Part-Time Procurement Manager
Resume:
Jacqueline Mitchell
*** *********** ****** **. ****’s, NL, A1E 2A2
709-***-**** (cell)
709-***-**** (work)
***************@*****.***
SKILLS AND EXPERIENCE
17+ years in procurement with the Government of Newfoundland and Labrador. The last 8+ years in a management role with Tendering and Contracts, TI and Procurement Manager, PPA.
Extensive experience in:
oManaging staff and workloads
oManaging procurement solicitations that come through our shop.
oPreparing reports some monthly and some as needed
oWorking with government legislation such as the Public Procurement Act and our own internal policies with changes made as required
oThe business process for have a purchase order generated
oTraining not only staff of the Government of Newfoundland but also municipalities, schools, hospitals and crown corporations
Extensive experience with Oracle Financial Management System (FMS), excel, HPRM Trim, Word, Powerpoint and MERX e-procurement platform
EMPLOYMENT
MANAGER OF PROCUREMENT
Public Procurement Agency
May 2022 – present
My duties in the position are as follows:
Reporting to the Director of Strategic Sourcing
leads a team of procurement professionals to support the acquisition of commodities by GNL departments, in accordance with the Public Procurement Framework
forecasts production demand and capacity through monthly stat reports;
establishes and communicates production plans and objectives;
assigns work,
monitors efficiency and quality,
identifies where intervention is required and assigns remedial/developmental actions;
receives and resolves escalated enquiries and issues;
reviews and approves pending contracts and purchases orders;
manages procurement applications, including leading system implementations, enhancements and creation of any support activities and documentation;
conducts research and provides recommendations regarding continuous improvement of procurement
trains team of procurement professionals how to use Financial Management System Oracle as well as the e-procurement platform MERX.
MANAGER OF TENDERING & CONTRACTS MAIL AND MESSENGER SERVICES
Department of Transportation & Works
August 2015 – May 2022
My duties in the position are as follows:
Assist the department with the tendering process from start to finish providing for guidance of the information required in the tender, providing dates (opening & closing), distributing specifications and addendums and answering questions from the potential bidders.
Maintain the project/tender file and insure that all document required are received in the time frame outlined in the specifications, audit files for expired insurances and contact contractors for renewed information.
Responsible for the promotion of tenders under the guidelines of the Public Tender Act, Atlantic Procurement Agreement & the applicable rules & regulations as they apply to various government departments, Prepared all tender advertisements for all tenders using Oracle. Advertised all tenders in provincial papers and on government website, Responsible for the tendering and maintenance of all Provincial Highway, Service, Leasing, TW and Municipal Affairs projects, including REOI’s & RFP’s, from the time of advertisement to contract close out, Responsible for putting together any Addendums and getting them out to the various contractors
Used knowledge of Public Tender Act, Atlantic Procurement Agreement and government guidelines and policies to provide contractors and various departmental officials with tendering and contractual support as needed
Chair the opening of all Provincial Highway and Municipal Affairs tenders (which were open to the General Public)
Prepare any and all correspondence between Tendering & Contracts and contractors regarding any tendered projects such as award letters and draft official contract documents.
Auditing and reviewing all tendering procedures and ensuring information is up to date using “Project Analysis Reporting Tracking System”
Responsible for obtaining and maintaining all necessary contract documentation for all Tendered, including Securities, Insurances and Certificates (WHSCC) in PARTS for each contract
Reviewed and approved all departmental invoices for payment, review and approve all divisional requisition forms and payroll
Act as liaison between contractors and Dept. of Transportation & Works and contractors
Assist in the recruitment and training of staff, gives staff knowledge of training offered via PSAccess, chairs divisional meetings
Keep senior management informed on current activities involving Tendering & Contracts
Deposited Performance and Labour and Material securities from contractors into Consolidated Tender Account
Released any and all securities from consolidated tender account once project was completed
Provides weekly validity reports, projects tendered reports and monthly expired bonding reports.
works as a liaison between the contractors and the projects managers/directors/legal/ADM’s/DM’s/Ministers.
