Procurement Specialist

Job Description

Procom is currently looking for a Procurement Specialist for our client in the public sector

THIS CONTRACT HAS A TBD START DATE AND GOES TILL END OF MARCH 2027
GREAT CHANCE OF EXTENSION ONCE NEW BUDGET COMES OUT
LOCATION: ONSITE (THE CLIENT IS IN THE OTTAWA AREA)
LANGUAGE: ENGLISH
CLEARANCE: RELIABILITY (MUST HOLD BEFORE SUBMISSION)
REFERENCES: 2

Mandatory Skills

• Must have a minimum of twelve months of cumulative experience, obtained within the last five years, using SAP or a Government of Canada departmental financial and materiel management system based on SAP to enter, update or maintain contracting and financial information.
• The demonstrated experience must include at least three of the following activities:
  • Creating or updating purchase requisitions;
  • Creating or updating purchase orders or contracts;
  • Entering contract amendments;
  • Entering Task Authorization or call-up financial information;
  • Recording commitments or contract values;
  • Updating vendor, coding or financial information;
  • Reviewing SAP financial information for accuracy;
  • Monitoring contract expenditures or balances; or
  • Extracting or validating procurement-related financial information.
• Must have experience, obtained within the last five years, preparing a minimum of three competitive solicitation documents in a Government of Canada procurement context.
• The experience must include responsibility for developing or materially contributing to the preparation of solicitation documentation, including at least three of the following components:
  • Instructions to bidders;
  • Statements of Work or Statements of Requirements;
  • Mandatory technical criteria;
  • Point-rated technical criteria;
  • Bases of selection;
  • Bases of payment;
  • Security requirements;
  • Bid evaluation documentation;
  • Resulting contract clauses; or
  • Solicitation amendments.
  • Must have experience, obtained within the last five years, preparing, reviewing or administering a minimum of three Task Authorizations under Government of Canada contracts.
  • The experience must include at least three of the following activities:
  • Reviewing the task description;
  • Confirming that the proposed task was within the scope of the contract;
  • Confirming the applicable resource category;
  • Validating rates and the level of effort;
  • Reviewing security requirements;
  • Calculating or validating the Task Authorization value;
  • Preparing Task Authorization documentation;
  • Coordinating approvals;
  • Issuing the Task Authorization; or
  • Preparing Task Authorization amendments.
• Must have experience, obtained within the last five years, preparing, reviewing or administering a minimum of three call-ups against Government of Canada Standing Offers.
• The experience must include at least three of the following activities:
  • Confirming that the requirement was within the scope of the Standing Offer;
  • Applying the applicable call-up procedures;
  • Confirming supplier selection or right-of-first-refusal procedures;
  • Validating rates or pricing;
  • Preparing the call-up documentation;
  • Coordinating financial or contracting approvals;
  • Issuing the call-up;
  • Entering the call-up information into a departmental procurement system; or
  • Preparing call-up amendments.

The scope of work of the Contract includes, but is not limited to:

The Procurement Specialist professional will be expected to execute the following tasks during this contract, but not limited to:

• The Senior Procurement Specialists may be required to perform some or all of the following tasks:
• Procurement Planning and Client Support
• Review procurement requests and supporting documentation submitted by departmental clients;
• Identify missing, incomplete or inconsistent information and obtain clarification from clients;
• Provide advice and guidance to clients regarding procurement processes, documentation, timelines and available procurement methods;
• Assist clients in defining procurement requirements, evaluation methodologies, selection methods and procurement schedules;
• Recommend appropriate procurement approaches based on the nature, value, complexity and risk of the requirement;
• Participate in meetings with clients, managers, technical authorities and other stakeholders; and
• Maintain regular communication with clients regarding the status and progress of procurement files.
• Development of Requests for Proposals
• Develop and revise Requests for Proposals and associated solicitation documents;
• Review Statements of Work, Statements of Requirements and technical specifications for completeness and procurement readiness;
• Develop or review mandatory and point-rated technical evaluation criteria;
• Ensure that evaluation criteria are clear, measurable and aligned with the requirement and proposed basis of selection;
• Develop solicitation instructions, bidder requirements, financial evaluation methodologies and bases of payment;
• Incorporate applicable security, accessibility, Indigenous procurement, environmental, official languages and other policy considerations, where relevant;
• Prepare solicitation documentation using approved Government of Canada and departmental templates;
• Coordinate the internal review and approval of solicitation documents;
• Support the solicitation process, including the preparation of amendments and responses to bidder questions;
• Support bid evaluation activities, including the preparation of evaluation documentation and consensus materials; and
• Prepare contract award documentation and procurement file records.
• Task Authorizations
• Review requests for Task Authorizations against established contracts;
• Confirm that proposed tasks fall within the scope of the applicable contract;
• Review task descriptions, deliverables, resource categories, level of effort, rates, timelines and financial information;
• Prepare Task Authorization documentation using approved templates;
• Verify that the proposed Task Authorization complies with the terms and conditions of the applicable contract;
• Coordinate required reviews and approvals;
• Communicate with clients and suppliers to resolve administrative or documentation issues;
• Track the status, value and duration of Task Authorizations; and
• Support amendments to Task Authorizations, where required.
• Call-ups Against Standing Offers
• Review client requests for call-ups against Standing Offers;
• Confirm that the requested goods or services fall within the scope of the applicable Standing Offer;
• Confirm supplier selection, ordering procedures, pricing, delivery requirements and applicable terms and conditions;
• Prepare call-up documentation using approved forms and templates;
• Coordinate required reviews and approvals;
• Communicate with clients and suppliers regarding administrative or documentation requirements;
• Track call-up values and applicable financial limitations; and
• Support amendments to call-ups, where required.
• Procurement Administration and Reporting
• Create, update and maintain procurement records and file documentation;
• Enter and update procurement and financial information in SAP, known as the Integrated Financial and Materiel System at ISED;
• Ensure that SAP entries are accurate, complete and supported by appropriate documentation;
• Update departmental procurement tracking systems, spreadsheets and reporting tools;
• Monitor procurement timelines, approval requirements, contract values and expiry dates;
• Prepare file summaries, approval documents, procurement plans and status reports;
• Support quality assurance and file review processes;
• Address identified file deficiencies or required corrections;
• Organize records in accordance with departmental information management practices;
• Perform other related senior procurement duties assigned by the Project Authority.

This employer uses both human and technology-assisted tools to support candidate screening and assessment. Final hiring decisions are made by people.

This posting is for a public sector assignment. Compensation will be determined through the competitive bidding process and will be within the approved rate structure for this assignment.