Job Description

Position Information

Position Number

S01162

Position Title

Manager, Procurement Services

Division/Portfolio

Financial Services

Department/Program

Finance Department

Location

Kelowna

Other Flexible Work Options

Eligible for Hybrid Work

Your Opportunity

Under the general direction of the Director of Financial Services, the Manager, Procurement Services (the "Manager") is responsible for the management of a hybrid purchasing function including centralized, division-led and decentralized components. The Manager has responsibility for all areas of Procurement program management including developing professional procurement policies, procedures and templates based on the corporate vision, legislation, common law, and industry best practices.
The Manager provides expert procurement advice, knowledge, and direction to the College community. This position identifies legal and regulatory requirements and provides sound procurement direction. The Procurement Services Manager oversees and manages the procurement process, from research through to analysis, contract administration, and reporting to ensure that the college community is supported and compliant throughout the process.
The Manager is responsible for leading, motivating, and managing procurement staff, as well as creating an environment and culture that is focused on delivering the highest level of customer service across the College community. The Manager is responsible for engaging the community to increase understanding of procurement policies and workflows, to implement best practices, and increase adoption of procurement processes. The Procurement Services Manager is responsible for identifying ways to continuously improve the college's procurement services, add value to the community and proactively develop counter measures to mitigate issues. The Manager is responsible for building strong working relationships with vendors, college community and other key stakeholders.

Functions and Duties

Procurement of Goods and Services

Ensures that Procurement is operated in accordance with the mission, vision and values of Okanagan College and is conducted in compliance with legislation, trade agreements, case law, Okanagan College policies and best practice.


Establishes, maintains, and ensures corporate purchasing policies relating to purchasing and inventory are followed throughout the organization.


Participates on evaluation committees, as necessary


Maintains the integrity of public procurement process by ensuring purchasing practices are consistent, open, and designed to encourage maximum competition and best value procurements.


Promotes and adopts Sustainable procurement where possible


Reviews and monitors purchase requests to ensure compliance


Reviews tender and award documentation with respect to the developed evaluation criteria


Awards contract with consensus from the respective department


Analyzes current procurement activities and recommends improvement through more efficient procurement methods, quantity discounts, standardization, value analysis and cooperative procurement

Procurement Guidance and Strategy

Oversees and guides consistent sourcing and contracting activities through the use of standard tendering document templates (primarily Request for Proposals, Request for Qualifications, Request for Tenders), updating for legal and regulatory requirements and maintaining adherence to established Supply Management sourcing processes and practices


Provides guidance to faculty and staff in all aspects of procurement: including the interpretation of related policies, procedures, and procurement law escalating Procurement Services issues to the Director of Financial Services as/when appropriate


Coordinates and resolves problems with end user department and suppliers


Liaises with all Supply Chain staff and works collaboratively with the College community

Records and Document Management

Oversees the preparation and maintenance of accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence, and related follow up


Ensures that assigned tender activities are acted upon and completed within the targeted turnaround times


Tracks and contributes cost savings/negotiated savings on all procurement activities


Develops and modifies contract and agreement templates in collaboration with the Director of Financial Services, to ensure procurement standards and laws are captured and appropriate templates are completed and retained in the contract database to support the procurement life cycle

Supplier Development and Maintenance

Fosters relationships with external suppliers


Promotes and develops contact with external suppliers to establish new sources of supply


Coordinates and/or conducts interviews with current suppliers to improve levels of customer service and strengthen relationships


Measures supplier performance and/or commodity by collecting, analyzing, and creating statistical reports from data


Resolves complex contractual problems when difficulties arise with contract award, performance expectations or other legal issues


Liaises with applicable departments, supplier representative(s) and may involve legal counsel until resolved


Uses tact and diplomacy, and in compliance with FIPPA legislation, debriefs suppliers when they are not successful in being awarded a contract, ensuring positive supplier relationships for the future

Leadership

Ensures that all units within portfolio meet and/or exceed financial targets, service level goals and sustainability best practices.


Performs the role of facilitator, as required, for departments where decisions to purchase cross departmental boundaries


Identifies, develops, and works on procurement opportunities that could potentially involve savings and/or benefits for the College


Guides the College's Schools and departments with strategic procurement planning and advice


Develops and maintains effective working relationships with a variety of internal and external groups including members of the leadership team, directors, deans, department chairpersons, faculty, staff, student associations as well as the vendor and business community.


Participates as a member and/or chairperson on Okanagan College committees and various ad hoc committees, teams, and task forces.


Serves as a member of the Financial Services management team by engaging in team initiatives, projects, and meetings; leads and facilitates the development and review of new and innovative projects, services, and policies for Financial Services; implements appropriate follow-up actions as required.


Represents Okanagan College on local and provincial advisory boards and committees.

Human Resources

1 Direct Report with 2 reports under them.


Manages personnel matters for the Procurement Services, including assignment of duties, health and safety, recruitment and selection, orientation, training and staff development, recognition and reward, supervision, performance management and evaluation, scheduling, prioritization of work requirements and in consultation with the Director, completes disciplinary action, as required. Leads, guides and motivates staff in maintaining high performance standards and customer satisfaction levels.


Ensures direct reports are familiar with the relevant health and safety regulations, receive proper instruction in safe work practices and accident prevention, and are meeting all safety requirements


Assists the Director during the grievance process for Financial Services and provides input to Okanagan College's negotiating committees in formulating bargaining proposals.

Ensure employee is familiar with HR related policies.

Financial

Manages Corporate Procurement card with monthly dollar limit of $10,000.

Education and Experience

Bachelor's degree in a related discipline (Accounting, Finance, Business Administration) and SCMP designation.
A minimum of eight years of management experience within the supply chain field of practice, preferably at a post-secondary institution or comparable public sector organization. This should include experience with major purchasing projects, complex procurement challenges, contract management and establishing priorities for a department.

Skills and Abilities

Demonstrated leadership, supervisory and management skills within a complex, multi-site, unionized environment


Excellent research skills with ability to synthesize data/information and develop/deliver findings and recommendations


Proven project management skills


Superior organizational, budgeting and financial management skills


Creative problem solver with the ability to plan and think strategically


Excellent computer skills with proficiency using Microsoft Office and complex databases with the ability to generate and analyze reports

Preferred Qualifications

SCMP

Desired Start Date

09/02/2025

Position End Date (if temporary)

Schedule

Annual Salary/Hourly Rate

$92,139 to $135,137 annually. Salary dependent on relevant education and experience.

Appointment Type

Exempt - Continuing Full-time

Special Instructions to Applicants

Employee Group

Administration


Posting Detail Information

Competition Number

C003143

Number of Vacancies

1

Posting Open Date

07/11/2025

Posting Closing Date

07/21/2025

Open Until Filled

Yes


Inclusion Statement
Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, AccessibilityHR@okanagan.bc.ca.