Procurement Officer (071819-PO-OTT)

Internal/External Job Posting
Indeterminate, Full-time position

Closes:      July 18, 2019 - 4:30 p.m.
Location:  Ottawa, Ontario
Posting #:  071819-PO-OTT

The Métis Nation of Ontario (MNO) Finance Branch seeks a strong team player committed to ensuring information and documentation is accurate and current. The Procurement Officer position will be based at MNO head office in Ottawa. This is a full-time indeterminate position, dependent on funding. The successful candidate will be enrolled in the Group Benefits Plan and Registered Pension Plan following successful completion of a three month probationary period. The position reports to the Associate Director of Finance.

In carrying out the following duties, it is expected that the Procurement Officer will:

  • Fully understand the significance and fundamental importance of MNO’s Statement of Prime Purpose (SPP) to all MNO’s work, and to the requirements of the position specifically.
  • Adhere to MNO Policies and Procedures and MNO’s Financial Policies and Procedures at all times.
  • Uphold MNO’s Standards of Professional Conduct at all times.
  • Adhere to Privacy Laws and respect confidential information at all times.
  • Ensure that all activities are conducted in accordance with established Métis Nation of Ontario Policies and Procedures and Contribution Agreements (CA).
  • Work in collaboration within the Branch, other MNO branches, MNO leadership, MNO citizens, MNO contractors and consultants on related projects.
  • Attend the Annual General Assembly (MNO Policy 2.120).

The incumbent is responsible for the following items, as well as other duties and responsibilities as may be assigned by the Associate Director of Finance: 

  1. Receive Requests for Purchase Orders from staff
  2. Verify purchase requisitions to confirm that they are completed appropriately and that all authorizations are in place in accordance with the MNO Authorization Framework

  3. Assign Purchase Order numbers

  4. Receive Packing Slip or Receiving Document (for proof of receipt of goods or services) from internal source, verify that signature is appropriate, find applicable P.O. in CP and enter it against the purchase order.  If there is a quantity discrepancy, contact the Budget Holder to resolve

  5. If no P.O. for packing slip or Receiving document or invoice, contact the Budget Holder to resolve

  6. Receive invoice directly from external source, find the appropriate P.O., and ensure that Packing Slip or Receiving Document have been posted.  If not contact internal P.O. prime to resolve.

  7. Match subsequently received invoices to approved purchase orders; verify goods and services have been received, investigate any difference and submit to Accounts Payable

  8. Secure necessary authorization for ordering and payment of goods and services

  9. Enter the requirement into GP procurement module and issue the P.O.

  10. Advise MNO staff making procurement requests of centrally negotiated suppliers and their prices

  11. Resolve issues raised by Suppliers, or by MNO staff from time to time related to Suppliers

  12. Follow up with Suppliers where Packing Slips or Invoices do not reference the P.O. number

  13. Run a monthly report of open P.O’s that are past their delivery due date and follow up with the Supplier/ Budget Holder

  14. Review corporate expenditures such as supplies, Purolator to determine whether centrally negotiated pricing can reduce costs

  15. Ensure the best use of funding for purchasing supplies, equipment and other capital items

  16. Seek out potential and/or alternate suppliers for various items by location nearest MNO needs and maintain a log of potential Suppliers by item type

  17. Negotiate with suppliers, request sealed bids or issue RFB, RFP, RFS as appropriate for various goods or services that are high usage

  18. Open sealed bids with the Director, Finance and record results

  19. Other duties as may be assigned from time to time.

Qualifications:

  • Post-secondary school diploma or equivalent, with a concentration in accounting.
  • Two or more years full cycle Accounts Payable and Accounts Receivable experience and some experience with the General Ledger and reconciliation processes
  • Organized, detailed-oriented, have pleasant telephone manners and strong communication skills
  • Experience with computers is a must; knowledge of GP Dynamics and Microsoft Office (Excel) a plus
  • Office environment experience, preferable in the accounting area
  • Ability to maintain confidentiality concerning financial and company matters and files
  • Must demonstrate strong analytical, problem-solving, decision-making and time management skills and be able to manage deadlines and stress effectively
  • In this position it is important to be respectful and to possess a cultural awareness and sensitivity
  • Fluency in English is mandatory and proficiency in French is an asset

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The Métis Nation of Ontario welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

 

Preference may be given to qualified Métis candidates. We thank all applicants for their interest but advise that only those selected for an interview will be contacted.

 

Application Instructions

To apply answer the following questions. Questions denoted by a " * " are mandatory requirements and must provide the appropriate response in order to continue to the next stage:

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