Involved in developing policies to make the work place more efficient and safe for employees, ex: Non-Employee Visiting Policies, Gather Information Policies, Preparing the Guide to Tendering Reference Book
Coordinates, plans and directs the provision of government wide mail and messenger services
Develops and implements policies and procedures for an effective postage system
Monitors and verifies expenses and ensures that budgets and schedules are met
Supervises mailroom staff, develops, implements and maintains audit control procedures
PROCUREMENT OFFICER III
Services NL
Government Purchasing Agency
January 2012 – August 2015
My duties in this position are as follows:
Performs contract management work which includes working with legal, end users/project managers/engineering staff to ensure commercial information is in accordance with the Public Tendering Act as it relates to the purchasing of goods and services required. Interprets the Public Tendering Act and how it impacts the end users’ plans/projects. Enters into legally binding contracts on behalf of all government departments and agencies by using delegated signing authority to issue purchase order contracts to supply goods and services.
Interprets and communicates corporate policies and procedures, provincial legislation and trade agreements by participating in Public Tender Openings and pre/post tender award/clarification meetings and works with end users to ensure compliance with related policy procedure and legislation.
Performs contract tendering and administration by reviewing/updating specifications; formatting documents; providing direction on format, price schedules/regulations; arranging distribution of tenders; writing purchase orders/contracts; evaluating tenders and providing fair and equitable communications with bidders to explain/clarify tender specifications.
Liaises with internal staff and suppliers to ensure tender specifications are correct and determines correct delivery and commercial requirements. Works with accounts payable/budget staff to correct invoice/order discrepancies.
Resolves disputes with suppliers and deals with officials at all levels of government on tendering and contract issues to minimize legal issues for government.
Provides advice to department and agencies on legislative issues. Applies rules of the procurement trade agreements to tenders/purchases. Develops and recommends changes/amendments to policy/legislation.
Provides assistance and advice to lower level procurement staff and maintains contact with current and new suppliers by visiting plants, attending seminars and trade shows to keep abreast of new products and services.
BUYER II
Services NL
Government Purchasing Agency
September 2010 – January 2012
My duties in this position involve the following:
Obtains “Requests for Goods and Services” from staff for procurement of goods or services
Ensures that requests are approved by appropriate supervisor; verifies accounting distributions and confirms that budgetary appropriations are available
Determines how goods or services will be procured, ie. Cost – is this a departmental procurement versus Government Purchasing Agency (over $2,500)
Obtain further information as required pertaining to Request for Goods and Services.
Prepare tender documents when required
Obtain supplier quotes when required as per Public Tendering Act
Issues purchase orders using Oracle Purchasing Module and forwards Requisitions to Government Purchasing Agency along with appropriate backup
CLERK III - BUYER
Department of Health and Community Services
St. John’s, NL
January 2007 – September 2010
My duties in this position involve the following:
Obtains “Requests for Goods and Services” from staff for procurement of goods or services
Ensures that requests are approved by appropriate supervisor; verifies accounting distributions and confirms that budgetary appropriations are available
Determines how goods or services will be procured, ie. Cost – is this a departmental procurement versus Government Purchasing Agency (over $2,500)
Train new staff in purchasing in Oracle Purchasing and related Policies and procedures
Obtain further information as required pertaining to Request for Goods and Services.
Prepare tender documents when required
Obtain supplier quotes when required as per Public Tendering Act
Issues purchase orders using Oracle Purchasing Module and forwards Requisitions to Government Purchasing Agency along with appropriate backup
Uses Government’s Oracle Financial Management System for Oracle to issue purchase order and requisitions; check status of invoices, check supplier information and check available funds when necessary
Resolves problem invoicing issues as they pertain to purchase orders
Maintain Government purchasing documentation filing system
Assist Manager of Financial Operations with various task such as preparing Accounts Receivable invoices and other related tasks
Provides professional advice to staff on procurement of goods and services for the department
Resolves purchasing issues as they arise from Department of Government Purchasing Agency
Prepares “Form B’s – Contract Award without Tender Invitation” for Exceptions to the Public Tender Act for signature for the Deputy Minister of Department.
Coordinates and supervises work flow of staff
Assists with the general office management for the department
Maintains and orders supplies for the Department in St. John’s, Grand Falls Windsor and Stephenville
Arranges phone and computer hook-ups/transfers; and all acquisitions of cell phones
Arranges all printing requests for Government Printing Services or for outside vendors when required
Coordinates and supervises front desk coverage
Prepares rotation schedule for front desk coverage
Assists in the coordination of Corporate Events such as Deputy Minister Briefing Sessions and Public Service Week.
