Project Buyer

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Ottawa, ON., (CAN.), Hybrid
Position Summary
Thales has a vacancy for a  Project Buyer  who is responsible for the transactional procurement process of RFX, Purchase

Requisition and Purchase Order (PR/PO) lifecycle. They are required to expedite and follow-up on purchase orders to ensure delivery to support internal priorities and quality requirements are in accordance with terms and conditions issued. Drive continuous improvement of supplier performance and commodity cost. Collaborate internally with project management and senior leaders to achieve desired business outcomes. Own all aspects of part management as it relates to sourcing.

Requires developed and strong foundation of function skills and knowledge of relevant purchasing and sourcing concepts. The incumbent will be responsible for ensuring the effective and timely execution of purchasing activities. This function shall strive to provide an uninterrupted flow of goods and/or services required by the organization.

Regulatory Compliance Requirement
This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List and /or the US the Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access.

Key Areas of Responsibility
Request-to-Order Fulfilment (PR to PO)
- Receive, review, and process internal purchase requisitions (PR) for project-specific goods and services in accordance with company policies and requirements.

- Transform PRs into accurate and compliant purchase orders (PO), verifying commodity codes, ship-to locations, supplier information, and relevant documentation/notes (with guidance as needed).

- Ensure PO accuracy and completeness before release (e.g., contractual/quality requirements, lead times, ordering constraints).

- Act as a point of contact for internal stakeholders to clarify PR/PO details, resolve discrepancies, and support order priorities.

- Engage weekly with internal project teams to review priorities and provide status updates on open orders.

- Lead weekly fulfilment execution activities with the broader team.

- Collect, challenge, and master PR priorities in coordination with project planning and industry requirement.

Sourcing & RFx/RFP Administration
- Support sourcing activities for project requirements, including assistance with RFx/RFP documentation and coordination.

- Administer RFx/RFP activities (e.g., issuing documents, collecting responses, and maintaininging support records).

- Support local negotiations within the delegated threshold, ensuring outcomes are reflected in PO terms and documentation.

PO Management, Expediting & Delivery Tracking
- Execute and own the fulfilment process from order creation to invoice, including end-to-end PO administration (PO creation, records maintenance, and PO acknowledgment follow-up).

- Engage with suppliers to ensure they acknowledge PO receipt and provide delivery commitment(s).

- Follow up and expedite purchase orders to ensure on-time delivery and adherence to contractual terms and quality standards.

- Monitor order/delivery progress, identify risks (e.g., delays, backorders, incomplete confirmations), and elevate as required.

- Maintain ongoing updates to internal stakeholders regarding order status, delivery commitments, and expected changes.

Supplier Coordination & Issue Resolution
- Maintain close relationships with suppliers and buyers.

- Liaise with suppliers to secure PO acknowledgement and delivery commitments, and support resolution of order discrepancies.

- Manage disputes and solve medium & high-level procurement problems; elevate significant matters to the Supply Chain Manager / Category Buyers / Category Managers or Procurement Project Managers as appropriate.

- Coordinate changes, cancellations, or amendments to POs when required.

- Report medium & high-level procurement issues to the Supply Chain Manager / Category Buyers/Managers (CB/CM).

- Maintain ethical approach to supplier and internal relationships in accordance with relevant Thales policies.

Invoice Resolution & Supplier Support (with AP/Finance)
- Support invoice resolution by following up on supplier queries, missing information, and discrepancies affecting PO/invoice matching.

- Liaise with suppliers to obtain accurate and timely invoice details as needed and coordinate with internal teams to resolve issues.

- Support accounts payable follow-ups on outstanding or missing invoices, maintaining clear communication records.

Reporting, Cost/Status Monitoring & Continuous Improvement
- Prepare reports on purchases, including cost analysis to leverage and support strategic offers (with…