Supply Chain Analyst

Staff – Non Union

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Supply Management, Level B

Job Title
Supply Chain Analyst

Department
Procurement Partnerships Supply Management Financial Operations VP Finance and Operations

Compensation Range
$5,906.25 – $8,508.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date
November 23, 2022

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Description Summary

The Supply Chain Analyst is responsible for analyzing, measuring and monitoring the benefits and performance of the University’s major contracts, sourcing programs and spend categories. The Supply Chain Analyst works independently and proactively under the general direction of the Associate Director, Procurement Partnerships, and provides advisory, analytical, and reporting services to support decision making by senior management in Financial Operations and University departments, faculties and administrative units.

The Supply Chain Analyst performs analysis of spend and savings information to create strategic plans for further cost savings and benefits to the University, including recommendations to assist effective contract compliance, decision-making, improvements to the end to end purchasing process, and use of UBC’s ERP system. The Supply Chain Analyst drives a customer-focused culture in alignment with the University’s core values, principles, and sustainability goals and supports strategy development, operational management, benefits realization, continuous improvement, supplier relationship management, and day to day expertise and guidance for staff engaged in supply chain activities.

ORGANIZATIONAL STATUS

Reporting to the Associate Director, Procurement Partnerships, the Supply Chain Analyst provides supply chain management support for Financial Operations. Works closely and liaises with all levels of Financial Operations staff and establishes and maintains close working relationship with administration, management, faculty and staff of all levels of the university community outside of Financial Operations as well as with the supplier community.

WORK PERFORMED

1. Data/Information Management

– Works closely with senior management and subject matter experts to identify and translate their needs for data-driven insights

– Determines available data sources, and most effective and efficient way to access information

– Consolidates a high volume of information from multiple sources ensuring highest levels of data accuracy, relevance and richness standards are upheld; ensures that all relevant information is incorporated and integrated

– Proactively obtains market research data on key spend categories to anticipate market opportunities and barriers

– Develops data management practices that are transparent, standardized, and repeatable to facilitate ease of data availability

– Maintains documents detailing process and methodology for data/information management

2. Complex Analysis and Modelling

– Analyzes detailed spend and transactional pricing data for the University’s spend on goods and services

– Prepares meaningful analysis (e.g. purchasing trends, purchasing channels/catalogue usage, price/product comparisons, identified baseline/benchmark vs. potential options, impact assessments, cost-benefit analysis, forecasted costs/savings, documented assumptions/caveats)

– Supports development of business cases including scope, benefits, disadvantages, risk assessment and management, resource requirements, implementation costs, operational costs, savings and cost avoidance

– Develops complex models that forecast projected benefits/savings for various sourcing options

– Develops complex models that track realized benefits/savings for implemented sourcing strategies

– Supports negotiations with suppliers by providing “what if” modelling scenarios for pricing structures

– Supports contract development by providing Key Performance Indicator (KPI) measurement expertise

– Provides analysis of market data and information that could have significant impact on the ability to support the objectives of UBC; uses advanced quantitative, qualitative and analytical methods

– Develops and implements reportable metrics to meet or exceed defined targets

– Monitors trends, supply markets, commodity indices, and future category pricing to improve category spend

3. Summarizing and Reporting

– Interprets, prepares and presents information to management, stakeholders or suppliers in a timely way to support decision-making

– Prepares summary reports of results, including value-added insights, to support action plans and/or strategy

– Works with internal and external stakeholders to design and develop reporting tools and solutions to track supplier performance metrics, contract compliance reporting, and benefits realization dashboards

– Prepares dashboards and reports demonstrating Contract Compliance and Cost Savings, including summary reporting of all realized cost savings/negotiated savings for roll-up of Financial Operations’ KPI’s

4. Continuous Supplier and Category Improvement

– Proactively monitors category spend and performance ensuring contracts and suppliers meet or exceed market and University specified performance criteria

– Collects and consolidates data/information to measure supplier and contract performance

– Develops various assessments of performance, savings/benefits realized, before and after impact on total cost of ownership, risk, adoption rate, etc.

– Provides recommendations on results of assessments and assists with development of improvements or strategies

– Supports effective supplier management by developing templates and processes, such as a standardized document management approach for KPI results, scorecards, risk assessments, insurance certificates, audit results, emails, preferred supplier listings, etc.

