Management Excluded Job Description

Transcription

1 Management Excluded Job Description 1. Position Identification Position Number Position Title Department Reports to (title) Associate Director, Supply Management Purchasing Services Director, Purchasing Services Classification Level Current Incumbent ME 11 Date (last revised) April 29, Department Summary Provide a brief description of the mandate of the department. The Purchasing Services Department provides procurement and supply management services with responsibility to acquire goods and services for the University community and its affiliates. Services include needs assement, market research, sourcing, public procurement process, proposal evaluations, recommendation for award, negotiations, contract formation and commitment, contract management, supplier quality and performance reviewslogistics, customs and brokerage, asset disposal and revenue recovery, client relations, and general supply management. The Purchasing Services Department is committed to establishing a best-in-class procurement and supply management team that becomes a reliable, solutions oriented partner helping deliver best value-for-money to UVic. The Purchasing Services Departments aims to achieve: Enhanced customer service that is reliable, solutions oriented, and adds value Operational excellence through consistent, effective, and efficient procurement processes and standardized documents. Best value-for-money through consultative planning, strategic sourcing, category management, and reduced transaction costs. Purchasing Services applies triple bottom line principles to procurement processes, incorporating financial, social, and environmental considerations to purchasing decisions. 3. Position Summary

2 Mandate or core purpose of role Summary of roles, functions and areas of focus Reporting to the Director, the Associate Director, Supply Management oversees day-to-day supply management operations and has full managerial responsibilities for direct reports, including three Purchasing Assistants, one Purchasing Office and Technology Administrator, and one Surplus Asset Coordinator. The Associate Director, Supply Management leads the development and implementation of best practice Supply Management processes, programs, policies, and systems that support the fulfillment of procurement requirements across the University. The Associate Director is responsible for leading and overseeing procurement transactions, enterprise wide purchasing card (P- Card), travel, logistics, customs, and surplus asset disposal activities and functions. The Associate Director oversees the work of Purchasing Assistants providing streamlined transaction processing and support for Purchasing Officers. The Associate Director leads the development and implementation of strategy, systems, and processes for Purchasing Operations and Supply Management. The Associate Director leads the Supply Management transactional, process oriented functions of the Department including: Day-to-day transaction processing (WEBReq, PO, BC Bid, procurement initiatives) P-Card program administration Travel and accommodation bookings Expediting, Customs and brokerage Surplus Asset disposal Procurement support, systems, and reporting The Associate Director ensures adherence to University policies, triple bottom line principles, public procurement requirements, industry regulations, and professional practices. The role is responsible for developing the skills and capabilities of team members to achieve enhanced customer service, operational excellence, and best value-for-money. The Associate Director provides guidance, direction, and leadership to the assigned staff in strategic planning, performance management, accountability, policy and procedure development, staffing, and professional development. 2

3 4. Key Responsibilities and Expectations Identify 3 to 5 key responsibilities and describe up to 4 expectations for each responsibility. The Expectations should describe what the position is striving to achieve rather than detailed tasks. Key Responsibility Procurement and Supply Chain Management Operations Expectation Leads a team of Purchasing Assistants in completing procurement transactions, including, processing WebReqs, handling public tender documentation, issuing purchase orders and agreements. Leads major, complex procurements initiatives and contract negotiations to achieve best value for the University. Manages supply risk throughout the acquisition process. Coordinates with the Director and Purchasing Officers and directs administrative support from Purchasing Assistants for procurement events and processes. Oversees the university s P-Card program ensuring compliance with University policies and procedures. Logistics - Works with suppliers and internal clients to ensure that shipments arrive on time at the right location. Oversees shipment and customs clearance processes. Oversees surplus asset disposal to maximize cost recovery on original investment and reduce asset total cost of ownership. Promotes internal client understanding of procurement processes, policy, procedures and practices through communication, training, and change management. Develops supply management and supplier performance reports, conducts spend analysis and forecasting, identifies risk mitigation strategies, and advises University stakeholders when making significant decisions involving financial commitments and program delivery. Business Systems Leads the University s e-commerce functions including Webreq, P- Card, Travel, and online procurement tools. Develops and implements plans and strategies for technology enabled process improvement, productivity, and high performance. Develops and implements tools, benchmarks, and Key Performance 3

4 Indicators to identify, monitor, incentivize, and report supply management performance. Oversees the maintenance of the Purchasing Services web site. Lead and Support Purchasing Services Professional and Support Staff Recruits and selects professional and support staff. Provides training and professional development opportunities to ensure the department provides the highest quality service to clients within the available capacity. Assists team members to define individual goals, prioritize tasks, meet targets, and ensure alignment of team goals with client needs, policies, and procedures. Leads and facilitates regular individual and group meetings with staff to track progress and ensure clear communication. Addresses team issues and concerns in a timely manner. Evaluates and reports on the performance of direct reports. Senior Management Responsibilities Leads the development and implementation of supply management strategies, systems, and processes that support enhanced customer service, operational excellence, and best value-for-money through strategic sourcing, category management and reduced transaction costs. Proactively brings new concepts, opportunities, information, methodologies, and tools to the table to spur innovative thinking, problem solving and decision-making. Develops strategies to adapt day-to-day operations of the department to changing marketplace and service delivery requirements of clients. Ensures all aspects of supply management operations are managed and supervised efficiently and effectively to support the University s strategic and operational objectives. Ensures proactive contract administration to support end users. Manages directly or supports clients to manage contracts and the performance of suppliers and ensures that performance issues are quickly resolved. Brings effective change management skills and ensures that the team is aligned with the vision, goals and objective of the Universtity 4

