Procurement and Events Officer

Overview

The Ktunaxa Nation Council has an opening for a Procurement and Events Officer. This is a full-time position working in-person in the Ktunaxa Nation Council Government Building.

The Procurement & Events Officer ensures that all KNC events are planned, organized, and executed efficiently, with professionalism, integrity, and excellence, and that all KNC-related swag purchases are on-brand and consistent with the values of the Nation.

The Procurement & Events Officer is responsible for supporting event coordination and managing the full cycle of purchases across the KNC, ensuring that they remain on budget, on brand, and are inventoried and tracked appropriately, reducing clutter and overspending and contributing to the creative branding of the KNC. The position also manages and inventories all event and office-related purchases, including (but not limited to):

• Catering orders
• General office supplies
• Gifts and swag
• Event supplies
• Clothing and PPE orders

Reporting to the Communications Manager, the position will entail establishing and maintaining an inventory control system, determining procurement needs through consultation with the KNC Sectors, coordinating approved orders, sourcing the items cost-effectively through the channels available to KNC and Skinkuȼ, providing design proofs for approval, placing orders and coordinating the storage and/or distribution of items with the individuals who are ordering. The position will also provide coordination support, planning, organization, efficiency, execution, and evaluation to the Communications Manager and Sectors pertaining to KNC events, acting as the principal conduit in which event planning communications are handled.

Responsibilities

Purchasing

• Establishing and maintaining an effective inventory control system
• Prompting sectors to place their requests/orders for known upcoming events well in advance (e.g. AGA, golf tournaments)
• Ensuring that appropriate approvals are in place prior to placing orders
• Ensuring orders are on-brand with the KNC guidelines, per Communications team
• Obtaining purchase orders from Sectors and coordinating inter-sectoral fund transfers
• Maintaining an accurate inventory of swag items in a central location and pulling from existing inventory to meet organization-wide needs
• Maintaining positive and productive working relationships with KNC sectors, Ktunaxa First Nations staff, and citizens.
• Establish a planning calendar of annual events
• For each event (as appropriate):
• Identify both internal and external parties to be involved in planning and implementation
• Create a plan that clearly identifies tasks and who is assigned to those tasks
• Negotiate and secure event spaces
• Calculate budgets and ensure they are adhered to
• Book talent as required, including drum groups, dance troupes, musicians, etc.
• Select catering companies to prepare food for events, same food and select dishes for menus
• Visit venue to plan layout of seating and decorations
• Schedule speakers, vendors, and participants
• Coordinate and monitor event timelines and ensure deadlines are met
• Initiate, coordinate, and/or participate in all efforts to publicize event
• Edit and design promotional materials in collaboration with the Communications Team
• Prepare presentations as requested
• Secure sponsorships with support from the Industry Relations Lead.
• Send out invitations and manage RSVP lists
• Manage volunteers
• Manage correspondence
• Coordinate event logistics, including registration and attendee tracking, presentations and materials support
• Resolving on-site event situations
• Ensure pre- and post-event evaluations and event debriefing at conclusion
• Make sure all insurance requirements are met to reduce KNC liability and risk

Administrative

• Provide relief for Ktunaxa Service Representative position as required
• Other duties as reasonably assigned.

Qualifications

We recognize the value of diverse educational experiences including cultural, academic, work, and lived experience. We encourage those who closely match the qualifications listed below to apply.

• Completion of grade 12 diploma
• Diploma related to hospitality, marketing, advertising, or business administration considered an asset

Skills and Abilities

• Experience working in event planning or related hospitality field
• Experience in purchasing and inventory control
• Computer proficiency and comfort with Microsoft Suite and design software
• Some working knowledge of basic accounting principles, such as invoicing, accounts payable and receivable, and willingness to learn
• Ability to communicate clearly and effectively with coworkers to ensure processes are understood and upheld
• Strong organization skills and ability to stay focused, on track, and prioritize competing tasks and deadlines
• Problem solving and attention to detail
• Demonstrated high levels of energy and flexibility, pleasant personal demeanor coupled with sound judgement
• Maintain discretion and confidentiality

Job Types: Full-time, Permanent

Pay: $53,000.00-$61,000.00 per year

Benefits:

• Casual dress
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday
• Weekends as needed

Ability to commute/relocate:

• Cranbrook, BC V1C 3R2: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Purchasing: 1 year (preferred)

Licence/Certification:

• Driving Licence (required)

Work Location: In person

Application deadline: 2024-11-03