SUPERVISOR PURCHASING

City of Toronto • Toronto, ON

2d • Onsite

About The Position

To supervise the Purchasing Unit and support the procurement of selected goods and services on behalf of Toronto Public Health (TPH). To provide consultation, advice, and guidance to divisions on the end-to-end procurement process, related systems, procedures, and policies.

Requirements

• Post-secondary education in a relevant discipline (e.g. Accounting, Economics, Business Management, Purchasing and Supply Chain Management) or an equivalent combination of education and experience.
• Extensive experience in purchasing and contract management in a large-scale organization.
• Considerable experience using automated systems for purchasing e.g. S4/ HANA, SAP Ariba, RPGS (Request to Purchase Goods or Services).
• Experience in preparing and amending purchasing reports and correspondence.
• Experience in motivating, leading, training and managing staff in a fast-paced customer service environment.
• Excellent knowledge of purchasing by-laws, policies, procedures, and applicable municipal and provincial legislation.
• Superior analytical, problem solving and conflict resolution skills.
• Strong customer service, interpersonal and communication skills with the ability to establish effective working relationships with employees, senior management, outside agencies, service providers, suppliers and representatives from various levels of government.
• Ability to interpret detailed specifications for a variety of commodities utilizing a wide range of product knowledge.
• Ability to exercise independent judgement and discretion in dealing with confidential matters.
• Excellent time management, organizational and leadership skills.
• Proficient in the use of various computer applications including Microsoft Office Suite (i.e. Word, Excel and PowerPoint).
• Familiarity with Ontario statutes, including the Occupational Health and Safety Act, Ontario Human Rights Code, Fair Wage, Municipal Code Chapters 195 and 71 and other applicable government legislation.

Nice To Haves

• Certification or designation in procurement or purchasing (e.g. Certified Public Procurement Officer) would be considered an asset.

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.
• Assists the Manager in the hiring of new staff; including the assessment and selection process.
• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Supervises the end-to-end procurement process of all goods and services for TPH. Writes and distributes the necessary documentation to secure contracts and purchase orders.
• Supervises the procurement, maintenance, and management of all procurementrelated software, licensing and hardware.
• Identifies and implements ongoing enhancements to the divisional procurement system to ensure business requirements are met.
• Provides advice and guidance to TPH’s staff and on how to use computerized purchasing systems (i.e., SAP, Ariba, Request to Purchase Goods & Services (RPGS), and Reporting Dashboards), and provides ongoing system training to various staff. Troubleshoots system issues.
• Reviews and approves detailed product and service specifications and scope of work including project management schedules, for submission with Request for Quotations (RFQ) for a wide variety of products and services.
• Provides consultation, information, and resources to management staff to assist with developing their purchasing plans and annual budgets and provides related system support.
• Provides advice and guidance to divisions on contract/vendor related issues. Works to resolve issues of non-compliance on behalf of the City by conducting investigations and liaising with external vendors and divisions to mediate disputes.
• Ensures that TPH complies with City and Provincial purchasing regulations and requirements such as Health & Safety, Fair Wage, Municipal Code Chapters 195 and 71 and implements/interprets the same.
• Maintains an updated knowledge of purchasing and financial control by-laws and associated policies.
• Evaluates RFQ submissions and recommends awarding of contract for final authorization by the Manager.
• Maintains accountability for contract overspending and proper management divisionally of all divisional contracts.
• Recommends contract, purchasing and service delivery for TPH’s directorates and programs.
• Develops and maintains client service monitoring program to ensure internal control and adherence to divisional mandates and purchasing and contract management service level expectations.
• Represents TPH on various committees and working groups.
• Attends Bid Award on behalf of Manager to officially approve and award contracts.
• Attends regular meetings with respect to Ariba Procure to Pay and provides advice and makes recommendations on topics discussed.
• Controls the contract maintenance and expenditure levels and monitors contract usage by developing and maintaining reports and statistics.
• Identifies and recommends efficiencies to processes and timelines, to meet targets.
• Leads weekly meetings with Buyers to go over their portfolios to ensure key performance indicators are met.
• Develops and implements Service Level Agreements with client groups. Monitors performance and takes corrective action for divisions.
• Develops and maintains collaborative and productive working relationships with key divisional staff and management groups within the various external divisions.
• Coordinates and chairs monthly cross-divisional Procurement Planning Committee meetings.
• Develops and presents Procurement Training sessions to management staff.
• Leads various procurement related projects such as leading training for TPH, SAP training for all buyers, development of training manuals and presentations, RPGS enhancements and testing, and leading all aspects of RFQs.
• Responds to all purchasing and contract related issues and concerns from clients.

Benefits

• The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve.
• Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.
• Disability-related accommodation during the application process is available upon request.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree