Job Description

Job Summary:

In accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Buyer is responsible for purchasing a variety of equipment, supplies and services utilizing computerized systems, including Microsoft Word and Excel, and applying the guidelines of public sector procurement and knowledge of purchasing practices and related legislation such as Fair Business Practice, Freedom of Information Act, and Canadian Free Trade Agreement. Duties include meeting with user departments regarding purchase requirements, developing and maintaining sources of supply, selecting suppliers, negotiating prices and delivery dates, approving purchase requisitions/orders, and following up on purchases with regard to delivery date, discrepancies, and backorder situations. Prepares tender documents for a variety of supplies, services and equipment utilizing word-processing and spreadsheet software and knowledge of the BC Bid process. Provides input into the development of policies and procedures, arranges for the disposal of obsolete equipment, and maintains purchasing related files and records including up to date catalogues and price lists.

Duties/Accountabilities:

1. Reviews requisitions and consults with user departments/programs regarding requirements for the acquisition of equipment, supplies and services, including specifications, quantity, quality, costs and delivery dates; recommends substitutes to improve delivery and/or costs.
2. Contacts suppliers for information such as price, delivery dates, quality, suitability, and taxes; selects suppliers, negotiates prices and delivery dates and places orders for a variety of equipment, supplies and services either by telephone, in person or electronically utilizing the computerized purchasing system, the Internet or other computerized software; and maintains related files and records.
3. Participates in preparation of specifications, conditions and legal binding documents for the formal tendering of equipment, supplies and services utilizing word-processing and spreadsheet software and knowledge of the BC Bid process. Solicits and analyzes quotations from vendors in terms of price, quality and conformity to specifications and negotiates resultant supplies and services contracts and/or places purchase orders.
4. Supports the Sourcing negotiations process by maintaining negotiation logs, tabulating quotations from the proposals received in the tendering process, and by drafting final negotiated terms and conditions for supply and service contracts for final Leadership review and approval.
5. Monitors compliance with contractual terms and conditions and carries out follow-up activities, such as monitoring delivery dates, resolving shipping problems, and expediting late deliveries by responding to inquiries and complaints, investigating order discrepancies, reviewing backorder situations, making price adjustments, and arranging for credit, return or exchange as appropriate; mediates disputes that may arise between parties.
6. Contacts suppliers to maintain sources of supply; maintains supplier representative contacts through meetings, and interviews. Evaluates and provides information on supplier performance as required. Maintains up to date catalogues and price lists of major suppliers and provides information and catalogues to user departments/programs as requested.
7. Places specific supply and capital purchase orders with designated external suppliers in person, by telephone, fax, and/or electronically, completes data entry of purchase orders, arranges for appropriate approvals and forwards to suppliers.
8. Arranges for the disposal of obsolete equipment and/or surplus supplies as required.
9. Provides input into the development of policies and procedures, documentation and training programs by evaluating procedures, identifying opportunities for improved efficiencies, and recommending changes for approval; implements revised policies and procedures and documentation as approved.
10. Conducts cost benefit analysis for alternative systems and products. Researches and maintains current commodity knowledge for: sources of supply locally, domestically and internationally; economic trends; environmental issues; laws; currency exchanges; technology and areas of standardization and industry development.
11. Maintains related records, such as contract files, product standards, source directories, tender files and supplier performance history records, using a variety of computerized systems, as required.
12. Participates in department meetings and various committees, including arranging meetings, circulating notices and agendas, recording notes and/or minutes of meetings and distributing as required.
13. Performs other related duties as assigned.

Qualifications:

Qualifications

Education, Training and Experience

Grade twelve (12), supplemented by recognized purchasing courses plus five (5) years\' recent, related experience or an equivalent combination of education, training and experience.

Skills and Abilities

• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize work.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.

Provincial Health Services Authority