5 Budgets Contributes to the development of department budget and budget priorities. Monitors progress for Supply Management related revenue and expenses, rationalizes variances and takes corrective action where appropriate. 5. Other Factors This section helps pull out the primary compensable factors for the job those things that identify the intrinsic value of the work. Decision Making Makes decisions regarding university wide supply management strategies, sourcing, business process optimization, supplier relationship, and contract management. These complex decisions include the requirement to interpret purchasing policy, public procurement rules, trade agreement regulations, customs legislation, and contract law. Provides information, analysis, and recommendation to the President, Vice Presidents and University Executives for the approval of major procurement initiatives. Decision-making support is available from the Director; however, the incumbent is expected to exercise initiative and independent judgment. Makes decisions regarding professional development and management of employees in accordance with policies and collective agreements. Exercises judgment to approve or reject requests for exemptions or exceptions to purchasing policy. Administers P-Card issuance program, makes recommendations for administrative corrective action, and exercises authority to restrict or withhold privileges where appropriate. Strategic: Provides vision and leadership in the planning, development, and implementation of supply management mission-statements and long-term strategic plans that are consistent with Finance and Operations overall direction and the objectives of the University. Makes recommendations to senior management and executives on strategies and issue resolution that balances competing needs and objectives. Ensures the development of compelling business cases to support decision-making and obtain approval. Negotiates high value, high risk, strategic alliances and preferred supplier arrangements in collaboration with clients and 5

6 stakeholders. Applies triple bottom line principles to supply management decisions, incorporating financial, social, and environmental considerations. Operational: Reviews supplier contracts, drafts service agreements and special contract clauses, and consults and obtains legal advice from the University s General Counsel as appropriate. Ensures appropriate execution of contracts Leads the development, implementation, and maintenance of e- Procurement and supply management information technology systems which meet University business requirements, and help achieve operational excellence. Conducts ongoing monitoring and audit of procurement activities of all faculty and administrative units to ensure transaction integrity and policy compliance. Makes recommendations for administrative corrective action and exercises authority to restrict or withhold P-Card privileges where appropriate. Develops and produces supply management reports to assist University stakeholders when making significant program delivery decisions and financial commitments. Human Relations Internal contacts span the university from deans, chairs, and directors, to individual faculty and staff and students. Interactions most often involve building and maintaining effective relationships, collaboration, coordination of action, and provision of direction, advice and guidance. External contacts include suppliers, contractors, consultants, other supply management departments, government officials, and regulatory agencies. Interactions may involve collaboration, negotiation, and conflict resolution. Provide expert leadership, insight and advice on supply management and procurement to faculty, managers, staff, and senior management. Resolves procurement complaints and disputes, clarifies policy and procedures, and ensures compliance with policy. Interacts with faculty, staff, and members of the university community to identify supply management needs and opportunities, obtains feedback on supply chain and procurement practices, and negotiates service delivery strategies. Provides expert advice and recommendations on procurement 6

7 Accountability options, procedures, trade-offs, and risk mitigation to clients and senior management Liaises with Occupational Health and Safety regarding procurement related safety risks and considerations. Negotiates contracts with suppliers in collaboration with clients, and addresses supply and contract performance issues. Assist in the resolution of substantive procurement issues (requiring legal interpretations) between suppliers and internal clients. Has oversight of University wide procurement activities to ensure consistency with UVic Purchasing Policy. Provides leadership to staff through supervision, coaching, and mentorship, providing guidance and advice to facilitate resolutions to work issues. Collaborates closely with Research Services, UVic Systems, Faculties, and Departments on developing and implementing supply management solutions. Builds cross-functional collaboration with Principal Investigators, University Systems, Facilities Management, and other stakeholders in the identification, selection, sourcing, development, and management of suppliers. Liaises with Human Resources and Union representatives regarding work issues. Decisions made regarding supply management have a major impact on the financial, legal, and reputational integrity of the University, including potential for lawsuits and financial penalties. The role makes operational and management decisions autonomously. Accountable to the Director, Purchasing Services, and the Executive Director, Financial Services, for matters related to purchasing and supply management. Keeps the Director informed of key aspects of the unit s operations, including significant operational issues, policy compliance, and client and supplier relationship management. Accountable for compliance with conflict of interest, privacy protection, and confidentiality policies and procedures in procurement activities. Accountable for all aspects of the contract management lifecycle. Accountable to internal clients for matters on which advice, analysis and support is provided. Independence and initiative required to manage relationships with internal clients, stakeholders and suppliers. 7

