Procurement and Financial Services Coordinator

Cégep Heritage College is located in Gatineau, Québec, next to the National Capital Region’s Gatineau Park. It is the region’s only public, tuition-free, English-language college, offering innovative and personalized instruction across 19 Career, Pre-University and Continuing Education programs in its modern, state-of-the-art facilities. Cégep Heritage College is a vibrant multicultural institution with dedicated staff serving more than 1,200 students. It delivers educational programming that fosters extraordinary student-teacher interaction, student leadership and entrepreneurship, intercultural dialogue and engagement, and high-caliber athletics.

POSITION
Cégep Heritage College is currently seeking the services of a full-time Procurement and Financial Services Coordinator.

MANDATE
Reporting to the Director of Financial Services, the incumbent ensures the efficient management of the procurement and financial Services department and ensures that contract management activities are carried out in accordance with the various laws, rules, and procedural framework in effect. This person assumes the management functions (organization, direction, control, evaluation) required for the proper functioning of the activities under its responsibility. This person contributes to the development of policies, procedures, work and development plans, and budget for all activities under his/her responsibility. He/she advises management and all staff on contract management, and monitors developments and regulations in her area of expertise.

SALARY RANGE:
Salary and other benefits commensurate with the Regulation respecting certain conditions of employment of senior staff of general and vocational colleges for a Class 6 position with a salary
scale ranging from a minimum of $83, 475 to a maximum of $111,298 per year.

ADDITIONAL QUALIFICATIONS

• Excellent skills in different types of written communications such as policies, procedures, etc.
• Excellent organizational and interpersonal skills.
• Excellent analytical and problem-solving skills.
• Must possess a collaborative approach.
• Must be dynamic, creative and detail oriented.
• Ability to lead and mobilize a team.
• Must be flexible and have a high ability to adapt to different situations.
• Have a strong work ethic and exercise discretion.

FUNCTIONS
Under the authority of the Financial Services Director, the incumbent of this position:

For the College:

• Organizes and controls the activities under his/her responsibility to provide excellent service while respecting deadlines and constraints.
• Collaborates in the definition of objectives and priorities, policy development and the implementation of administrative processes, procedures and guidelines arising therefrom.

More specifically for the procurement sector:

• Plans and evaluates all activities required to ensure the smooth functioning of the college's supply chain, including procurement of goods, services and construction, receipt of goods, mail, inventory management and disposal of assets.
• Supervises, plans, and coordinates the work of employees under his/her responsibility.
• Ensures integrated management of procurement and contracting processes.
• Conducts the required studies and analyses of market conditions, ensuring that procurement costs are optimized (market conditions, consolidated purchasing, etc.).
• Assists the various departments in the preparation of quotations for tenders, conducts call for tenders, analyzes bids, negotiates, and approves purchase orders, goods, services, and construction work.
• Plays an advisory role with managers and employees through information and training, in a customer service approach, to allow a better understanding of regulatory requirements.
• Monitors new regulations relating to the normative framework, reviews processes accordingly, and advises and trains stakeholders involved in the procurement process.
• Coordinates the activities of selection committees in relation to calls for tenders when required.
• Ensures publication and accountability required under the normative framework.
• Disposes of surplus assets and equipment in compliance with current policies in place.
• Collaborates with the person responsible for the application of the contractual rules.
• Represents the College on internal and external committees or with some organizations on all matters relating to procurement and contract management (ex.: Sous-secrétariat aux marchés publics).
• Keeps up to date the security access to tender documents only to authorized personnel.

More specifically for the Financial Services sector:

• Proposes period ending adjustment entries.
• Contributes to producing quarterly financial statements by gathering required information.
• Supervision of budget related entries.
• Replaces the Director of Financial Services when needed.
• Leads implementation of P & F process modernization.
• Supports controller in monitoring security and integrity of systems.
• Coordinates the process and leads the Finance team in the quarterly and annual close of the College’s reporting periods
• Oversees the preparation and reviewing all financial reports including the annual financial statement (RFA), quarterly financial statements and any required ad-hoc financial reports;
• Collaborates with Information Systems and Technology Department in the development of improvements to information systems and coordinating the department’s involvement in implementing changes;
• Maintains appropriate accounting records and documentation to support the financial transactions of the College and ensuring internal controls are in place;
• Acts as the primary contact with the College’s financial institution, with the Ministry financial representatives and with the College’s external auditors;
• Ensures compliance by the College with all laws, regulations and directives relating to financial management;
• Interprets and applies regulations of the Ministry on financial management;
• Drafts and negotiates agreements with financial institutions for the financing of all College operations;
• Reviews the daily cash flow situation and arranging for the necessary funds to be available as required;
• Authorizes the disbursement of funds in accordance with College bylaws;
• Supervises the employees of the College’s finance department including and coordinates all activities related to student fee collection, accounts receivable and payable, maintenance of College signing authorities, banking and account reconciliation activities;
• Participates in College and external committees and meetings as required by the Financial Services Director or the Director General;
• Performs other duties as required by the Financial services Director.

MINIMUM QUALIFICATIONS REQUIRED
Education and Experience

• Hold a bachelor's degree with a specialization related to the position, and three (3) years of relevant work experience.
• Having a Supply Chain certification will be considered an asset.
• Excellent communication skills in both French and English (written, spoken and comprehension) is required.
• Hold an accounting designation (CA, CGA, CMA in good standing).
• Excellent knowledge and skills in the use of technology in a Windows environment with software such as MS Word, PowerPoint, Excel.

Interested candidates should forward their résumé and cover letter stating their motivation for applying and their understanding of this position online on our college website in the career page at http://www.cegep-heritage.qc.ca/manitou/ no later than June 4th, 2023, at 11:45 p.m.

Please note that only online applications will be considered. Only those candidates selected for an interview will be contacted.

Candidates will be required to submit to selection tests. We thank all applicants for their interest in this position.

Cégep Heritage College is an equal opportunity employer and encourages applications from women, Indigenous peoples, members of visible and ethnic minorities, and people with disabilities.