Purchasing Assistant

The Purchasing Assistant is responsible to provide administrative support to the purchasing staff and purchasing function of the Finance department and provides administrative support to the Director and Managers of the Finance department.

The Purchasing Assistant is responsible for preparing, and completing reports and documents used in purchasing to be sent to legal, communications, external vendors, government agencies and other internal stakeholders. You will process vendor and client updates in WorkplaceNL's Oracle Supply Chain Management (SCM) module.

Role Responsibilities

• Responsible for the development and maintenance of various procurement related reports on a weekly/monthly and as required basis both internally and for reporting to the Public Procurement Agency.
• Maintains the master list of annual Tenders for expiry dates and renewals of contracts and related documentation. Documents may include successful submissions, signed vendor documents, contract extensions.
• Maintains tracking record of document status in approval queues and stages.
• Maintains and coordinates Purchasing file status checklist with the responsible Buyers.
• Oversight of WorkplaceNL's Contract Management procedure. Coordinates the execution of contracts and contract extensions with vendors, WorkplaceNL's Legal Department and WorkplaceNL's CEO's office. Ensuring procedures are followed and all implemented in a timely manner.
• Attends Open Call bid openings and, prior to closing, coordinates opening meetings including the inclusion of external attendees.
• Coordinates revisions to Finance procedures and arranges to have the intranet updated.
• Provides all Open Call documents including addendums and awards to Communications for posting to WorkplaceNL website. Prepares and/or formats various purchasing documents, such as Open Call documents, PowerPoint presentations, as well as WorkplaceNL financial statements, etc.
• Plays an important role in the overall information management function within the department. Works with the Information Management Team, as well as management and employees within the department, on various initiatives designed to ensure compliance with records and information management policies, procedures, guidelines and Records Retention and Disposal Schedules (RRDS). This includes ensuring confidentiality, security, integrity and availability of records and information throughout the information management

Essential Skills and Qualifications

• Two-year Business Administration Diploma or Two-year Office Administration from a recognized post-secondary institution complemented by a minimum of three (3) years' experience in Purchasing, Inventory Control or Supply Chain or Administrative work in a dedicated Purchasing or Supply Chain business environment.
• Proficiency in the use of Microsoft Office (Word, Excel, PowerPoint, etc.) and document editing software. Familiarity with Visio would be considered an asset. Strong organizational skills with the ability to exercise initiative and good judgment.
• Ability to work independently, prioritize daily responsibilities, and make decisions within the scope of the position description, and be adaptable to changing daily requirements.

What does success look like in this role?

• Working within a diverse environment whereby client support and people skills are critical to the operations of WorkplaceNL.
• Knowledge of the Public Procurement Act, Regulations and Policy.
• Excellent interpersonal and oral and written communication skills.
• Independent judgement, analytical and decision-making skills.

Experience and an educational equivalency will be considered.

An eligibility list may be established from this competition to fill future vacancies within a period of six months from the date of this posting.

We thank all candidates for their interest; however, only those selected for further consideration will be contacted.

For more information, please visit www.workplacenl.ca

About Us

At WorkplaceNL, we focus on improving quality of life for the people of Newfoundland and Labrador through safe workplaces and support for our clients. We provide occupational health and safety education and help prevent workplace injury and illness. We also provide compensation and support to workers, and their employers, during recovery and return to work.