SUPERVISOR PROCUREMENT COORDINATION

City of Toronto•Toronto, ON

1d•CA$96,566 - CA$132,880•Onsite

About The Position

Reporting to the Manager, Financial Planning & Accounting, the Supervisor Procurement Coordination supervises the procurement staff within the Division and provides oversight, coordination, and delivery of all purchasing related activities on behalf of the Division.

Requirements

Post-secondary education in Business Administration, Supply Chain Management, Procurement, Public Administration, Finance, or a related discipline, or an approved equivalent combination of education and experience.
Considerable experience managing procurement and contract processes in a large, complex organization, including RFQs, RFTs, RFPs, low-value quotations, non-competitive procurements, contract awards, and vendor management.
Experience leading, motivating, training, providing direction and/or supervising support staff in a fast-paced environment.
Experience managing a diverse procurement portfolio, including goods, professional services, and management consultants.
Ability to use SAP Ariba (including sourcing requests, Purchasing requisition approvals, contract release orders, purchase orders, divisional purchase orders, supplier registration, Reporting in Ariba, etc …) and Microsoft Office Suite (Word, Excel, Access, and PowerPoint) to develop, maintain, and manage reports, databases, spreadsheets, and presentations.
Strong research, analytical, financial reporting, and organizational skills, with the ability to interpret complex data and provide recommendations to support business decisions.
Knowledge of the principles, practises and methods used in public purchasing.
Strong analytical and problem-solving skills, with the ability to assess complex issues, develop practical solutions, and make sound recommendations.
Excellent communication, presentation, and relationship-management skills, with the ability to effectively engage stakeholders at all levels of the organization.
Ability to prioritize key deliverables, as well as recognize and report on scheduling conflicts and resource overallocation in a highly demanding work environment with many competing priorities and deadlines.
Ability to establish effective and strong working relationships and trust with multiple stakeholders, including staff, client divisions, vendors, etc.
Excellent verbal and written communication skills and the ability to communicate effectively and professionally with staff at all levels of the organization, as well as external organizations.
Highly developed customer service and interpersonal skills, and the ability to work cooperatively as an effective team member.
Familiarity with Ontario statutes, including the Occupational Health and Safety Act, employment standards, labour relations, human rights, and other applicable government legislation.

Responsibilities

Implements detailed plans and recommends policies/procedures regarding program specific requirements.
Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
Supervises the day-to-day operation of all assigned staff including the scheduling, assigning and reviewing of work. Authorizes and coordinates vacation and overtime requests. Monitors and evaluates staff performance, approves salary increments, hears grievances and recommends disciplinary action when necessary.
Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance and promotes an environment of continuous learning and innovation.
Supervises the day-to-day operation of all assigned staff including the scheduling, assigning and reviewing of work, authorizing and coordination of vacation and overtime requests, monitoring and evaluating staff performance, approving salary increments, and recommending disciplinary action when necessary.
Provides input into and administers assigned budget, ensuring expenditures are controlled and maintained within approved budget limitations. Coordinates and prepares the division's annual Procurement Plan submission and provides divisional stakeholders with the information and resources necessary to develop their multi-year procurement plans.
Leads the coordination and delivery of divisional procurement plans and contracts, working with divisional stakeholders, Purchasing Materials Management Division (PMMD), Legal Division, Financial Planning Division, as well as other internal and external technical and administrative stakeholders.
Coordinates and executes procurement processes related to the purchase of goods and services including, but not limited to, the development of Requests for Quotation (RFQs), Requests for Tender (RFTs), Requests for Proposals (RFPs), Invitational Calls, Non-competitive Procurement, etc.
Administers division level procurement processes including Low Value Quotations (LVQs), Divisional Purchase Orders (DPOs), Non-competitive Procurement, etc.
Assist in evaluating quotation submissions and/or participating in evaluation teams as and when required and makes recommendations regarding the selections of the supplier(s).
Coordinates and executes various contract management related functions and processes including contract/PO spend and usage analysis, Purchase Order Amendments (POAs), etc.
Develops, enhances and maintains procurement tracking and reporting tools.
Establishes, monitors and reports on divisional procurement and contract management KPIs.
Prepares periodic and ad hoc reports related to procurement for Senior Management, business units and divisional stakeholders.
Provides input to the annual Operating and Capital budget preparations as required, related to the financial impact of new contract awards, pricing escalations, etc.
Prepares reports to Bid Award Panel, Committees and Council as well as divisional Senior Management on procurement related matters.
Serves as lead divisional representative for purchasing and related administrative matters and participates in various committees, corporate project/working groups, meetings, etc.
Assists in the development, implementation and monitoring of a Service Level Agreement (SLA) with PMMD to ensure expectations of the division and PMMD are mutually understood and managed.
Develops and delivers procurement related training and resources for division staff engaged in procurement.
Provide support to divisional stakeholders in addressing and resolving contract related issues, including collaboration with corporate partners.
Performs audit on the usage and administration of divisional Blanket Contracts and assists business units as needed to evaluate Vendors to ensure contract compliance and service levels.
Investigates complaints, liaises with external vendors and internal divisional units to assist with resolving disputes by interpreting contractual terms and conditions and/or and offering advice on the same thereby ensuring adherence to contractual obligations as and when required.
Ensures that the division complies with City and provincial purchasing regulations and requirements, e.g. Health and Safety, Fair Wage, Municipal code Chapters 195 and 71, and implements/interprets same.
Designs and recommends processes and procedures related to internal controls and divisional/corporate change initiatives.
Analyzes business processes and procedures, develops options for process efficiencies and ensures that business processes are carried out in an effective manner and as designed.
Designs and delivers effective strategies to anticipate and address emerging business needs and changes in corporate policies and procedures while maintaining a high level of customer service, fiscal accountability, innovation, teamwork and results.
Responds to inquiries and liaises with other divisions, government agencies, outside agencies, consultants, Council members, and the public.