KEY DUTIES AND RESPONSIBILITIES
Centralized Contract Management Support and Coordination (40%)
- Aids in the development, management, and monitoring of the centralized contract management site.
- Supports live contract documentation through tracking of deliverables, dates and dollar values which may include important date reminders, amendments, changes orders, and various forms of contract attachments held in the Centralized Contract Management site.?
- Works in collaboration with the Procurement Coordinator to provide centralized support for departments with contract management and vendor management support.?
- Assists with financial activities related to contract management, such as CTRM system reporting for departments or managers as required.
Contract Development Activities Support and Coordination (30%)
- Coordinates contract development activities including, but not limited to; negotiations, communications, document development and approval, contract execution and maintenance through the contract term as required.
- Reviews existing supplier/service provider agreements, seeks additional information such as health and safety information in compliance with policy, legislation, insurance, and regulatory requirements.
- Triages contract intake forms from various departments to ensure proper review, compliance, and records for agreements.
- Evaluates and reports on contract management system software within Procurement Services and for specific departments as required.
- Oversees internal contract information intakes and triage requirements internally and externally, and identify any opportunities and challenges with relationships, quality, and processes to address.
Procurement Support & Coordination (20%)
- Provides coverage support to the Procurement Coordinator.
- Monitors the procurement email box and distributes emails as received to the appropriate program area and team member.
- Maintains and updates the vendor management SharePoint site for Procurement Services, including vendor verification, documentation updates, additions, and deletions. Supports Procurement sollicitation activities.
- Liaises with Procurement Officer and County department representatives.
- Creates or assists with procurement processes; determines timelines and solicitation (RFx) methods, assesses potential risks, collaborates with departments to develop evaluation & scoring criteria, finalizes solicitation documents, and advertise.
- Coordinates contract award notification process, collection of contract documentation, and vendor communications post solicitation.
- Supports solicitation activities using online bidding platforms and the Alberta Purchasing connection website, inclusive of addenda, clarifications, and final award notification posting.
- Maintains a solid understanding of procurement trade agreements including Canadian Free Trade Agreement and New West Partnership Trade Agreement.
- Supports the annual review for County wide preferred supplier agreements and master service agreements.
- Supports the evaluation of supplier pricing and quality to ensure competitive pricing, sufficient supplier sourcing, and quality services are being solicited across the County.
Other Related Duties (10%)
- Provides designated back up for the Procurement Coordinator.
- Develops and maintains user training guides and delivers training to internal stakeholders.
- Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System return.
