Buyer (TFT 1.0 FTE)

Key Responsibilities

Procurement Duties

Procure all commodities and services for the Royal Ottawa Health Care Group (ROHCG) and its affiliated entities.

The precise commodities and services assigned will be at the discretion of the Manager of Supply Chain Management. The Procurement function will be completed in accordance with current policies and procedures and Ministry of Health guidelines.

Enter all orders into the Ross Financial System (or other applicable software) and create reports as required.

Secure costing from a pre-determined quantity of sources. These quotes may be verbal or written. The Procurement Policy may dictate the need for “formal” tendering and this will be discussed with the Manager of Supply Chain Management.

Confer with ROHCG Customs Broker to ensure that goods from outside Canada are cleared in a timely fashion and that accurate documentation is on file.

Investigate and expedite late deliveries.

Resolve and amend Purchase Order and Invoice Discrepancies.

Arrange for return or replacement of incorrect and/or defective merchandise.

Continually research markets for new products and alternatives through publications, suppliers, trade shows, etc. Arrange for testing and evaluation of new products. Recommend alternatives that would be more cost effective.

Review proposed contracts as required submitted by Group Purchasing Organizations and determine if participation would be beneficial and make recommendations to the applicable program. Obtain items for evaluation if necessary.

Establish products that fall under WHMIS control handled in accordance with WHMIS criteria. Ensure products are accompanied by MSDS sheets if applicable. Record new and re-purchased goods on forms provided and forward to WHMIS clerk for processing.

Assist with Capital Budget preparations by sourcing and providing specifications and forecasting costs for requested Capital items.

Coordinate the installation of new furniture and equipment with Housekeeping, Environmental Services, Information Services, Clients and Suppliers. Oversee the installation to ensure it meets specifications and report back discrepancies to the Supplier for their immediate attention and response. Work with preferred supplier to obtain floor plans and quotes for area redesigns ensuring safety and ergonomic requirements are met.

Ensure all purchase requisitions are complete with proper authorizing signatures corresponding to cost centre.

Other Related Duties

• Update all computer records such as supplier changes, shipping charges and contract pricing.
• Complete and follow-up on recording WHMIS controlled product necessary to ensure proper handling of chemicals that are being used. Ensure data is available if there is a need to act due to spills, leakage or improper use.
• Backup support in Supply Chain Management department as required. (ie. Vacation coverage)
• To work in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of the ROHCG.
• Ensure a work environment that is conducive to The Royal’s Anti-Racism, Harassment & Discrimination Free policy.
• Minimum of 3 years Community College in a related discipline in Supply Chain is required.
• Minimum of 3 years Procurement Experience in a Purchasing Environment is required.
• Experience in a Healthcare environment is considered an asset.
• Computer knowledge (i.e. Word, Excel, Internet and Outlook) is required.
• Demonstrated ability to work in a high pressure environment with minimal supervision.
• Demonstrated ability to provide enhanced customer Service.
• Good organizational skills and ability to multi-task and prioritize workload.
• Knowledge of, or training in the Ross Financial System is considered an asset.
• Enhanced communications skills, verbal and written.
• Ability to function as a team player.
• Understanding of Ergonomics in the Workplace is considered an asset.

Language Requirements

English level A- is mandatory in oral expression, comprehension, reading and writing. Bilingual (French/English) is considered an asset