University of British Columbia Procurement Clerk 1 (Gr4) Full Time in Vancouver, BC

University of British Columbia

Branch Vancouver BC CA

Procurement Clerk 1 (Gr4)
Vancouver, BC

Customs and Logistics; Minimum 3 years general office and administrative experience with emphasis on customer service, procurement, customs and logistics….

Procure to Pay Client Services provides centralized processing and operational support for procurement and payment activities and involves the responsibility of ensuring these operations are efficient in terms of maximizing available resources and effective in terms of maximizing the customer experience.
Functions under the management of the Procure to Pay unit include the Purchase Order process; the University’s Procurement Card program; Customs and Logistics; Payments and general Financial Services.
The Procurement Clerk is Procure to Pay’s first point of contact. As the role of the Procurement Clerk for the campus is diverse and customer focused, the Procurement Clerk must possess fluency in all Procure to Pay areas of responsibility to ensure the provision of seamless and accessible customer service to all internal and external customers. Duties range from complex to routine with the primary functions being departmental reception and customer service, as well as University procurement assistance in the form of “gatekeeper” for the Procure to Pay process.

Organizational Status

Reporting to the Procure to Pay Assistant Manager.

Work Performed

  • Acting as Procure to Pay’s first point of contact, provides front line customer service assistance and guidance to the University on all Procure to Pay functions, ensuring relevant procurement and financial policies / procedures are understood and followed, thereby ensuring the University receives the best functional value and service.
  • Provides professional customer service to all internal and external customers that typically involves action requests and/or status updates regarding Procure to Pay processes and procedures.
  • Works closely/liaises with all levels of Financial Operations, Treasury, Internal Audit and the University’s senior management team where appropriate. Establishes and maintains close working relationships with other University personnel, as well as external clients and associated vendors.
  • Receives, reviews, analyzes, and data enters procurement and financial information as required, ensuring they are in accordance with relevant federal and provincial laws, University policies and procedures, and Supply Management / Financial Services protocols and requirements.
  • Acts as the Procure to Pay “gatekeeper”, responsible to receive, analyze, verify signing authority and process all types of related requisitions checking for accuracy and completeness, following up with requestor departments as required. Maintains the Procure to Pay registry database ensuring status records are accurate and current.
  • Receives, verifies against procurement requirements, records, and date/time stamps all incoming procurement bids and tender documents and liaises with relevant procurement staff as and when appropriate.
  • Resolves customer service complaints and negotiates positive outcomes within scope of authority, maintaining privacy and confidentiality, and escalates as appropriate.
  • Receives, processes, disseminates all incoming/outgoing mail, fax messages and courier packages, arranging/tracking courier deliveries and pick-ups as required.
  • Maintains fluency with technical and procedural knowledge on all relevant systems and applications as well as all approved procurement and financial policies, procedures and signing resolutions.
  • Provides ongoing assistance to Procure to Pay card application processing, customs and logistics, and specific projects as required.

Supervision Received

Reporting directly to the Procure to Pay Assistant Manager the incumbent works collaboratively with all staff within Procure to Pay and the campus community at large. Organizes and prioritizes workload to meet service needs, within guidelines. Performance is evaluated against objectives, as measurable results are achieved.

Supervision Given

Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff.

Consequence of Error/Judgement

Procure to Pay processes governed therein play a key role in enabling the University to achieve its goal of becoming one of the world’s leading universities. Procure to Pay is a key stakeholder and plays an important role in the successful delivery of optimum procurement tools for the University. Actions taken or ignored by the Procurement Clerk will have a direct impact on how efficiently and effectively the systems and processes will perform and function. Errors in judgment, poor analysis, conveyance of misinformation or incomplete information to customers, or failure to act decisively could have a detrimental effect within the procurement and payment areas, and on the campus at large. Failure to uphold Procure to Pay’s Mission Statement and ethical principals could result in a loss of confidence in Procure to Pay’s leadership within the UBC community.
The incumbent must be able to effectively respond in a professional manner to multiple and not always clear customer enquiries in a timely fashion, as well as to support in the planning and organization of diverse activities to ensure day-to-day operational effectiveness for the Procure to Pay functions and that the University’s needs are satisfied and risks are mitigated. Quick but logical thinking must be exemplified.


High School graduation and 1 year post-secondary education. Minimum 3 years general office and administrative experience with emphasis on customer service, procurement, customs and logistics. Ability to provide professional quality service to customers in a courteous, patient manner. Experience with Peoplesoft – FMS (UBC’s Financial Management System) is preferred. Strong working knowledge of Microsoft Office applications, familiarity with a computerized procurement system (preferably with large ERP systems like Oracle or SAP) and general procurement practices. Ability to maintain accuracy and timeliness in performance of duties and ability to work in multi-disciplined teams is also vital. Ability to work proactively, independently, and can effectively prioritize and multi-task while working under pressure to meet deadlines. Accuracy and attention to detail is essential.
Effective, tactful, oral and written communication skills are critical. Demonstrated interpersonal, communication and organization skills are necessary to foster and maintain effective working relationships both internally and externally. Emphasis on customer service experience and pursuit of customer service excellence is essential. 3 years relevant experience or the equivalent combination of education and experience.

UBC hires on the basis of merit and is strongly committed to equity and diversity within its community. We especially welcome applications from visible minority group members, women, Aboriginal persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

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Employment Type: Full Time
Location: Vancouver, BC, CA
Posted on: 2017-03-31
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