Job Description

Objective:

The Buyer/Contract Administrator is responsible for the procurement of goods and services within the ROMHC including Institute for Mental Health Research (IMHR), Royal Ottawa Place (ROP) and the Royal Ottawa Foundation in accordance with hospital policy and Ministry of Health Guidelines.

The Buyer/Contract Administrator assists the Manager, Supply Chain Management in the preparation of formal competitive process documents and agreements. To assist with the tendering process for contracts in the form of Public/Invitational Tenders, Request for Proposals, Pre-qualifications, Request for Qualification and Quote, Request for Information and Negotiated Contracts for goods and services for Capital and Operations projects.

To provide the Purchasing, Inventory Control and Receiving with up-to-date inventory/non-inventory related information and to process, maintain, correct and approve a variety of activities relating to each of these areas in consultation with the Manager, Supply Chain Management.

Facilitates and interacts with various teams, programs and divisions within the Corporation to set standards for applicable goods and services.

Assists with Capital Budget by providing specifications and the forecasting of related costs.

Ensures adherence to WHMIS, hospital policies in addition to Local / Provincial and Federal legislated guidelines.

Duties:

Activity A: Procurement

• Procures all commodities and services for the ROHCG including IMHR, ROP and the Royal Ottawa Foundation. The precise commodities and services assigned will be at the discretion of the Director of Supply Chain Management. The Procurement function will be completed in accordance with current policies and procedures and Ministry of Health guidelines.
• Enters all orders into the Ross Financial System (or other applicable software) and create reports as required.
• Secures costing from a pre-determined quantity of sources. These quotes may be verbal or written. The Procurement Policy may dictate the need for \xe2\x80\x9cformal\xe2\x80\x9d tendering and this will be discussed with the Director of Supply Chain Management.
• Composes and prepares requests for tenders and / or proposals to post on procurement sites. Evaluates tender replies and select most appropriate source of supply (in consultation with the client, as necessary). Finalizes purchase and distribute letters of \xe2\x80\x9cregret\xe2\x80\x9d.
• Confers with ROHCG Customs Broker to ensure that goods from outside Canada are cleared in a timely fashion and that accurate documentation is on file.
• Investigates and expedites late deliveries.
• Resolves and amends Purchase Order and Invoice Discrepancies.
• Arranges for return or replacement of incorrect and/or defective merchandise.
• Continually research markets for new products and alternatives through publications, suppliers, trade shows, etc. Arranges for testing and evaluation of new products. Recommends alternatives that would be more cost effective.
• Reviews proposed contracts as required submitted by Group Purchasing Organizations and determine if participation would be beneficial and make recommendations to the applicable program. Obtains items for evaluation if necessary.
• Establishes products that fall under WHMIS control handled in accordance with WHMIS criteria. Ensures products are accompanied by MSDS sheets if applicable. Records new and re-purchased goods on forms provided and forward to WHMIS clerk for processing.
• Assists with Capital Budget preparations by sourcing and providing specifications and forecasting costs for requested Capital items.
• Coordinates the installation of new furniture and equipment with Housekeeping, Environmental Services, Information Services, Clients and Suppliers. Oversees the installation to ensure it meets specifications and report back discrepancies to the Supplier for their immediate attention and response. Works with preferred supplier to obtain floor plans and quotes for area redesigns ensuring safety and ergonomic requirements are met.
• Ensures all purchase requisitions are complete with proper authorizing signatures corresponding to cost centre.

Activity B: Contract Management

• Assists manager in the preparation of formal competitive process documents and agreements in the form of Public/Invitational Tenders, Request for Proposals, Pre-qualifications, Request for Qualification and Quote, Request for Information and Negotiated Contracts for goods and services for Capital and Operations projects.
• Records and maintains confidential contractual agreements, tenders and awards notification. Creates and issues purchase orders to purchase equipment, material and services in reference to various contracts, subscriptions, licenses, goods and services.
• Responsible to keep current all contract documents. Ensure contracts do not expire or are renewed without notification.
• Facilitates and interacts with various teams, programs and divisions within the ROHCG to develop Statements of Requirements in the preparation of competitive documents.
• To record and maintain confidential contractual agreements, tenders and awards notification.
• Maintains High degree of confidentiality for all documents and agreements.
• Ensures ROHCG is compliant with the Broader Public Sector Accountability Agreement and/or other legislation
• Keeps apprised of new and/or changes in legislation in relation to supply chain

Activity C: Inventory Control

• Monitors min/max and inventory usage and makes adjustments accordingly. This is conducted on a monthly bias. Ensures all reports are utilized for inventory ordering and forecasting requirements.
• Ensures Inventory cycle counts are conducted and approved as per current policies. Works with Finance to implement a complete physical count of Inventory as directed.
• Responsible for correcting all inventory discrepancies including, but not limited to quantity and price based on approval of Manager, Supply Chain

Activity D: Transpiration

Responsible for :

• Monitoring of the Corporation\xe2\x80\x99s fleet vehicles
• Submitting Plate Permits Renewals on all Fleet Vehicles
• Obtaining Accessibility Permits for the vehicles which are associated with Clinical Outreach
• Submitting yearly Insurance renewals for Fleet Vehicles
• Reporting all accidents and ensuring all required documentation is submitted to the Hospital Insurance Broker
• Collecting and maintaining all records for Fleet and Transportation

Activity E: Other Related Duties

• Updates all computer records such as Supplier changes, shipping charges and contract pricing.
• Upon direction of the Manager, Supply Chain management, responsible for overseeing the re-issue, donation, disposal and /or sale of ROHCG assets deemed as surplus and/or obsolete.
• Represents SCM at various ROHCG operational meetings
• Orders all equipment and supplies for the SCM area, including staff uniforms in accordance with current procedures.
• Completes and follow-ups on recording WHMIS controlled product necessary to ensure proper handling of chemicals that are being used. Ensure data is available if there is a need to act due to spills, leakage or improper use.
• Backup support in Supply Chain Management department as required. (ie. Vacation coverage)
• Work in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of the Royal.
• Ensure a work environment that is conducive to the Royal\xe2\x80\x99s Anti- Racism, Discrimination and Harassment-Free Workplace Policy.
• Other duties as assigned.

Qualifications:

• Mandatory - minimum 3 years Community College in a related discipline in Supply Chain
• Mandatory - minimum 3 years Procurement Experience in a Purchasing Environment
• Mandatory - minimum 3 years experience in administering terms and conditions of purchase orders and providing a solid background in administering the procurement process for complex supply and services contracts (e.g. contract law, reviewing/editing specifications, drafting Rfx documents, client/bidder liaison, detailed analysis of tenders bid for compliance, and final document preparation).
• Mandatory - computer knowledge (i.e. Word, Excel, Internet and Outlook )
• Demonstrated ability to work in a high pressure environment with minimal supervision
• Demonstrated ability to provide enhanced customer Service
• Excellent organizational skills
• Experience in sourcing and procuring operational/medical/research supplies and services.
• Knowledge of the Ontario Broader Public Sector (BPS) Procurement Directive
• Ability to multi-task and prioritize workload
• Knowledge of, or training in the Ross Financial System would be an asset
• Enhanced communications skills, verbal and written
• Ability to function as a team player
• Understanding of Ergonomics in the Workplace would be an asset
• English level A- is mandatory in oral expression, oral comprehension, reading comprehension and written expression. Bilingual (French/English) is considered an asset.

The Royal