CLERK TYPIST II
Department of Health and Community Services
St. John’s, NL
June 19, 2006 - January 2007
My duties in this position involve providing receptionist services for the Department of Health and Community Services.
Provide coverage for the primary telephone line
Receives visitors to the Department and identifies the nature of the visit
Responds to requests for information
Offers assistance to visitors by directing them to the proper Departmental personnel
Receives incoming mail and packages and maintains a record of same
Ensures distribution to appropriate personnel
Arranges courier services
Completes invoices for all courier services utilized
Arranges taxi service for employees and visitors
Maintains accurate records of incoming and outgoing mail
Maintains telephone contact list for all divisions of the Department
Books boardrooms for various divisions and assists with Conference Room bookings
Assists various divisions with typing and other support functions
Maintains inventory of brochures on a variety of Departmental Programs
Aids in the preparation of quarterly and summary reports.
OFFICE ADMINISTRATOR
Landscaping and Garden Design
St. John’s, NL
2003 – 2007
My duties have been highly diverse as follows:
Processing payroll and submitting payroll remittance
Preparing a general ledger for the accountant
Preparing specific forms for layoffs, employees who quit and new employees
Making calls on tenders
Handling some inquiries on jobs
Arranging insurance for different vehicles
CASH OFFICE CLERK/CASHIER/SUPERVISOR
Dominion’s Grocery Store
St. John’s, NL
October 2001– December 2005
My duties included:
Handling money, as well as food
Interacting with customers
Solving any problems that may have come up when management was not around
Reconciling accounts for the day before
Closing the store for the day or week using ELVIS
Opening store for daily operations
Inputting light bills and e-mailing them to Newfoundland Power before the deadline
Helping any other employees who may be having difficulties at work and at home
SALES ASSOCIATE
Eddie Bauer
Avalon Mall
December 2004 – January 2005
My duties included:
Handling the cash
Assisting customers in purchases
Escorting them to the dressing room
Light cleaning
Preparing displays
Arranging the stock in the back room
MARKET RESEARCHER
Acadian Fish Processors
Nova Scotia
October 2004 – December 2004
The duties include:
Preparing a market analysis to determine the viability of bringing different types of ground fish into the Newfoundland market
Contact the main distributors of fish in Newfoundland
Give up to date findings to the company.
SANDWICH ARTIST SUPERVISOR
Subway
St. John’s, NL
April 2001 – October 2001
Duties include:
Handling money and serving customers
Handling food and any problems that employees may have
Preparing reconciliation’s for that day and opening the store
ACCOUNTING ASSISTANT
Nicholas Murphy Chartered Accountant
October 1999 – January 2000
The main duties include:
Preparing reconciliation’s
Journal entries
Pay cheques
Handling financial problems that a certain firm may have.
FORMAL EDUCATION AND TRAINING
Bachelor of Business Administration
Memorial University of Newfoundland
St. John's, NL, 2004
Occupational Health & Safety Certificate
Currently an Occupation Health and Safety Office
Completed Training in 2006
Public Sector Procurement Program
NECI –Legal Edge
Completed June 2011
The Procurement Office
Canadian Law Certificate – Paul Emanuelli
Completed October 2022
PROFESSIONAL STRENGTHS
A highly-personable business person with experience in:
Knowledge of Financial Administration Act
Knowledge of various trade agreements
Knowledge of Public Procurement Act
Proficient in TRIM and Oracle Financial Management System (FMS) – Accounts Payable Modules, Accounts Receivables and Payables
Provincial Government Financial Operations, Policies and Procedures
Effective Written and Oral Communication Skills
Excellent Analytical & Planning Skills
Ability to work independently,
Proficient in Excel, Access, Word and Power Point
Completed French Intermediate Level 2
Knowledge of PARTS
First Aider
Completed Fostering a Healthy Workplace and various Respectful Workplace Courses
Conflict Coaching
REFERENCES
Frank Butler
Director of Strategic Sourcing
***********@***.**.**
Heather Tizzard
Associate Deputy Minister
**************@***.**.**
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