Purchasing Officer

Hours of Work: 36.25 hours per week (Monday-Friday / 8:15 am – 4:30 pm / 1 hour lunch)
Pay: $25-$30 depending on experience

ABOUT US
The Government of Alberta is committed to a diverse and inclusive public service that reflects the population we serve to best meet the needs of Albertans. Consider joining a team where diversity, inclusion and innovation are valued and supported. For more information on diversity and inclusion, please visit: https://www.alberta.ca/diversity-inclusion-policy.aspx
This position is a key contributor to the delivery of procurement services, supporting departments through the acquisition of goods and associated services in alignment with Government of Alberta legislation, policies, and trade agreements. To be effective, the role administers end-to-end procurement processes, including developing solicitation documents, evaluating vendor responses, establishing supply arrangements, and managing contracts. This ensures procurement activities are conducted in a fair, transparent, and timely manner, supporting client needs while maximizing value and maintaining compliance with applicable regulations and the broader public procurement mandate.


Advantages
1 year contract - full time hours
Business hours are (Monday-Friday / 8:15 am – 4:30 pm / 1 hour lunch)
$25-$30 depending on experience


Responsibilities
RESPONSIBILITIES
Acquisition of Goods and Services
Acquire goods and associated services in accordance with the Government Organization Act (Schedule 11), Business Plan, regulations, policies and procedures, and applicable trade agreements and, ensure the procurement process is conducted fairly, equitably, and transparently; departments' requirements are clearly defined; and departments receive the right goods and associated services at competitive prices in a timely fashion.

Activities:
• Develops complex documents such as Request for Proposals (RFPs) and lease agreements.
• Develops detailed requirements, solicitation documents and evaluation plans in conjunction with departments.
• Recaps and performs detailed evaluation (including specification verification and manufacturer's authorization) of vendor responses in conjunction with departments (if required) to ensure compliance.
• Makes recommendations for contract awards, creates resulting contracts, and obtains contract approval at the appropriate level.
• Responds to inquiries regarding the procurement process from clients/vendors. • Develops and issues purchase orders and negotiates contracts with vendors. • Works with departments and vendors to ensure goods and associated services are provided in accordance with the contract terms and conditions.
• Maintains records and file documentation for audit purposes.
• Provides consultative services requiring higher levels of knowledge and skills to departments.
Establish Supply Arrangements
Establishes supply arrangements i.e. government wide standing offers and blanket contracts for frequently purchased items within established policy and procedures, enabling departments to order goods directly from vendors at pre-established prices and terms and conditions as a result of the tendering process.

Activities:
• Liaises with departments to determine their ongoing repetitive contract requirements.
• Gathers product information from the marketplace.
• Ensures pricing, product information and contract terms and conditions are current and available via the contract and the 1GX Purchasing Catalogue to enable departments to manage their contract purchases effectively.
• Makes recommendations for standing offer and blanket contract awards, creates resulting contracts, and obtains contract approval at the appropriate level.
• Maintains contracts including monitoring contract usage (obtains usage information, analyzes usage to determine trends), monitors vendor performance, and implements contract renewals with no lapses.
• Implements price and item changes, and obtains, monitors, reviews, and approves uploads of resulting contract changes to 1GX.
• Creates documents and notices for posting on the XNet Site to keep all of GoA updated and informed of new standing offer contracts, terminating contracts, requests for information, and other information pertinent to standing offers.
• Responds to GoA departments, ABCs and MASH sector regarding government wide standing offers and blanket contracts.
• Confers with vendors regarding general contract terms and specifications.
• Tracks and reports on savings.

Provide Direction and Consultative Support
Provides direction, assistance, and consultative expertise to departments enabling them to define their requirements for tendering purposes and to purchase goods and services in accordance with the Direct Purchase Regulation (Regulation) and associated Administrative Practices (Practices) in support of enhancing customer satisfaction.

Activities:
• Responds to inquiries regarding interpretation of the Regulation and Practices.
• Assists with the interpretation of the Procurement Chapter of the Agreement on Internal Trade, the New West Partnership Trade Agreement and the World Trade Organization Agreement on Government Procurement.
• Acts as a facilitator/advisor for purchases outside of the Department's Mandate.
• Educates departments on processes and formats of data required in 1GX Sourcing Requests, and on the use of the 1GX catalogue.
• Assists departments in determining the best method to acquire goods (not cookie cutter solutions).

Vendor Communication and Engagement
Communicates with vendors, in accordance with policies and procedures, resulting in vendor awareness of the procurement process and departments' requirements being met.
Activities:
• Gathers information from vendors to determine product availability, reviews general terms and conditions and economic issues, and performs market analysis in support of government requirements.
• Responds to inquiries from vendors and resolves problems/issues proactively with vendors in order that departments are not negatively impacted.
• Debriefs unsuccessful vendors, and provides detailed explanation of errors, deficiencies, and counter terms to assist vendors in providing compliant quotes.
• Provides information to vendors relative to the procurement process and electronic tendering system and encourages vendors to participate in Government opportunities.
• Conducts Vendor Information Sessions providing detailed information to vendors with respect to doing business with the GoA.

