Procurement Administrator

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Position Summary:

Provide timely, first-line support to the university community and its suppliers in relation to 3-Way Match issues (supplier invoice information must match University purchase order information and must be for goods and services for which receipt has been acknowledged). Perform quality assurance review of unmatched invoices and appropriate intervention with suppliers and customers. Work proactively to eliminate inconsistencies in how purchase orders are created/managed. Work proactively with suppliers to maximize electronic transmission of invoices and more generally to avoid the submittal of invoices that cannot be matched using the standard Accounts Payable (AP) match process. Promote electronic payment as the primary payment method for all Canadian suppliers. Escalate issues to supervisor and/or Lead Buyer as appropriate. Contribute to the optimal use of the University’s financial and material resources through effective management of the procurement process.

Primary Responsibilities:

• Daily review of unmatched invoices queues and identify issues; determine appropriate solution and communicate with supplier or requester to implement corrections.
• Analyze unmatched invoices to establish root cause(s) and proactively address at the source.
• Provide dedicated 3-Way Match process support to the community.
• Promote the use of the McGill Marketplace (MMP) portal and secured link email invoicing as the primary invoicing methods; support Lead Buyers, the Contract Management System Administrator and the suppliers in the implementation of these invoicing methods.
• Promote epayment as a replacement to payment by cheque for all Canadian suppliers.
• Support McGill MarketPlace enhancement through transaction sampling, supplier coordination and configuration testing.
• Contribute to the on-going activities of Procurement Services’ customer support team by performing miscellaneous procurement process administration-related tasks.

Other Qualifying Skills and/or Abilities

• Ability to work well under pressure to meet deadlines.
• Analytical skills.
• Ability to administer multiple activities.
• Ability to work in a computer-based environment using advanced spreadsheet skills, databases, as well as experience with McGillMarket Place (MMP), Banner (INB).
• Ability to work autonomously and as part of a team.
• Ability to troubleshoot, solve problems, take initiative, and prioritize workload.
• Familiarity with academic and support staff and student regulations. Must be service oriented.
• Knowledge of French and English. McGill University is an English-language university where day to day duties may require English communication both verbally and in writing.

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Annual Salary:

(MPEX Grade 02) $47,030.00 – $58,790.00 – $70,550.00

Hours per Week:

33.75 (Full time)

Supervisor:

Supervisor Systems and Support

Position End Date (If applicable):

Deadline to Apply:

2022-11-25

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected] .