– Promotes the use of preferred supplier contracts to the UBC community via available communication tools to realize projected benefits

– Monitors results of the supplier, contract and program against targets and historical trends; assesses issues or risks, and areas to encourage increased usage of key contracts

– Drives category spend solutions to minimize risk and maximize benefits, such as creation of standardized processes to centrally store supplier/contract information to improve visibility

5. Workday Catalogue Integration

– Monitors the use of supplier punch-out catalogues in Workday and identifies, recommends, implements new opportunities to meet or exceed key Benefit Realization targets

– Develops insightful reporting detailing faculties’ and administrative units’ use of the catalogues to support the Procurement Partners in promoting the use of Workday punch-out catalogues across UBC community

– Works closely with the Integrated Services Center (ISC) throughout the catalogue set-up process to test and deploy new Workday punch-out catalogues

– Liaises with the Integrated Service Centre (ISC), UBC suppliers and Procurement Services to resolve punch-out catalogues issues arising from day to day operations

– Creates, maintains, and updates the process map, Standard Operating Procedure, and lesson learned to facilitate ongoing catalogue setup efforts

5. Leadership and Stakeholder Engagement

– Leads the development of data and information management practices to support Supply Management

– Provides information to advisory committees, such as contract adoption rates and survey results, helping them to promote and raise awareness of programs to drive benefits to overcome barriers

– Develops and delivers presentations to University faculty and end user groups

– Manage project delivery schedules to ensure project timelines are met and adequate resources are allocated

– Reports on lessons learned to the Strategic Sourcing Manager

CONSEQUENCE OF ERROR

Financial Operations plays a key role in enabling the University to achieve its goal of becoming one of the world’s leading universities. The Supply Chain Data Analyst is a key stakeholder and plays an important role in assessing information used in developing and adopting category management strategies that guide the University’s procurement and operational activities. Decisions and actions taken or ignored by the Supply Chain Analyst will have a direct impact on how efficiently and effectively the systems and processes will perform and function. Errors in judgment or failure to act decisively could have a detrimental effect within Financial Operations and the campus at large. Recommendations made by the incumbent which have been poorly analyzed can lead to increased costs to the University and/or negative legal consequence. Failure to uphold Financial Operations’ Mission Statement and ethical principles could result in a loss of confidence in Financial Operations’ Leadership within the UBC community.

SUPERVISION RECEIVED

Reporting directly to the Associate Director, Procurement Partnerships, the incumbent works collaboratively with all staff within Financial Operations (primarily with Procurement Partnerships) and the campus community at large. Decisions have a direct impact on the success of Financial Operations’ operational goals, policies and procedures. Performance is evaluated against project and/or objectives, as measurable results are achieved.

SUPERVISION GIVEN

May provide coaching to Supply Management staff on obtaining spend information.

Minimum Qualifications

University degree in a relevant discipline. Minimum of four years of related experience, or the equivalent combination of education and experience.
Preferred Qualifications

University degree in a relevant discipline; preferably in business administration and or designation in procurement or project management

Minimum of 4 years of experience in an analyst role or similar function

Supply Chain Management Association (SCMA) or Project Management Institute (PMI) designation or training would be considered an asset: SCMP Designation, Certificate in Purchasing or Diploma in Supply Management, Project Management Professional (PMP)

Public sector procurement experience is an asset

Knowledge and experience with an integrated Enterprise Resource Planning (ERP) system

Knowledge and experience with Workday (ERP system for Finance, HR) is highly preferred

Experience with Bonfire (procurement software) is an asset

Ability to understand and apply policies, procedures, and instructions

Ability to analyze problems, identify key information and issues, and effectively resolve

Ability to communicate effectively verbally and in writing;

Strong analytical and modelling skills with ability to synthesize and convert large amounts of raw data into actionable business insights

Strong problem solving skills and critical thinking skills to analyze and interpret financial data, determine implications and provide well-supported recommendations

Knowledge of theories, practices and techniques of strategic information analysis, performance evaluation and monitoring, statistical analysis, financial analysis and cost-benefit analysis

Knowledge of data extraction, transformation, exploration, analytical, and statistical tools is an asset

Demonstrated dedication to accuracy of information and very high quality work/deliverables

Strong time management skills and ability to work on large projects and to prioritize and multi-task under pressure with tight deadlines

Ability to work independently and proactively

Flexible, self-starter with high desire to learn and refine approaches to increase impact

Have innate curiosity with the ability to generate ideas and resolve issues

Strong communication and relationship management skills

Ability to work in multi-disciplined teams is also vital