Issue Escalation and Advisory
Keep management apprised of issues that may be sensitive or escalated within the organization, in accordance with internal processes, so that management is aware of potential problems.
Activities:
• Escalates sensitive and problematic issues to the Procurement Manager in a timely fashion.
• Anticipates problems and recommends solutions.
• Identifies shortfalls with current systems (APC, 1GX), processes, policies, procedures, and terms and conditions and recommends solutions in an effort to enhance service to departments and protect the Crown.
• Provides input on Briefing Notes and Action Requests.
• Researches and provides written reports and / or financial analysis on products, issues, or commodities.

PROBLEM SOLVING
The position must leverage knowledge of trade agreements, GoA legislation and policies, and procurement best practices to independently determine the course of action for a procurement or contract issue. The position uses a variety of approaches to research the next step for a procurement project. These projects and issues are usually multifaceted and can be politically sensitive.
Typical problems faced by this position include:
Negotiating among parties with separate interests and agendas (e.g. inter-divisional interests, business and industry, stakeholder organizations and government);
Influencing the acceptance of new and innovative ideas;
Providing leadership in the realm of procurement service, while respecting program decision making;
Lack of precedents to follow when developing new procurements.
Direct or indirect impacts of decisions -
− Minimizing the risk to the Government.

KEY RELATIONSHIPS
Daily:
• Internal clients within the department
• Clients at all working levels of the organization in other departments within GoA
• Clients at all working levels withing partner organizations, such as MASH or ABCs
• Technical support teams, such as 1GX

Daily:
• Procurement Manager
• Other branch leadership, including the Executive Director
EDUCATION, EXPERIENCE AND TECHNICAL COMPETENCIES
Education Level: Bachelor’s Degree (4 years)
Focus: Public Administration
Job-specific experience, technical competencies, certification and/or training: 2 years of experience in public sector procurement;
Knowledge of trade agreements;
Knowledge of legislation and policies specific to GoA procurement;
Understanding of machinery of government decision-making;
Excellent verbal and written communication abilities;
Excellent attention to detail;
Knowledge of 1GX source-to-contract tools;
Ability to understand policy and process implications;
Ability to analyze information and make recommendations to find solutions based on findings;
Ability to anticipate and positively influence the actions of others;
Ability to manage competing priorities;
Ability to work independently as well as in a team environment;

Ability to exercise discretion and diplomacy in a highly sensitive environment.
BEHAVIORAL COMPETENCIES
Systems Thinking
Considers interrelationships and emerging trends to attain goals:
• Seeks insight on implications of different options
• Analyzes long-term outcomes, focus on goals and values
• Identifies unintended consequences
Position must integrate different types of policies and client priorities to identify the correct solution to each problem.

Agility:
Identifies and manages required change and the associated risks:
• Identifies alternative approaches and supports others to do the same
• Proactively explains impact of changes
• Anticipates and mitigates emotions of others
• Anticipates obstacles and stays focused on goals
• Makes decisions and takes action in uncertain situations and creates a backup plan Position must be able to prioritize and manage competing priorities. Also pivot between emerging issues and day to day requests (i.e. branch urgent requirements, ministry announcements and mandates).

Drive for Results:
Works to remove barriers to outcomes, sticking to principles:
• Forecasts and proactively addresses project challenges
• Removes barriers to collaboration and achievement of outcomes
• Upholds principles and confronts problems directly
Position is required to achieve results on priorities despite ambiguity in process, evolving challenges, and tight timelines.


Qualifications
EDUCATION, EXPERIENCE AND TECHNICAL COMPETENCIES
Education Level: Bachelor’s Degree (4 years)
Focus: Public Administration
Job-specific experience, technical competencies, certification and/or training: 2 years of experience in public sector procurement;
Knowledge of trade agreements;
Knowledge of legislation and policies specific to GoA procurement;
Understanding of machinery of government decision-making;
Excellent verbal and written communication abilities;
Excellent attention to detail;
Knowledge of 1GX source-to-contract tools;
Ability to understand policy and process implications;
Ability to analyze information and make recommendations to find solutions based on findings;
Ability to anticipate and positively influence the actions of others;
Ability to manage competing priorities;
Ability to work independently as well as in a team environment;


Summary
If you believe you are a fit for this role, please apply directly to this job ad

Please Note: Only qualified applicants that are being considered for this position will be contacted.
Please Note: Only qualified applicants that are being considered for this position will be contacted. At Randstad, we are your partner for talent, helping you build a career that offers fulfillment and balance. If this role sounds like your next great challenge, we invite you to apply today or connect with our specialized recruiters!

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.