Procurement Management
Applying and managing procurement policies, processes and procedures in order to ensure that appropriate and good quality supplies and services are acquired on time and at a reasonable cost.
Level 1 Introductory: Demonstrates introductory understanding and ability and, with guidance, applies the competency in a few, simple situations. Can direct people to the appropriate source for further information.
BEHAVIORS
- Identifies the applicable general processes and procedures for procurement in own Department/Division.
- Compares standard procurement requests against policies for approval levels, terms and conditions and other authorities.
- Receives and passes on procurement requests to the appropriate channels.
QUESTIONS
- Can you tell me about a time when you were required to process purchase requests?
Probing Questions
* What was your responsibility for processing the requests?
* What steps did you take?
* How did you ensure accuracy and timeliness?
* What was the outcome of processing the requests?
- Describe a time when you received a purchase request that was not compliant with the organization's policies.
Probing Questions
* What was it about the request that was non-standard?
* What did you do?
* Who or what did you consult to determine an appropriate course of action?
* What was the result?
Level 2 Basic: Demonstrates basic knowledge and ability and, with guidance, can apply the competency in common situations that present limited difficulties.
BEHAVIORS
- Performs assigned tasks according to set procedures, rules and regulations.
- Implement the procurement process for approved purchases.
- Interacts with vendors to place approved purchase orders.
- Identifies non-standard procurement requests for further approvals and processing in accordance with the procurement policies.
QUESTIONS
- Tell me about your job responsibilities that involved placing purchase orders with vendors.
Probing Questions
* How did you place the orders?
* How did you ensure the vendor accepted the terms, including delivery date and price?
* What did you do when there were differences from the purchase request?
* Describe your effectiveness in placing purchase orders.
- Describe a time when you received a purchase request that did not comply with the organization's purchasing policy.
Probing Questions
* How did you know the purchase request was non-compliant?
* What did you do?
* Who or what did you consult to determine an appropriate course of action?
* What was the result?
Level 3 Intermediate: Demonstrates solid knowledge and ability, and can apply the competency, with minimal or no guidance, in the full range of typical situations. Would require guidance to handle novel or more complex situations.
BEHAVIORS
- Consistently applies an understanding of procurement policies and guidelines in carrying out tasks.
- Tracks quality, delivery time and cost efficiency in accordance with requirements and standards.
- Identifies issues and problems affecting existing procurement processes.
- Identifies methods to improve specific procurement processes.
- Determines procurement requirements for the project.
- Determines project budgets, controlling project costs.
- Reviews requested variations against contract terms and conditions, the agreed project outcomes and variations in project requirements or conditions.
QUESTIONS
- Describe a time when you were responsible for procurement activities on a project.
Probing Questions
* What were your responsibilities?
* How did you identify the procurement requirements?
* What processes did you follow?
* Describe your effectiveness in procuring for the project.
- Tell me about a time when you recognized an opportunity to improve procurement processes.
Probing Questions
* What were the circumstances surrounding this situation?
* What improvement did you identify?
* How did you arrive at your conclusion?
* What did you do next?
* What was the result?
Level 4 Advanced: Demonstrates advanced knowledge and ability and can apply the competency in new or complex situations. Guides other professionals.
BEHAVIORS
- Analyzes procurement policies and regulations with a view to suggesting improvements.
- Determines the root cause of problems in the process of developing permanent solutions to address them.
- Develops solutions or alternatives for the smooth execution of tasks in response to identified problems in procedural processes.
- Demonstrates flexibility in the fulfillment of urgent/ad hoc requests without unduly interrupting normal processes.
- Ensures that the procurement process conforms with all probity requirements.
- Addresses matters during the defect and liability period.
QUESTIONS
- Describe a time when you had to handle an unexpected urgent procurement request.
Probing Questions
* What were the circumstances surrounding this situation?
* How did you find out about the request?
* What did you do?
* What was the result?
- Tell me about a time when you identified a problem or inconsistency in the procurement policy.
Probing Questions
* What was the problem or inconsistency?
* How did you identify it?
* What did you do next?
* What was the result?
Level 5 Expert: Demonstrates expert knowledge and ability, and can apply the competency in the most complex situations. Develops new approaches, methods or policies in the area. Is recognized as an expert, internally and/or externally.
BEHAVIORS
- Formulates company-wide procurement policies and procedures according to requirements.
- Directs the evaluation of company-wide procurement policies and procedures.
- Minimizes procurement costs by designing, implementing and evaluating systems and schemes.
- Manages the integration / consolidation of multiple interrelated procurement projects.
QUESTIONS
- Describe an experience with a multi-project procurement where you played a significant role.
Probing Questions
* What was the significance and scope of the work?
* What was your role?
* What were the challenges you faced?
* How did you deal with those challenges?
* What was the result?
- Tell me about a new or improved procurement process that you designed and implemented.
Probing Questions
* What was the circumstance?
* How did you design the procurement process?
* What factors did you take into consideration?
* How was the new or improved procurement process implemented?
* What was the result?