Job Description

The University of Ottawa--A crossroads of cultures and ideas
The University of Ottawa is home to over 50,000 students, faculty and staff, who live, work and study in both French and English. Our campus is a crossroads of cultures and ideas, where bold minds come together to inspire game-changing ideas. We are one of Canada's top 10 research universities--our professors and researchers explore new approaches to today's challenges. One of a handful of Canadian universities ranked among the top 200 in the world, we attract exceptional thinkers and welcome diverse perspectives from across the globe. Our employees come together around the shared purpose of constant improvement, personal development, service excellence, teamwork and a passion for learning with a desire to make uOttawa and the world a better place. Everyone's contributions are valued, we all play a part in making uOttawa a world-class institution. Most importantly, we make it possible for you to achieve your full potential. Because at uOttawa, you belong!

About the Faculty of Medicine
Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences.

Position purpose:
Reporting to the Purchasing Supervisor, purchases goods and services for the entire faculty or service in compliance with all relevant policies in order to support administrative, teaching and research activities. Acts as a resource person for members of the faculty or service regarding goods and services procurement.

In this role, your responsibilities will include:

• Purchasing: Makes decentralized purchases and participates in the centralized purchasing process for goods and services required for the faculty or service's teaching, research and administrative activities, in accordance with all relevant policies. Speaks with suppliers to obtain prices and quotes for internal clients. Periodically reconciles purchases with the financial system to ensure that transactions are sent to the appropriate cost centre.
• Procurement Tracking: Verifies, reconciles and approves supplier invoices in accordance with established policies and procedures. Follows up with purchasing irregularities, such as items missing when products are received, damaged merchandise, and incorrectly applied taxes. Helps clear foreign goods through customs. Might be asked to receive ordered goods and store them in accordance with relevant standards and procedures.
• Information and Client Service: Acts as a resource person for members of the faculty or service by explaining goods and services procurement processes, deadlines and practices.
• Reporting: Enters and updates purchasing and invoicing data. Provides various simple to moderately complex reports concerning procurement activities on both a scheduled and ad-hoc basis in order to support day-to-day operations and planning.
• Records Management: Establishes and maintains an effective filing and records management system to keep records confidential and ensure that complete and accurate documentation is available for future reference or audit purposes.

What you will bring:

• Postsecondary education in administration and office technology or an equivalent combination of education and work experience
• Minimum two years of demonstrated experience in a similar role
• Knowledge of procurement principles and practices
• Knowledge of University procurement policies and procedures, and of procurement legislation
• Knowledge of tax and customs legislation and regulations
• Ability to work under pressure and adapt to shifting priorities
• Experience purchasing supplies and scientific equipment an asset
• Knowledge of rules and practices in the safe transportation and handling of dangerous goods
• Knowledge of federal and provincial legislation on occupational health and safety, environmental protection and the transportation of dangerous goods
• Experience interpreting, explaining and applying policies and regulations
• Excellent communication, interpersonal and customer service skills
• Experience using computer systems and software such as Windows, purchasing software, word processing software, spreadsheets, databases, the internet and email
• Initiative, self-reliance, good judgment

Bilingualism: French and English (spoken and written); to be considered for this position, candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa:

Planning: Organize in time a series of actions or events in order to realise an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We are at our best when everyone has a seat at the table, and when we are made to feel like we belong. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click to find out more.