses, operations, contracts, and other relevant data to recommend loss control and risk management strategies.
Coordinates the insurance renewal, reviews and analyzes coverage levels and deductibles for the Director prior to each renewal. Ensures proper asset protection and minimized liability exposure.
Coordinates the Town’s clothing purchases in accordance with branding guidelines.
Provides back-up support for other Finance functions.
Maintains skills at a high level with training and development, and leverages technology with a focus on continuous improvement.
Adheres to all policies and procedures for the Town.
Aware of safe work practices relating to job responsibilities and have a basic understanding of the Occupational Health & Safety Act as it relates to the work environment.
Performs other duties as required by changes to business processes or legislation and other duties as assigned.