Department of Human Resources
OPSEU Job Description
Job Title:
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NOC:
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Senior Buyer
SO-191
1225
9
Finance
Manager, Purchasing Services
Last Reviewed:
November 24, 2015
Job Purpose
Under the direction of the Manager of Purchasing Services acts as a Senior Buyer for the
University in accordance with Purchasing Policy, University regulations and procedures, and
taxation and excise regulations. The primary purpose of this job is to research and prepare data
in support of the best price, delivery, and quality of materials for the University's use. In
addition the Senior Buyer will provide decision-making support to faculty and staff by reviewing
and recommending new sources and through the ongoing evaluation of current suppliers. Is
responsible for sourcing and completion of Purchase contracts for an assigned list of
commodities, supplier management including expediting, negotiating, and problem solving,
maintaining commodity files, coordinating University customs activities through our Customs
Broker, answering inquiries from faculty and staff and suppliers, and special assignments as
directed by the Manager of Purchasing Services.
Key Activities
1. Reviews Purchase Requisitions on assigned commodities and using purchasing
experience and sound judgment determines the appropriate acquisition process to
insure that the University is receiving the best combination of price, quality, service, and
delivery. Assembles information on specifications, usage patterns, market availability
and prepares Request for Quotation or Requests for Proposal. May choose to source
requirement from a Government standing offer, through single source negotiation, or
through extension to an existing contract. Evaluates competitive quotes, negotiates
and prepares agreements with suppliers, determines the proper Goods and Services and
Provincial Tax status on purchases, and signs purchase contracts.
2. Is authorized to purchase goods and services valued up to $50,000.00 (freight and taxes
extra). Reviews and approves invoice variances up to $10,000.00. Provides purchase
analysis and source recommendations for the Manager of Purchasing Services’ approval
on orders for delegated commodities in excess of $50,000.
Job Number: SO-191
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Last updated: December 1, 2015
3. Assists faculty and staff in the preparation of Purchase Requisitions by obtaining product
information, quotations, and alternate sources. Advises and recommends to sources of
supply to University staff and faculty based on experience.
4. Provides training and daily guidance to temporary purchasing staff as required.
5. Fleet Management – Responsible for purchase, rental, lease and maintenance
purchases of all corporate vehicles. Researches and advises on vehicles licensing,
insurance and risk management.
6. Maintenance and repair projects – Works with Physical Resources staff preparing
tender and RFP documents for maintenance and repair projects e.g. road repair, roof
repair, window replacement etc. Assists with bid evaluation processes related to these
projects.
7. In the absence of the Manager of Purchasing Services assumes temporary authority to
approve purchases up to $100,000. Prepares purchase recommendations for review by
the Director of Finance for all purchases in excess of $100,000.
8. Reviews incoming courier accounts and postage accounts. Provides guidance to the
Buyer in the payment of the University’s incoming courier account. Advises staff and
faculty on best method of shipping and current rates. Provides instructions on proper
shipping documentation. Sources shipping requirements on special items and
establishes courier accounts as required.
9. Initiates competitive reviews of assigned commodities and on the instruction of the
Manager of Purchasing Services, specific purchasing research projects. Develops
specific recommendations regarding source or method of purchase.
10. On assigned commodities negotiates with the supplier for the return of incorrect,
unacceptable goods, or damaged goods. Arranges to have Physical Resources personnel
remove the goods from University property and place with the appropriate carrier.
11. In the absence of the Manager of Purchasing Services, represents the University at
various local and provincial levels including the Ontario University Purchasing
Management Association, the Kawartha Co -operative Purchasing Association, the
Purchasing Management Association of Canada, and university level cooperative
purchase groups. Represents the Purchasing Office on University business as requested
by the Purchasing Manager.
Analytical Reasoning
Indicate degree of complexity or difficulty of thinking and reasoning required by the job. Provide a
relevant work example that is typical of roles and responsibilities of the job (i.e. not an occasional duty).
Decision Making
Indicate the degree of freedom to exercise initiative or act independently in making day- to-day decisions.
Provide a relevant work example that is typical of roles and responsibilities of the job (i.e. not an
occasional duty).
Impact
Indicate the impact or consequence to the department or University of typical actions or decisions taken by
the job incumbent. Provide a relevant work example that is typical of roles and responsibilities of the job
(i.e. not an occasional duty).
Job Number: SO-191
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Last updated: December 1, 2015
Education
Three year University Degree in a business-related discipline.
Enrolment in SCMA’s Certified Supply Chain Management Professional (CSCMP) designation
program and completion of 5 Supply Chain Management Modules and 4 interactive
workshops.
Experience Required
-
-
Minimum of five years of purchasing experience in a computerized environment - Public
Sector and MRO experience preferred.
Demonstrated ability to work independently as well as function as a team player.
Possession of a high level of individual initiative and demonstrated ability in flexible
problem solving.
Ability to assume full responsibility on delegated work and willingness to be held
accountable for decisions taken.
Working knowledge of University faculty, staff, account responsibility, department
structure and Finance Policies and Procedures. Must be able to utilize this information
to work with Faculty and Staff, ensuring adherence to Finance Policy and Procedures.
Working knowledge of Trent’s supplier network and various markets pertinent to the
needs of an educational institution.
General knowledge of Harmonized Sales Tax regulations and the ability to use the
departments tax guides.
Thorough knowledge of Datatel Purchasing and Accounts Payable Modules.
General knowledge of Canada Customs regulations.
Specific knowledge of buying techniques e.g. ABC Analysis, Quantity Discount Analysis,
Systems Contracting, MRO contracting etc
Working knowledge of contract terms and conditions.
Good personal computer skills including Word and Excel.
Effective negotiating and communication skills.
Responsibility for the Work of Others
Indicate whether the incumbent is directly or indirectly responsible for the work of others. Provide the title
of the position(s) as well as an example of how the incumbent is responsible for the work of others on a
daily basis. Specifically, indicate whether the position has responsibility for hiring and supervision of
student workers.
Direct Responsibility
N/A
Indirect Responsibility
N/A
Job Number: SO-191
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Last updated: December 1, 2015
Communication
Indicate the title(s) of individuals internal and external to the University that the incumbent communicates
with on a regular basis. Provide a brief description of the purpose for communicating with these
individuals.
Internal
External
Motor/ Sensory Skills
Indicate the level of proficiency or precision in motor or sensory skills required by the job. Examples
include but are not limited to: small/large movement to operate machinery; coordinated movement;
equilibrium to maintain balance; dexterity to grasp, move, assemble objects or operate equipment;
hearing, sight, touch, smell, taste. Provide a brief description of tasks performed that require
motor/sensory skills.
Effort
Indicate the physical and/or mental demands of the position in the ordinary course of performing the role.
Examples include but are not limited to: lifting, moving, carrying, pushing/pulling, reaching, kneeling,
remaining motionless, sustained concentration or focus. Provide a brief description of the tasks
performed that are physically and/or mentally demanding.
Mental
Physical
Working Conditions
Indicate any physical and psychological conditions of the position that make the job unpleasant,
disagreeable and/or hazardous to health and well-being. Describe the nature, frequency and duration of
exposure.
Physical
Psychological
Job Description Approved by Human Resources (as per Article 17.1):
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Incumbent
Job Number: SO-191
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Last updated: December 1, 2015
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Immediate Supervisor:
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Department Head/ Dean:
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Job Number: SO-191
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Last updated: December 1, 2015