Supervisor, Procurement

Job Number: 4061
Job Type: Full-Time
Vacancy Reason: Backfill, due to retirement
Location: 150 Frederick St - Regional Admin Headquarters
Job Category: Administration
Number of Positions: 1
Department: Purchasing
Division: Corporate Services
Hours of Work: 35
Grade: Management/Management Support Grade 06
Salary Range: $93,347. annually

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.

Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our  Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share.

Join us and be part of a team dedicated to making a meaningful difference in our community.

Administers procurement processes (tenders, proposals, consultant selection) for client groups including: preparing documentation, evaluating bids, vendor performance evaluation, bid debriefing, and overall contract support. Administers the online bidding system.

• Supervises a Procurement Assistant, Procurement Analyst, and co-op student.
• Administers procurement functions for client groups. Works with clients to establish project specifications/requirements. Advises on procurement practices/principals, purchasing by-law, and related legislation.
• Participates in the tender, proposal, and consultant selection process for projects. Oversees documentation requirements (addenda, terms and conditions) and bid timeline schedules. Facilitates pre-bid meetings and responds to vendor inquiries. Legally witnesses and opens bid submissions; reviews, analyzes and evaluates submissions per purchasing by-law, policies, and procedures. Analyzes and participates in evaluating submissions, ensuring legal and technical compliance. Facilitates vendor interviews and debriefs with unsuccessful vendors.
  
  Maintains records.
• Recommends awards for Council/CAO approval and prepares related reports for Council/CAO, for manager approval. Oversees the preparation of purchase orders for bids awarded.
• Monitors (in conjunction with clients) vendor performance on contracts, including during probationary period, to ensure work is completed per contract terms/conditions. Facilitates performance meetings with clients and vendors, and mediates issues with same.
• Explains procurement processes, requirements, and outcomes to vendors; negotiates, clarifies, and settles disputes with same. Responds to public inquiries/complaints.
• Responds to inquiries and provides information related to procurement processes/methods to Regional staff, vendors, and the public. Ensures goods and services are acquired competitively, fairly, and in a transparent, efficient, and accountable manner.
• Negotiates contracts to meet client requirements related to contract performance and technical, pricing, terms, and conditions.

• Administers electronic bidding website. Participates in system expansions/enhancements. Liaises with corporate IT and vendor to ensure system compatibility.
• Maintains bid document records and statistics. Provides information to management and for municipal benchmarking.
• Conducts training related to procurement practices, including changes to the purchasing by-law to Regional staff.
• Interprets sales tax rulings and applies tax and commodity codes to purchase requisitions. Coordinates and verifies cross-border purchases for customs clearance.
• Authorizes awards and commits the Region (up to $150,000). Has signing authority for purchase requisitions and invoices. Has a purchasing card.
• Consults with…