Administrative Attaché - Procurement (00662)

Job class: Administrative Assistant (00662)

Category: Professional Staff

Department/Service: Financial Resources Department

Sub-department: Procurement Sector

Immediate Supervisor: Steve Medeiros

Incumbent or Predecessor: Steve Medeiros

Job Status: Full-time Replacement

Work Schedule: 35 hours per week, daytime

Work Location: Gabrielle-Roy Campus

Date of Entry into Function: As soon as possible

Duration: Until April 28, 2028, or the return of the position's incumbent

Posting Start Date: October 1, 2026

Posting End Date: October 15, 2026, 11:59 p.m.

| JOB DESCRIPTION |

Under the supervision of the Director of Financial and Material Resources, the position holder exercises a role of professional expertise in contract management and procurement. They analyze, recommend, and ensure the rigorous application of processes and the legal framework in the files entrusted to them. The main responsibilities include:

Order Management and Supplier Relations

• Verify and validate all data related to orders (purchase requests, prices, quantities, compliance);
• Communicate with suppliers to obtain prices and relevant information, verbally or in writing;
• Monitor orders and intervene in case of problems (damaged goods, delivery errors, delays, cancellations, or non-compliance);
• Take appropriate measures in case of shortages or defects in supplies, including searching for substitute products;
• Advise managers on the quality of goods and services required and propose alternative solutions that promote standardization and cost optimization;
• Maintain effective communication with French- and English-speaking suppliers;

Contract Management and Tendering Process

• Support and advise managers and employees in preparing and processing documents related to the contract tendering process;
• Participate in preparing calls for tenders and contracts: writing, revising, validating documents;
• Coordinate the steps for opening and analyzing bids;
• Act as secretary of the selection committee and ensure the coordination of work leading to the awarding of a contract;
• Analyze received bids and produce detailed comparative reports including recommendations;
• Enter the required contractual information into the Quebec government's electronic tendering system (SEAO) in accordance with regulatory requirements;
• Develop and maintain expertise in contract management and tendering;

Analysis, Cost Control, and Continuous Improvement

• Analyze needs, conduct market studies, and recommend acquisition strategies aimed at optimizing the quality-price ratio;
• Research and select product ranges to negotiate;
• Design statistical reports and perform analyses of files, contracts, and agreements;
• Formulate corrective or improvement opinions and recommendations.

Administrative Management and Compliance

• Maintain up-to-date records and files: price lists, catalogs, purchase orders, supplier directories, and other administrative documents;
• Ensure administrative and contractual management of the reprography park, including contract monitoring, equipment usage, and quality of services provided by suppliers;
• Participate in the development and updating of the College's policies, regulations, directives, and procedures, and ensure their compliance;
• Write, plan, and update the administrative processes of the service;
• Coordinate major equipment and supply acquisition projects;
• Perform any other related tasks requested by the immediate supervisor.

| REQUIREMENTS |

• Hold a Bachelor's degree in a relevant field of specialization, such as administration, law, or procurement management;
• Possess three (3) to five (5) years of experience related to the position.

Specific Requirements

• Have a good knowledge of the Act respecting contracts of public bodies and related regulations;
• Knowledge of the Quebec government's electronic tendering system (SEAO);
• Ability to communicate orally in English – an asset.

| MANDATORY TESTS |

• Eliminatory language assessment tests: passing threshold set at 80% with possibility of conditional hiring at 70%;
• Eliminatory psychometric and administrative tests related to the requirements of this position.

Our institution is an employer that subscribes to the principle of equal access to employment. We encourage all qualified individuals to apply, regardless of their sex, ethnic origin, disability, sexual orientation, or any other personal characteristic.