Branch: Financial Services
Reports To: Manager, Accountability
Position Type: Auxiliary Full-Time (One year term)
Classification: Legislative Assembly Grid Level 24
Salary Range: $62,805.62 - $72,216.37 per annum
Close Date: June 15, 2017
Job Posting: https://www.leg.bc.ca/learn-about-us/working-here/job-postings/LA171807
Job Description: https://www.leg.bc.ca/content/data-hr/Documents/LA171807%20-%20JD%20Procurement%20Specialist.pdf
PROGRAM AND STRUCTURE
Legislative Assembly staff provide non-partisan services to the institution of Parliament and its elected members in the areas of procedural advice, administrative support and information services. The Legislative Assembly is an autonomous employer, separate from the administrative framework of government ministries and agencies that operates under the authority of the Constitution Act and the Legislative Assembly Management Committee Act.
Financial Services plans, develops, implements, manages, and evaluates the Legislative Assembly’s financial and accounting policies, programs, and systems.
Transparency and openness are central to the Legislative Assembly’s accountability to all British Columbians. The accountability function of Financial Services coordinates the above mentioned quarterly reporting, provides outreach and support to constituency offices, is responsible for risk management for the Legislative Assembly, provides procurement and contract management policy support and oversight, and among other things, performs control and process reviews.
Reporting to the Manager, Accountability, the Procurement Specialist’s responsibilities include but are not limited to: providing procurement management services to Legislative Assembly Branches (Branches) on all aspects of the procurement life cycle; providing specialist advice and procurement and contract management policy support; ensuring Branches’ procurement processes are in accordance with the Legislative Assembly’s policy and procedures; acting as a liaison between the government’s Procurement Service Branch (PSB) and the Assembly; monitoring emerging best procurement practices, and reporting back to the Manager.
- Assists the Branches with determining appropriate solicitation strategies and methods for routine and non-routine procurement; identifies and recommends procurement options to meet project needs; conducts cost/benefit analysis to identify alternatives; identifies risks/issues and plans for contingencies.
- Reviews and approves risk management plans and treatment strategies for procurement contracts.
- Reviews and/or assists in drafting solicitation documents prepared by the Branches and ensures the documents are in accordance with the Legislative Assembly’s policy and procedures.
- Develops communication strategies regarding the solicitation process in conjunction with the Branches.
- Ensures the Branches’ decision-making processes comply with the Legislative Assembly’s policies and procedures.
- Determines needs and ensures financial and insurance processes are in place (i.e. performance guarantees, certificates of insurance, bonds, and letters of credit).
- Confirms/approves evaluation outcomes and participates on evaluation panels as and when needed.
- Assists and/or leads Branches’ project managers with: drafting communication plans to announce contract awards; planning and facilitating debriefing sessions and addressing issues to support sectorial/industry relationships; develops educational materials for vendors and approves responses to proponent/vendor questions.
- Develops negotiation plans, mediates differences and negotiates outcomes (i.e. contract terms or amendments).
- Reviews and or assists in drafting contracts and schedules that adhere to the requirements of the solicitation and incorporates proponent responses.
- Provides practical advice, decision support and policy interpretation to Branch staff.
- Collects information regarding vendor complaints and assists the Branch with drafting a response for review and approval.
- Acts as a liaison with the government’s Procurement Services Branch (PSB) to coordinate procurement services requested by Branches, as needed.
- Analyzes data (e.g. contract statistics, volumes, enhanced supply opportunities) and prepares complex reports for targeted audiences (e.g. contractors, executives, stakeholders).
- Monitors and updates the Legislative Assembly’s procurement policies, procedures, templates, and other procurement tools and develops strategies to communicate changes to the Branches.
- Researches market and alternative procurement strategies to support complex procurement (e.g. alternative service delivery, and green procurement) planning for business programs and identifies opportunities for improved services and/or cost efficiencies.
- Monitors changes in case law and advises the Manager on emerging legal precedents.
- Identifies training requirements and designs, promotes and delivers procurement and/or contract management training to the Branches.
- Other tasks as may be required.
Education, training and experience:
- Post-secondary education in Procurement and Contract Management, Risk Management or equivalent field, along with experience in the full procurement life cycle.
- Experience in the full procurement life cycle and analyzing complex issues, evaluating options, and recommending solutions.
Knowledge, skills and abilities:
- Knowledge of procurement policy development, risk management, and conflict resolution.
- Knowledge of contract law, trade agreements, and public procurement policy, practices and issues.
- Commitment to provide excellent client service to all stakeholders.
- Ability to manage priorities and deadlines of multiple competing tasks within a team environment, and work well under pressure.
- Ability to deliver high quality results with strong attention to detail.
- Excellent interpersonal skills and communication skills.
- Ability to develop options and recommendations for presentation to stakeholders.
- Ability to write and speak clearly, concisely, and precisely.
- Strong organization skills, including excellent documentation and referencing skills.
- Strong capabilities with Microsoft Office.
Service Orientation is understanding the service needs of a client/customer (internal or external) and actively focusing on anticipating, meeting and exceeding the needs in a timely and appropriate manner.
Teamwork and Cooperation is working cooperatively with diverse teams, work groups and across the organization to achieve group and organizational goals. This includes communicating effectively and collaboratively with others.
Results Focus is taking action to achieve challenging goals or high standards. It is focusing on the desired outcomes, setting challenging goals, and taking action to meet or exceed them.
Problem Solving and Judgment is the ability to analyze problems systematically, organize information, identify key factors, identify underlying causes and generate solutions.
Flexibility is the ability and willingness to adapt to and work effectively within a variety of diverse situations, and with diverse individuals or groups. Flexibility entails understanding and appreciating different and opposing perspectives on an issue, adapting one’s approach as situations change and accepting changes within one’s own job or organization.
Listening, Understand and Responding is the desire and ability to understand and respond effectively to other people from diverse backgrounds. It includes the ability to understand accurately and respond effectively to spoken and unspoken or partly expressed thoughts, feelings and concerns of others.