Associate Director, Procurement

Staff – Non Union

Job Category

M&P – AAPS

Job Profile

AAPS Salaried – Supply Management, Level E

Job Title

Associate Director, Procurement

Department

Financial Operations Leadership | Financial Operations | VP Finance and Operations

Compensation Range

$8,477.92 – $13,246.67 CAD Monthly

Posting End Date

June 27, 2021

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Summary

The Associate Director, Procurement provides comprehensive leadership, strategic planning and operational direction in the development of the Procurement function and practice. This position provides leadership in achieving the ongoing goals of the Procurement Modernization program, transforming how the UBC community buys and pays for goods and services by simplifying processes, improving service delivery, delivering value/savings, and embracing technology. In line with the strategy of the VPFO, and our portfolio’s strategic priorities, we are continuing our work improving processes and service, delivering value, and enabling our systems.

The incumbent has a focus on:
creating a positive customer experience through enhanced assistance with sourcing and buying decisions;

leading the team in cultivating a service-delivery environment focused on customers;

enhancing our procurement sourcing practice and services;

improving turnaround times by harmonizing processes across UBC; and

delivering increased value and savings to the community and the university

leading transformational improvements, and enabling technology to improve key processes and service delivery.

The Associate Director, Procurement is expected to keep current with market trends, legal and regulatory policy and possess a deep understanding of our internal customers / campus objectives to develop strategies that meet or exceed their current and future needs. The position requires a thorough understanding and interpretation of the University’s purchasing policies, and Canadian laws of competitive bidding. A strong systems background to ensure optimal buying technology and methodologies are utilized is also key.

KEY ACCOUNTABILITIES

• Leadership to deliver the Procurement practice, benefits and capabilities
• Develop a cohesive team to support and realize the vision of Procurement Modernization
• Instill the mindset of customer service, service delivery, and delivering value across the Procurement function to the best benefit of UBC

Organizational Status

The Associate Director, Procurement reports to the Senior Director, Finance Services and Strategic Procurement and will be responsible for leading the team of Procurement Professionals across UBC. The role will liaise with Managers and Directors across UBC, and will work closely with the Associated Director, Procurement Partnerships and other teams to ensure no overlap of activities and that the procurement function is seen as a trusted business partner. The Associated Director, Procurement is expected to building strong working relationships with the Finance Directors in faculties/admin units and other key stakeholders across the University community.

Work Performed

Leadership of Procurement Function

Provides Procurement teams with strategic leadership and guidance , keeping them motivated and engaged to achieve the benefits of Procurement Modernization

Sets the strategic vision and goals for the Procurement teams, creates business plan identifying priorities, and aligns with performance plans within the group. Provides feedback, coaching, training, performance management and evaluation, and career development for Procurement Team leadership.

Leads development of practices and procedures to deliver efficient and effective service to meet customer requirements.

Drives a culture of best practices and continuous improvement in the day-to-day operations of the department. Performs root cause analysis and recommend countermeasure if metrics are not met.

Service Delivery

Develops a customer service focus in the Procurement Department.

Aligned with VPFO and Financial Operations strategic objectives, establishes KPIs for the Procurement teams and regularly reviews progress in achieving metrics

Leads the identification and development of process improvements to enhance service delivery by identifying and pursuing opportunities to improve and streamline processes

Leads cross-functional teams to develop and implement new processes to enhance service delivery. Ensures that implementation plans and recommendations are rolled out successfully and impacted individuals are well-informed and trained on any new processes or procedures

Leads Centre of Excellence (all procurement professionals across UBC) to enhance Procurement Practices and Standards at UBC

Represents Procurement in cross UBC Strategic Projects, and leads implementation of initiatives to support delivery, as aligned with UBC’s strategic priorities

Leads sourcing and negotiating of major supply agreements , coordinates purchasing activities within a wide variety of internal departments and Faculties, and develops and implements risk mitigation and continuity of supply strategies

Ensures common processes and appropriate communication channels exist and are leveraged in order to maximize the effectiveness of the delivery and implementation of projects

Ensures a high level of customer service and Faculty/Department engagement is provided by the Procurement teams.

Owner of Procurement processes in UBC’s systems (Workday, Planon)

Relationship Management

Identifies, develops, and manages strategic business relationships and maintains a comprehensive understanding of stakeholder requirements. Communicates regularly with faculty/admin unit Finance Directors to ensure a high level of service by the Procurement teams across the University

Represents Procurement in Financial Operations Quarterly Business Reviews with client groups across UBC

Guides the Faculty/Admin Unit, working with the Procurement Partners, in developing/ planning a procurement pipeline of immediate and longer term opportunities to deliver value

Works with Faculty/Admin Unit Finance Directors to plan/execute processes, policies, and procedures as they related to Procurement team’s work

Resolves complex issues or disputes with vendors, associations, or clients as required.

Consequence of Error/Judgement

The Associate Director, Procurement plays an important role in the implementation and operation of procurement services for a wide range of client groups, and the achievement of the benefits of Procurement Modernization. These units include academic units with responsibility for teaching and scholarship, and administrative units responsible for the efficient, cost effective delivery of a wide range of services and processes that must meet the needs of students, faculty and staff. This position also plays a key role in ensuring that these clients receive appropriate support, and service level agreements in order to achieve their mandates and strategic objectives.

Errors would result in missed opportunities, financial risk, and costly contract and implementation solutions having to be reworked. Inaccurate reporting would result in the inability to assess strategic direction and could result in unfavorable practices, contracts and possible risks for the University. Poorly analyzed recommendations can lead to ongoing increased costs to the University.

Supervision Received

Works autonomously under broad directives received from the Senior Director, Finance Services and Strategic Procurement. Performance is subject to periodic review for soundness of judgement, leadership, overall effectiveness and attainment of objectives

Supervision Given

This position provides leadership, supervision and expertise to M&P and CUPE staff. The Associated Director, Procurement will direct and lead cross functional teams when projects are being executed. Has the authority to hire, train, evaluate, discipline and discharge staff

Minimum Qualifications

Preferred Qualifications

Undergraduate degree in a relevant discipline

An MBA or Master’s degree in a relevant discipline would be an asset

Supply Chain Management Professional (SCMP) designation preferred (or equivalent)

Minimum 10 years of procurement/supply chain management experience and experience managing senior staff or the equivalent combination of education and experience

Minimum 4 years of experience as a client services Manager, or equivalent

Experience leading and driving continuous improvement initiatives

Supplier Relationship and Customer Relationship Management experience

Experience developing and monitoring SLA performance

ERP experience required (Workday preferred)

Planning/Forecasting, ability to build credibility for Procurement and ability to influence would be an asset

Expert relationship manager with ability to manage multiple clients and suppliers

Ability to monitor and report on team performance to objectives

Ability to provide training and coaching guidance and communicate effectively to a large team

Ability to be thorough, accurate and have a high level of attention to detail

Ability to exercise tact, discretion and confidentiality