Advisor Procurement and Contract Management
Providence Health Care
Within the context of a resident, patient, client and family centred model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, the position promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff.
Reporting to the Leader, Procurement & Contract Management, the Advisor, Procurement & Contract Management (P&CM) is responsible for ensuring consistent procurement, and contract management policies, processes, and systems for Providence Health Care (PHC). The Advisor, P&CM plays a critical role in PHC’s ability to achieve goals by delivery of services to internal clients that drive value in procurement, and improve vendor performance throughout PHC. Within the strategic plan of the organization, the Advisor is responsible for ensuring procurement compliance, preparation of contractual documentation for all involved parties, and resolution of contract- related issues that arise (internally and/or externally).
The Advisor, P&CM supports internal leaders/partners, as the subject matter expert in procurement policies, contractual specifications, service performance requirements and in other related areas. In addition, the Advisor is responsible for maintaining an accurate, and accessible, central document repository. The Advisor, P&CM supports the Leader, P&CM to identify opportunities to improve existing procurement, and contract management policies. As a member of the Procurement & Contract Management team, the Advisor participates in a respectful and productive manner, provides and accepts thoughtful counsel and advice, and fully support decisions made by the team.
This is a Regular Full Time Hybrid role.
Qualifications / Skills and Education
Education, Training and Experience
Bachelor’s Degree in Business Administration, Healthcare Management or related field, and/or completion of the Purchasing Management Association of Canada certificate supplemented by three (3) to five (5) years’ recent, related experience in a procurement or contract management role or a combination of education, training and experience.
Skills and Abilities
• Practical understanding of contract law and commercial terms & conditions.
• Experience in managing partner/vendor relationships.
• Experience in managing projects to achieve results.
• Existing knowledge of the BC Health Care Industry environment.
• Effective leadership and communication skills to foster a respectful and motivating environment.
• Demonstrated ability to utilize spreadsheets and word processing applications at an intermediate to advanced level.
• Comprehensive knowledge of computerized purchasing systems, including e-commerce applications.
• Strong analytical, organizational, communication, interpersonal and administrative skills.
• Strong verbal and written skills and ability to convey complex information in a way that others can readily follow.
• Excellent negotiating and persuasive skills, both in one-on-one and group situations.
• Ability to adapt and be flexible to changing priorities.
• Physical ability to perform the duties of the position.
Duties and Responsibilities
1. Serves as a first-line organizational contact for queries related to procurement, and contractual matters to PHC staff.
2. Participates in files (as assigned) to develop scopes of work, and preparation for RFPs, ensuring adherence to PHC policies and process.
3. Develops, and executes where necessary, negotiation strategies that help internal clients minimize potential losses and benefit the PHC’s financial performance.
4. Prepares, completes, and stores document packages in centrally managed document repository.
5. Communicates procurement, and contract-related information to all necessary internal/external parties.
6. Coordinates the processing of purchase requisitions and purchase orders, blanket orders, and contract purchase orders.
7. Ensures all contract documents including correspondence, technical information and legislated requirements are adhered to.
8. Monitors and completes contract closeout, informs regarding extension or renewal, and as appropriate, works closely with the procurement and contract development team.
9. Working under the direction of the Leader, prepares reviews, verifies procurement documents and issues change orders and amendments to contracts and various agreements including researching historical scope and contract documents.
10. Aids and supports Leaders/partners to ensure quality of services meets service level requirements and minimize potential liabilities to PHC.
11. Provides advice to the PHC Contract Owner about vendor performance tracking, contractual obligations and changes, issues resolution and other related items.
12. Initiates reviews and makes recommendations on change order requests and other scope change requirements.
13. Provides contract-related issue resolution, both internally and externally. Communicates well with colleagues, customers, service providers and others as required and documents issues resolution appropriately.
14. Supports and works with a contract database across health authorities and supports development and use of Key Performance Indicators.
15. Manages record keeping for all procurement packages, and contract-related documentation. Ensures that orders, contracts, and related documentation are properly entered into PHC’s databases and securely maintained. Assures accuracy and appropriateness of contract text and attachments.
16. Manages/updates PHC policies and processes related to procurement, contract management, and vendor performance.
17. Maintains close communication with contract manager colleagues, the procurement and contract development team. Provides continuous improvement and innovation to the team to identify trends and issues, and to capture learnings and best practices into future service contracts.
18. Performs other related duties as assigned.
As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.