PURCHASING AND PROCUREMENT SPECIALIST

Number of Vacancies: 1

Type of Contract: Permanent

Hours of Work: 37.5 Hours/Week

Compensation: $31.01- $32.26/Hour

Job Code: 2-HAD-2026 

Start Date: TBD

Department: Central Administration

Location: Hamilton, ON

ABOUT US

Founded in 1889, YWCA Hamilton is known as one of Hamilton’s original social innovators and works from a feminist, anti-racist, and anti-oppressive framework. We are committed to providing meaningful and accessible services that create opportunities to amplify voices and co-create gender-inclusive and equitable communities.

YWORK FOR US?

Grounded in our core values of intersectional feminism, people-centered approaches, belonging, shared responsibility and strong partnerships, our work is guided by the belief that lasting change can be created together.  YWCA Hamilton envisions an equitable world where women (cis and trans), girls, Two-Spirit and gender-diverse people have the rights and resources to shape their own lives and lead their communities. Join us in taking bold action that leads to life-changing impacts in our community.

AS A YWCA HAMILTON EMPLOYEE YOU GET

• On-the-job training and professional development opportunities
• Childcare discounts
• Opportunities to get involved in our community
• A competitive total rewards package that may include extended health benefits and paid sick time (eligibility criteria applies)

If you’re passionate about making a positive impact in the lives of women, children, gender diverse people and families every day, we would love for you to join our team!

RESPONSIBILITIES

The Purchasing & Procurement Specialist is responsible for the end-to-end sourcing, acquisition, and contract management of goods, services, and capital equipment in accordance with Ontario’s Broader Public Sector Accountability Act (BPSAA), the BPS Procurement Directive, and internal procurement policies.

The role ensures procurement activities are conducted with fairness, transparency, value for money, and risk mitigation, while supporting operational and strategic organizational needs. The incumbent provides procurement advisory services, manages competitive procurement processes, oversees supplier performance, and maintains audit-ready procurement documentation.

KEY RESPONSIBILITIES:

·        Lead and manage formal competitive procurement processes (RFPs, RFQs, tenders, and invitational competitions) from planning through contract award in compliance with the Broader Public Sector Accountability Act (BPSAA), BPS Procurement Directive, and organizational procurement policies.

·        Prepare and issue procurement documentation including RFPs, RFQs, tenders, prequalification documents, and related procurement materials.

·        Develop clear evaluation criteria, scoring matrices, and pricing structures to support fair and transparent evaluation processes.

·        Coordinate all stages of competitive procurement including electronic bid postings, vendor meetings and site visits, addenda issuance, bid closings, and submission compliance.

·        Facilitate procurement evaluation committees, ensuring evaluation integrity, confidentiality, and completion of conflict-of-interest declarations.

·        Prepare procurement evaluation summaries and contract award recommendations for leadership approval.

·        Conduct vendor debriefings in accordance with procurement directive requirements.

·        Draft, review, and coordinate procurement contracts, service agreements, and pricing structures for executive approval, ensuring appropriate terms related to deliverables, service levels, indemnification, insurance, termination provisions, and change management.

·        Ensure all procurement activities comply with BPSAA, the BPS Procurement Directive, applicable trade agreements, and internal procurement and financial policies.

·        Maintain complete, accurate, and audit-ready procurement records and documentation to support transparency, compliance, and risk management.

·        Review and validate purchase requisitions to ensure completeness, appropriate approvals, and compliance with procurement policies and delegated authority limits.

·        Prepare and issue purchase orders in accordance with approved procurement processes and delegated authority requirements.

·        Manage contract administration including renewals, amendments, extensions, and change orders while maintaining centralized contract tracking and renewal alerts.

·        Provide procurement advisory services to internal departments on procurement methods, thresholds, and compliance requirements.

·        Conduct needs assessments, market research, benchmarking, and sourcing analysis to support procurement planning and strategic sourcing decisions.

·        Identify opportunities for cost efficiencies and improved procurement outcomes through volume consolidation, vendor of record (VOR) utilization, cooperative purchasing, and standardization.

·        Develop and maintain professional relationships with suppliers while ensuring ethical procurement practices and conflict-of-interest management.

·        Conduct supplier performance reviews and address vendor performance concerns through appropriate corrective actions when required.

·        Conduct procurement spend analysis and prepare procurement activity reports for leadership to support financial stewardship and decision-making.

·        Recommend improvements to procurement processes, templates, policies, and internal controls to strengthen procurement governance and operational efficiency.

·        Support procurement planning, budgeting, and forecasting activities with internal departments.

·        Provide guidance and training to staff on procurement policies, procedures, and compliance requirements.

·        Contribute to the improvement and digitization of procurement systems, processes, and workflows.

·        Ensures confidentiality and privacy of sensitive records;

·        Provides process and system improvement recommendations;

·        Understands emerging trends, leading practices, industry professional standards;

·        Nurtures and forms meaningful internal and external working relationships and partnerships;

·        Recommends changes to policies, processes, and systems as appropriate to improve and enhance service delivery;

·        Supports YWCA Hamilton mission, vision, and values;

·        Perform other duties as required.

WORKING CONDITIONS:

·        Works 37.5-hour work week;

·        Travel may be required within the Hamilton and Halton Region;

·        Ability to use frequent medium to heavy physical effort: lifting up to 22.7 kg (50 lbs.), bending and stooping.

QUALIFICATIONS

·        Diploma or Degree in Business Administration, Supply Chain Management, Public Administration, Finance, or equivalent academic and/or work experience;

·        Professional certification such as SCMP (Supply Chain Management Professional), OPBA certification, CPPO, CPPB, or an equivalent procurement designation is preferred;

·        2–5 years progressive procurement experience, preferably within the Broader Public Sector;

·        Experience drafting and negotiating contracts with strong attention to detail, documentation accuracy and problem-solving skills;

·        Demonstrated experience managing competitive procurement processes in compliance with the BPS Procurement Directive;

·        Strong knowledge of the Broader Public Sector Accountability Act (BPSAA), BPS Procurement Directive, Ontario trade agreements, and contract law fundamentals;

·        Advanced proficiency in Microsoft Office (particularly Excel) and demonstrated high ethical standards and sound professional judgment;

·        Must be able to lead and work from a feminist, anti-racist / anti-oppressive perspective for operations and strategic planning;

·        Excellent written and verbal communication skills with strong organizational and time management abilities;

·        Must provide a current record Judicial Matters or willingness to obtain at own cost;

·        Ability to work independently with minimal supervision, and also work effectively in a team;

·        Driver’s license and access to a vehicle is an asset;

·        Bilingual English/French or other languages an asset.

As part of YWCA Hamilton’s commitment to Access and Equity, we strive to represent the diverse communities that we serve. Individuals who are women, First Nations, Métis, immigrant, refugee, LGBTQ2S+; individuals with disabilities; and individuals from racialized communities or other marginalized communities are encouraged to apply.

Accommodations are available throughout the recruitment process, if you require accommodation, please reach out to jobs@ywcahamilton.org

Personal information collected during the recruitment process will only be used for employment opportunities in accordance with the Freedom of Information and Privacy Act. Only applications from individuals eligible to work in Canada will be considered. YWCA Hamilton may use AI tools to screen, assess, or select applicants during the hiring process.

Thank you for your interest in YWCA Hamilton. Only those selected for further consideration will be contacted.

Please visit our careers page to see more job opportunities.