24049 – Corporate Affairs Coordinator (for approximately 12 mont

Reporting to the Manager, Strategic Procurement, the Corporate Affairs Coordinator is responsible for coordinating various functions and supporting processes within the Corporate Affairs Business Unit. This includes Procurement support with RFx development, records management, A6 Requisition creation, key contact and administration of mobile phone program, invoicing and monthly integration report processing, and extensive knowledge of current contracts. Support is extended to Permits and Compliance functions within the Corporate Affairs Business Unit.

Responsibilities

• Essential Responsibilities
  • Coordinate and maintain information and documentation for the RFx process, including ongoing coordination with the NS Procurement office.
  • Support the stewardship, governance and execution of the procurement and tendering process to ensure due diligence, fairness, transparency, integrity, and public confidence.
  • Support the Manager, Strategic Procurement and Manager, Permits and Compliance, through tactical leadership and provide recommendations for efficiencies, best practices, and opportunities for improvement.
  • Work cross-functionally with key members of other Business Units to ensure integrated approach for non-retail procurement processes.
  • Manage and maintain the mobile phone package, new user setup, upgrades and maintenance, travel packages, process and review monthly invoices. Main point-of-contact with Service Provider and Account Manager.
  • Maintain all NSLC tender/RFx documents in accordance with Public Procurement policy and established audit control guidelines, ensuring completeness and accuracy.
  • Coordinate with external vendors, NSLC Business Units and the public concerning NSLC’s Procurement process, answering related inquiries and providing direction on how to proceed with any tender/RFx award disputes or complaints.
  • Maintain all Procurement files including RFx and tender, Purchase Order and vendor files to ensure all required information is included.
  • Assist in the preparation of accurate, complete, and timely Procurement support documents.
  • Coordinate and maintain communication for contract renewals to Business Units.
  • Maintain the NSLC contract file for all RFx awards and resulting original legal agreements.
  • Coordinate the NSLC’s non-retail Managed Inventory programs, such as office supplies, and process the monthly electronic invoice payment for the online programs.
  • Maintain Sharepoint A6 Requisition workflows and PO creation in alignment with policy authority thresholds.
  • Create and maintain master data of non-liquor vendors in SAP.
  • Manage the Records Centre and ensure all records are securely stored, maintained, and destroyed in accordance with policy and procedures.
  • Review, approve and issue Offsite Retail Permits to Manufacturing local producers.
  • Review, approve and issue Registered Representative Permits to individuals representing alcoholic brands within Nova Scotia
  • Assist with the maintenance and archiving of records related to Permits and Compliance.
  • Coordinate with Audit and Compliance Program Manager to schedule local manufacturer compliance site visits.
  • Assist with post-compliance follow-up communication to manufacturers, including collecting sign-off on compliance memorandums and actions.
  • Assist with tracking of RSMA audits, data organization of financial statement information and follow-up communication to manufacturers as required.
  • Coordinate with Permits team to maintain the active manufacturer master data tracker file.
• Secondary Responsibilities
  • Provide support and coverage for Procurement Specialist
  • Provide support and coverage for Permits and Regulatory Affairs Analyst
  • Assist in researching supplies and products for the Corporation as well as issuing RFx, evaluation and selection of vendors.
  • Assist in the development and achievement of business unit plans and objectives; achieve individual objectives as assigned.
  • Maintain the manual specific to the role and assist the Manager, Strategic Procurement in maintaining the Procurement Policy & Procedures manual.
  • Maintain and update the Procurement information on Swizzle.
  • Demonstrate commitment to Social Responsibility, NSLC’s Values and Health & Safety
  • Perform other related duties as assigned.

Qualifications

• As a qualified candidate you will have:
  • Undergraduate degree or diploma in Business Administration or a relevant discipline
  • 3-5 years’ experience in general office and administrative work
  • Experience in managing contracts and procurement
  • Strong computer literacy in MS Office and web-based applications; proficiency in MS Excel
• As an ideal candidate you will have:
  • Experience working in SAP
  • Experience in a data entry or data management role
• An alternate combination of education and experience may be considered equivalent.

Are you interested?

If you are interested in being considered for this opportunity, please apply online no later than 11:59 pm on August 26, 2024.

Nova Scotia Liquor Corporation (NSLC)