8 Financial and Resource Management Supervisory Responsibility Safety In the absence of the Director, assumes his/her role as Chief Purchasing Agent, signing authority under the Purchasing and Signing Authority policies, and his/her authority over the department budget of approximately $800,000. Contributes to the development and management of the University s annual procurement, supply management, and asset disposal budget. Leads program budgets for P-Cards, Travel, and Asset Disposal and Recovery, in excess of $60 million per year. Oversees the university s P-Card program with annual spend in excess of $6 million. Exercises spending authority, monitors and controls revenues and expenditures, and conducts procurement reviews. This role is responsible for procurement related financial reports for internal and external distribution. Has authority to commit the University to contractual obligations for high value, high risk, complex goods and services. Signs purchase orders and agreements as University of Victoria s Purchasing Agent. Signing authority level per transaction is $75,000 for services and $100,000 for construction, or up to $500,000 with a higher level co-signer. Liaises with Finance representatives in regards to budget allocations, carry forward decisions and the management of P-Card, Travel, and Asset Disposal programs. Responsible for leading Supply Management Operations within Purchasing Services with full managerial responsibilities for 5 direct reports: 1 FTE Office and Technology Administrator (PEA) 3 FTE Purchasing Assistants (CUPE) 1 FTE Surplus Asset Coordinator (CUPE) Hires, manages, coaches, and mentors direct reports. Investigates work and staff issues and, where necessary, initiates performance improvement or disciplinary action up to and including termination. Establishes and maintains formal relationships with consultants, contractors, and student employees to add temporary capacity as necessary. This role is responsible for providing a safe work environment for assigned supply management staff and for ensuring that the staff has the tools, training, and information necessary to work safely. Establishes supply and logistics contingency plans. Responds to emergencies or work disruptions to obtain from suppliers goods and 8

9 services necessary for the health, safety, security, and business continuity of the University. Ensures purchased goods and services comply with Workplace Hazardous Materials Information System, Customs, Transport Canada and other standard requirements Ensures purchased goods and services comply with CSA, UL, BC Electrical Protection Branch, and other applicable certification requirements. Responsible for ensuring the security of confidential public bid documents, and compliance with privacy protection in the procurement process. Equity This role is responsible for ensuring that supply management practices are aligned with the university s commitment to diversity and equity, and that day to day operations of the Department support our diversity and equity objectives. Addresses policies, procedures, and practices to mitigate barriers and ensure that staff, clients, suppliers, and service providers are treated fairly. 6. Summary of qualifications and job specific competencies Qualifications and experience Post-secondary degree in Business Administration, Logistics & Supply Chain Management, Operations Management, or a related discipline, and five years of related experience, or equivalent combination of education and experience. Professional certification or designation from a recognized Supply Management/Procurement organization such as Supply Chain Management Association of Canada or Canadian Association of Logistics Management. 3 5 years of directly related public procurement experience, preferable in a higher education setting, including 1 3 years supervisory experience, preferably at the management level, or equivalent combination of education and experience. In-depth knowledge of current trends in supply management and a vision of emerging trends. Knowledge of public procurement legal framework. Extensive knowledge of supply chain management, strategic sourcing, process improvement, operations and project management. 9

10 Key job-specific competencies Experience working in a complex environment with multiple stakeholders and strategic considerations. Familiarity with a unionized environment. Excellent interpersonal skills, communications, relationship and coalition building, change leadership and management, and persuasive influence skills. Analytical ability, business writing and presentation skills. Demonstrated ability to independently organize workload in a fast paced customer service environment that includes high volume, peak periods, frequent interruptions, multiple tasks, and shifting demands, priorities, and deadlines. Experience managing financial resources including budget development, resource allocation, expenditure monitoring, and contract negotiation. Strong analysis, risk assessment, and business strategy skills to lead teams through complex business issues. Demonstrated experience leading complex negotiations, managing supplier relationships, and resolving supplier and contractual issues while preserving relationships. Skills and experience in determining supply management needs, developing program objectives and goals, researching best practices, and evaluating program performance. Knowledge of information management and technology systems related to procurement business systems, including Enterprise Resource Planning, ecommerce, materials management systems, P-Cards, and reporting tools. Monitor contract and supplier performance including KPIs, review with user groups to improve future performance and strategy development. Provide leadership, coaching, and mentoring to develop skills, knowledge and build capacity within the purchasing and supply management team. 7. Unusual working conditions Excessive workloads, frequently requiring extended work hours and extra hours on weekends; high pressure related to deadlines 10

11 The role deals with a variety of adversarial situations where there is conflict between staff, clients, and suppliers, requiring a leadership in the resolution of such conflicts. Must be able to travel to various locations in BC and Canada; may also require some international travel. Date of Completion: May 2, 2014 Signature of Incumbent: Signature of Director: 11