Job Description

Employment Type: Full-time
Department: Real Estate and Property Management
Union: Excluded
File #: 23-F&A-01
Posting Date: January 18, 2023
Posting Close: February 1, 2023

Dixon Hall Neighbourhood Services (DHNS) is a multi-service agency located in the heart of east downtown Toronto committed to realizing the vision of a city where everyone thrives. Since 1929, we have been touching the lives of thousands of our community\xe2\x80\x99s most vulnerable residents by providing a range of programs and services across every stage of life. We create lasting solutions to end poverty, social injustices, and isolation in Toronto. We value respect, diversity, integrity, care, compassion, and accountability.

Reporting to the Director of Real Estate and Property Management, the Procurement Specialist is responsible for strategizing and negotiating with suppliers and vendors to acquire the most cost-effective deals and to reduce procurement expenses. The focus of this role will be on effectively managing the full spectrum of the purchasing process including, but not limited to, supplier selection and management, price negotiation, purchase order execution, timely delivery, and stock optimization.

RESPONSIBILITIES

Supply Chain Development (40%)

In collaboration with the Director, provide oversight and overall direction, coordination, and evaluation of procurement for DHNS

Implement best practice procurement vision, strategy, policies, processes, and procedures that are innovative and cost-effective to aid and improve operational performance

Contributes to new organizational projects, reviews, and communicates the impact on purchasing activities

Evaluates the challenges faced by DHNS, mitigate risks and develop opportunities

Controls the procurement budget and promotes a culture of long-term savings on procurement costs with individual programs

Develops and implements policies and guidelines for delivering commercial and cost-effective procuring process for the organization

Conducts business review meetings with key stakeholders to assess risk, reviews future strategies, and identify potential cost-down and improvement opportunities

Provides daily, weekly, and monthly management reports on purchasing, controls and processes and monitors cost savings

Monitors and updates relevant departments regarding price fluctuations of goods and vendor pricing

Ensures that the function operates in accordance with any health, safety and environmental policies and procedures to ensure the safety and well-being of staff and clients

Reviews marketplace for opportunities and threats to the supply chain for products in demand

Builds relation with the vendor community to enhance product knowledge, service delivery and new materials outlook

Procurement and Relationship Management (50%)

Performs all procurement and contracting activities, including pre-qualification, tender management, negotiation, and preparation of contracts

Assists with the creation, posting and review of all Request for Proposals and evaluation of candidates

Performs risk assessments on all potential contracts and agreements

Builds and maintains key relationships with business stakeholders - vendors and strategic supply partners to improve the organization

Works collaboratively, negotiates and engages with key stakeholders to facilitate delivery and compliance with the purchasing strategy

Negotiates contract terms and deadlines with vendors and suppliers to ensure value for money, quality standards and delivery terms with technical and operational input from stakeholders and colleagues

Manages technology systems that track the shipment, inventory, and supply of materials

Approves purchase orders, organizes, and confirms delivery of goods and services

Identifies cost reduction opportunities to achieve financial goals

Works closely with the legal department to ensure contract terms are favourable to the organization

Other Duties as Assigned or Required (10%)

QUALIFICATIONS

University degree or college diploma in supply chain management, logistics, business administration, or equivalent

4-6 years of experience in a purchasing management or similar role, preferably within a non-for-profit environment

Experience using supply chain management software and tools In-depth knowledge of preparing and reviewing contracts, invoicing, and negotiation terms

Proficient in Microsoft Office Suite (Word, Excel, Outlook, and Access)

Multi-tasking and time-management skills, with the ability to prioritize tasks

Working knowledge of the industry and market conditions

Demonstrated success developing and maintaining effective working relationships with community organizations and major stakeholders

Excellent written and verbal English language communication skills with a strong ability to exchange knowledge

High level of judgement and integrity including excellent decision-making skills and a sense or urgency

Must be qualified to work in Canada legally for the employer

Able to provide a Vulnerable Sector Screening check with a \xe2\x80\x9cClear\xe2\x80\x9d or satisfactory result that meets the operational requirements of the Agency

Must be fully vaccinated two (2) doses against COVID-19 with a vaccine that has been approved for use in Canada

WORKING CONDITIONS

Combination of office and outdoor environments lit by fluorescent, LED, and natural light.

Combination of office environment and varied environments as established by the location where vendors and clients operate their businesses; office environment has been designed for accessibility

Occasionally required to travel

Interaction with vendors and clients in their places of business who may smoke or have pets

Noise level in the work environment is usually quiet to moderate

PHYSICAL REQUIREMENTS

Long periods spent at a desk/computer or engaging in conversations on the telephone.

Able to manipulate keys on a keyboard

May involve frequent bending, moving, lifting, and carrying material weighing up to 50 pounds

Able to tolerate a variety of indoor environments as determined by program location; Required to climb stairs and maneuver through non-accessible features that are typical of the architecture in older buildings while conducting meetings with vendors and clients

Mobility will be a key component of this position to address the needs of our Agency locations throughout the neighbourhoods served and to meet with potential vendors and clients

Dixon Hall Neighbourhood Services is committed to developing an inclusive selection process and work environment. If contacted for an interview, please advise the hiring manager if you require any accommodation during the interview process. The hiring process is governed by Dixon Hall Neighbourhood Services Race Relations and Employment Equity Policies.

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