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Procurement Coordinator

 Tribe Network

Tribe Network

This job is no longer accepting applications

See open jobs at Tribe Network.
Administration, Operations
Halifax, NS, Canada
Posted on Friday, January 26, 2024

Our goal is to be a diverse workforce that is representative, at all job levels. The Halifax Port Authority welcomes applications from Indigenous peoples, persons with disabilities, veterans and persons of all races, ethnicities, religions, abilities, sexual orientations, and gender identities and expressions. We also welcome applications from non-Canadians who are eligible to work in Canada. If you are a member of one of the above groups, you are encouraged to self-identify, on your cover letter, or resumé. If you would like to receive this job posting in French, please reach out to us directly for a translated copy.

Notre objectif est d’avoir une main-d’œuvre diverse et variée qui soit représentative des communautés que nous servons, et ce, peu importe le type d’emploi. L’Administration portuaire d’Halifax accepte les candidatures des autochtones, des personnes handicapées, des anciens combattants et des personnes de tous les groupes raciaux et de toutes les ethnicités, religions, capacités, orientations sexuelles et identités et expressions de genre. Nous acceptons également les candidatures de personnes qui ne sont pas canadiennes, mais qui ont le droit de travailler au Canada. Si vous faites partie d’un des groupes mentionnés ci-dessus, nous vous encourageons à vous autodéclarer dans votre lettre d’accompagnement ou dans votre CV. Si vous souhaitez recevoir cette offre d’emploi en français, veuillez communiquer directement avec nous pour obtenir un exemplaire traduit.

The Port of Halifax is about making connections between people, commerce and opportunity. We take a leadership role in developing business for the Port of Halifax in collaboration with our partners and we responsibly manage Port of Halifax assets.

In 2022, the total impact of the Port of Halifax including Nova Scotia exporters on the Province of Nova Scotia was $4.87 billion in economic output with the direct portion being $3 billion. This level of activity generated direct and spin-off positive impacts of $2.5 billion in GDP, $1.6 billion in labour income and over 25,300 jobs. Offering a natural, deep harbour and big ship infrastructure, Halifax can accommodate large volumes of containerized cargo, bulk cargo, and project cargo. Collaborating and working with strong partners and stakeholders, the Port community in Halifax continues to deliver excellence.

HPA Guiding Principles

Everyone at Halifax Port Authority is expected to carry out their work in a manner consistent with our guiding principles:

  • Be One Port City
  • Collaborative & Engaged
  • Future Focused
  • Sustainable
  • Trusted Partner

We believe that when everyone works in this way, we can achieve our mission and vision and can deliver value to our customers, our community and our team.

At this time, the Halifax Port Authority (“HPA”) requires:

Procurement Coordinator

Reporting to the Procurement Manager, the Procurement Coordinator is responsible for providing RFx and contract coordination and support. RFx includes Tendering, Requests for Proposal, Standing Offer, and Quotations. HPA’s objectives for procurement are to acquire goods and services in a way that guards against and mitigates risk, enhances suppliers’ access to contracts, understands the market, encourages competition, supports benefits for Nova Scotian businesses and reflects fairness, transparency, and integrity.

Accountabilities

RFx Coordination and Support

Collaborates with HPA departments to support sourcing initiatives including:

  • Perform market and supply analysis on goods, especially single source items and office consumables.
  • Assist in the coordination of competitive tenders/RFx for goods and services,
  • Coordinating and executing RFQs and general supply arrangements as directed
  • Maintain supplier rosters and standing offer listings.
  • Coordinates and attends site visits, project kick-off meetings, and pre-close site meetings and maintain records

Maintain eProcurement portal

  • Verify and maintain vendor registration records on eProcurement portal.
  • Liaise with vendors to ensure expired documents are updated, most up to date info is received.
  • Maintain internal vendor lists – eg. Diverse Vendors
  • Liaise with Finance department on Vendor ID creation in financial system.
  • Promote Vendor registration and onboarding with existing and potential HPA vendors.

Contract Administration and Support

Provides HPA departments with procurement support as needed including:

  • Assist with the coordination of contract packages for execution including other documents such as bid summaries, award notices, bid security.
  • Verification of bid security documents.
  • Issues purchase orders to vendors.
  • Entering contracts and maintaining contract repository on eProcurement portal.
  • Maintains the HPA PO and Invoice Approval Portal
  • Working with departmental Project Managers to ensure that on-site contractors are reviewed and tracked to ensure invoices are received in a timely manner after job completion. Liaises with contractors if invoices are overdue or appear to be missing.
  • Working with departmental project managers to ensure that they are advised of contract terms, risks, expirations, renewals, monitoring vendor performance, and other aspects of contract management.
  • Prepare contract correspondence as required.
  • Evaluate records for retention in compliance with Board-approved policies.

Information Management

Acts as an Information Management Super User and coordinates source to contract activities within HPA’s e-Procurement portal.

Communicates with consultants, contractors, customers, suppliers, and members of the public.

Provides internal staff updates on behalf of the Procurement department.

Other

Function as a team member to share ideas, exchange and report information, and develop solutions to problems.

Complies with and upholds HPA’s Procurement policy and procedures. Demonstrates a commitment to ethical and transparent procurement practices that provide supplier fair access to HPA contracts.

Note: These are only the basic and primary duties; related and allied duties may be assigned from time to time as may become necessary to the operation of the Halifax Port Authority.

Qualifications (Education / Experience / Skills)

  • Post-secondary education in Commerce or Business
  • Progressive experience in supply chain management, procurement, contract management, or related discipline, and administration in the public or private sector preferred
  • High degree of proficiency with SharePoint and Microsoft Office 365.
  • Advanced training in or Certification in Supply Chain Management (CPPB, SMT, CPP, SCMP, CCLP, SMT, or equal) is an asset.
  • Experience working with contract documents and RFx processes
  • Knowledge of sound supply chain management principles and their application
  • Ability to interpret and apply HPA policies and procedures
  • Knowledge of MS Office, Adobe PDF and computer based financial systems
  • Familiarity with Construction Association of Nova Scotia (CANS) contract forms and documents (CCDC)
  • Experience with e-Procurement platforms an asset.
  • Public procurement knowledge or experience considered an asset.
  • Construction procurement and contracting experience an asset.
  • Solid business and strategic goal setting, critical thinking, decision-making and problem solving and analytical skills.
  • Solid organizational and project coordination skills, including communication, multitasking and time-management.
  • Ability and knowledge to both advise on and perform responsible duties with speed and accuracy.
  • Must possess good judgement and effective communication skills and tact when dealing with both internal and external stakeholders.
  • Capability and readiness to work under pressure, either imposed by deadlines for document preparation or emergency situations and must be flexible as this position is responsible for all source to contract activities for the entire department.

Working Conditions

  • Normal office conditions with occasional site visits for meetings.

If you are seeking a challenging and rewarding opportunity or additional information, please apply here!

For any questions, please contact:

Human Resources

Halifax Port Authority

Applications should be received no later than Thursday, February 8, 2024. We thank all applicants and ensure that all inquiries will be treated confidentially; however, only those considered for an interview will be contacted.

This job is no longer accepting applications

See open jobs at Tribe Network.