Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason
Job ID #31076: Procurement Specialist (2 vacancies)
Union: CUPE Local 5167
Job Description ID #: 219
Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on May 28 2025.
Duration: 12 Months
This vacancy is for a period of 12 months as a result of a secondment.
Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
SUMMARY OF DUTIES
Reports to the Supervisor, Procurement Strategic Sourcing. Under technical and administrative direction, performs complex professional work in the analytical, compliance and operational functions of the centralized procurement activities of the City. Assists in the development of analytical tools to evaluate the procurement function as well as the constant monitoring of compliance as required. Responsible for procurement of goods and services in accordance with applicable laws, by-laws and regulations.
GENERAL DUTIES
Prepares and executes complex competitive procurement processes including preparation of Requests For Tenders, Proposals, Quotation, Prequalification, Information, Expressions of Interest documents and contracts in accordance with the requirements of the City’s Procurement By-Law.
Supports a client portfolio providing procurement planning, professional expertise and guidance in the preparation and review of specifications, terms of reference, procurement processes and tools, and contract formation.
Shares their knowledge of the ethics, policies, procedures and relevant legislation with other staff, and provides direction with regards to purchasing matters to staff in other departments
Prepares comprehensive analysis of bid submissions.
Administers the corporate purchase order system, monitors awards to ensure compliance with the City’s Procurement By-Law, associated procurement process/document, established procedures, and best practices and compliance by vendor/contractors.
Perform large-scale centralized procurement for corporate contracts, managing all aspects of the procurement and contract management process.
Assists departments in addressing vendor performance issues and implements any subsequent corrective measures
Facilitates the timely procurement of supplies, equipment and services needed by the City of Hamilton in accordance with the City’s Procurement Policy By-Law and all other applicable laws, policies and procedures.
Maintains the integrity of the public procurement process as outlined in the Purchasing Policy By-Law.
In conjunction with using Client Departments, formulates strategic procurement plans for the City in order to maximize buying power and minimize inefficiencies.
Confers with departments to standardize supplies and/or services and discusses special needs.
Researches market sources and vendors to locate and ensure the most cost effective and competitive pricing for the purchase procurement of goods and services.
Organizes and chairs task groups (commodity oriented) including Client Departments with similar requirements to develop specifications for goods and services required and to resolve problem issues. Conducts needs analysis with respect to commodity requirements within Client Departments.
Creates and provides training on specifications, value analysis, life-cycle costing analysis and weighted evaluation factors for goods and services purchased.
In conjunction with the Client Department, identifies and develops vendor performance criteria, tracks and monitors vendor’s performance concerning quality of goods and services; documents and reports to vendors regarding corrective action.
Administers and executes the buying procedure including preparing request for tenders/proposals, reviews and provides technical guidance on specifications for Policy compliance, coordinating workplace health and safety, legal and risk results with the Client Department.
Receives, reviews and evaluates proposal and tender submissions for compliance and recommends the award of contracts.
Within delegated authority, makes determination with respect to bid protests.
Ensures that the procurement process is followed as outlined in the solicitation document and that the evaluation and recommendation for award is in accordance with the solicitation.
Expedites delivery of goods to Client Departments.
Conducts negotiations with suppliers on proposals, contracts and contract claims.
Represents the Procurement Section at meetings with other City departments, suppliers and other public agencies.
Effectively communicates procurement policies and procedures to City personnel and interprets said policies and procedures as necessary during regular meetings at Client Department locations including offices, work yards, operational facilities, etc
Chairs evaluation meetings, compiles all feedback, guides the client group through the process, obtains approvals for final scores prior to award and conducts debriefs as requested
Responsible to attend all site meetings, opens each meeting to review the process and ensures compliance throughout the site meeting
Assists in the development of operational procedures governing the research, planning and analysis of corporate contracts.
Provides input and feedback on established standard contract clauses used in City contracts, solicitations, and purchase orders.
Continuously reviews policies and procedures governing procurement in order to improve upon and standardize the process.
Reviews and executes purchase orders within delegated authority.
Develops, implements and monitors ordering systems and procedures as required.
Prepares all correspondence related to request for tenders and proposals including: spreadsheets, letters, emails, reports, forms, notifications, council recommendations and reports, purchase orders and presentations. Prepares or oversees correspondence and ensures effective public relations with vendors, Client Departments and procurement personnel.
Responds to inquiries from customers, contractors, elected officials and public on procurement policies, procedures, services, products, tenders and proposals.
Establishes work priorities and schedules, ensuring timelines are met.
Provides advice on requisitioning procedures and correct use of orders and applications.
Troubleshoots and assists departments and accounts payable staff with procurement related problems.
Work in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
Performs other duties as assigned which are directly related to the major responsibilities of the job.
QUALIFICATIONS
Bachelor’s degree or a community college diploma from an accredited college or university with major coursework in public or business administration or other appropriate field.
Purchasing designation highly desirable - Certified Professional Public Buyer (CPPB), or Certified Supply Chain Management Professional (CSCMP), formerly the Certified Professional Purchaser (C.P.P.) designation.
Considerable experience in a Purchasing environment, preferably public procurement experience.
Must obtain professional designation in purchasing within five years after being placed in this position.
Ability to exercise reasonable initiative and independent judgement in achieving objectives, planning work details and making technical decisions.
Knowledge of the principles of general management, business administration and procurement.
Skill in researching and preparing documents.
Ability to develop effective and cooperative working relationships with Client Departments, peers and vendors.
Excellent knowledge of computer applications in a Windows environment. Demonstrated knowledge of Microsoft Office and productivity tools.
Excellent verbal and written communication skills.
Ability to work independently toward general results, devising new methods, modifying or adapting standard procedures to meet new conditions and making decisions based upon precedent, policy and acquired experience.
Ability to successfully deal with all persons in a fair and equitable manner.
Possess complete integrity and a high sense of personal and professional ethics.
Successful negotiation skills, problem resolution oriented, good analytical skills and team oriented.
Ability to maintain comprehensive working documents with specific attention to detail.
Disclaimer:
Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.
Terms:
The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.
