Supply Consultant

Competition 690

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Working for the Department of Finance, Procurement and Planning 

Finance, Procurement and Planning is responsible for financial reporting, resource planning, procurement, investments & treasury, and risk management & insurance. We have a team of service partners who work closely with the faculties, units and staff across the institution to provide excellent client service.

Our Procurement team is responsible for the purchase of goods and services, contract management, vendor management, customs services, travel management, equipment services, compliance risk and insurance.

Position Summary

Supply Consultants manage the procurement process for goods and services for the entire institution (central unit within the Finance portfolio). This includes administering and managing requisitions, vendor setups, contracts, dispatching and maintenance of purchase orders, competitive bids (RFP process) and preferred supplier agreements. Supply Consultants respond to client and supplier inquiries and manage client and supplier relationships.

As an entry level purchasing position; the role provides support to Senior Supply Consultants and to Procurement Contracting Specialists. They must understand purchasing policies and procedures in addition to competitive bid processes and contract law. Supply Consultants require an understanding of the applicable trade agreements and legislation that the University of Alberta abide by.

They review purchasing requisitions and transactions; consolidate requirements into appropriate purchasing methods (e.g. either the Corporate Purchasing Card or SupplyNet (the University of Alberta e-procurement purchasing platform).

Duties

• Review requisitions prior to dispatching Purchase Orders
• Checks to confirm that purchase orders are issued in currency that matches the vendor set up 
• Reviews documentation for accuracy, validate supplier information
• Development of contracts and agreements for purchases of product, equipment and services in accordance with the delegated signing authority
• Assist departments with the use of SupplyNet; provide direction and guidance related to the platform
• Interact with the client base to obtain additional information about their purchase
• Sources products on behalf of the client and/or facilities a competitive bid process when required, ensures all terms and conditions are considered prior to approving a transaction
• Provides clarification and assistance with competitive bids, purchase orders and invoicing
• Reviews Preferred Supplier Agreement transactions, statistics and invoicing to ensure contract terms are being met and in accordance with procedures
• Provides assistance and support to Senior Supply Consultants and Procurement Specialists with day to day activities, Preferred Supplier Agreements and other related activities
• Reviews invoices for accuracy and compliance; works with the vendors and clients to implement corrective action
• Manages supplier and departmental relationships and responds to their inquiries
• Provides information to clients and suppliers regarding purchasing methods, supply process, policies and procedures.

Qualifications

• Certificate or degree in supply chain management or related business program
• Minimum of two years' experience in a supply management and purchasing environment
• Participation or completion of a Supply Management Designation (i.e. SCMA – Supply Chain Management Association or NIGP – National Institute of Government Purchasing) would be an asset
• Equivalent combination of education and experience will be considered
• Excellent communication (verbal and written) and interpersonal skills
• Knowledge of purchasing policies, procedures, tendering law and trade agreements
• Proficiency with MS Office application (MS Word and MS Excel) and Google suite