Team Lead Enterprise Technology Procurement & Contract Administration

City of Toronto•Union, NJ

9d•Onsite

About The Position

The City of Toronto is hiring a permanent, full-time Team Lead to lead its Enterprise Technology Procurement & Contract Administration team within Technology Services. The role provides strategic oversight and management of centralized, City-wide technology procurement and contract administration, coordinating competitive and non-competitive procurements and legal agreements with client divisions, the Purchasing and Materials Management Division (PMMD), Legal Services, and vendors. The position ensures compliance with City policies and by-laws while supporting cost-effective delivery and mitigating financial and legal risks. The Team Lead develops and manages a technology contract inventory, provides procurement and contract administration expertise to City divisions, and leads annual procurement planning and the administration of technology contracts. The role oversees staff and budgets, develops procurement frameworks and procedures, manages vendor performance and contract risks, and reports on procurement and contract administration results. The position reports to the Project Director Business Transformation. The role is based at Metro Hall, 55 John Street, Toronto, Ontario, and is scheduled Monday to Friday for 35 hours per week.

Requirements

Post-secondary education in a professional discipline relevant to the job, such as Supply Chain Management, Public Administration, or Business Administration, together with relevant management experience, or an equivalent combination of education and relevant experience.
Extensive experience leading technology procurements and related operations in a large-scale public- or private-sector organization, including preparing RFPs, RFSQs, RFQs, vendor agreements, and statements of work.
Experience negotiating large, complex technology sourcing contracts and managing legal and contractual obligations.
Experience leading, supervising, training, and motivating staff in a fast-paced, deadline-driven environment with competing priorities, and developing a high-performing and diverse team through inclusion and continuous improvement.
Ability to exercise independent judgment and discretion in sensitive and confidential matters and manage competing deadlines across multiple tasks and projects.
Highly developed oral and written communication skills, including preparing reports, correspondence, presentations, and Council reports, and confidently delivering presentations and facilitating outcome-focused workshops.
Highly developed interpersonal, conflict-resolution, and problem-solving skills, including the ability to build relationships with employees at all organizational levels, internal partners, and suppliers.
Effective analytical and decision-making skills, demonstrating innovation, fiscal accountability, results-oriented and customer-oriented leadership.
Knowledge of purchasing theories, principles, practices, and procedures.
Ability to support Toronto Public Service values and promote equity, diversity, and respectful workplaces.
Ability to lead in a fast-paced, ambiguous, and evolving environment, apply sound judgment, navigate complexity, and drive transformation of procurement and contract administration processes.
Ability to coach, mentor, and develop staff and foster a high-performing culture of professional growth, accountability, collaboration, and continuous improvement.

Nice To Haves

CSCP or SCMP designation.
Familiarity with Ontario statutes, including the Occupational Health and Safety Act, employment standards, labour and human rights legislation, and other applicable government legislation.

Responsibilities

Develop and implement detailed plans and recommend policies and procedures for program-specific requirements.
Supervise, motivate, train, and lead professional and support staff; promote teamwork, quality work, organizational performance, learning, innovation, and professional development.
Manage day-to-day staff operations, including scheduling, assigning and reviewing work; coordinate vacation and overtime requests; monitor performance; approve salary increments; hear grievances; and recommend disciplinary action when needed.
Provide input to and administer assigned budgets, keeping expenditures within approved limits, and contribute to annual Operating and Capital budget preparations, including the financial impacts of contract awards and pricing escalations.
Lead preparation and coordination of the City-wide annual Technology Procurement Plan submission to PMMD and manage delivery of annual procurement plans and contracts with internal and external stakeholders.
Oversee development and maintenance of the Division’s Procurement & Contract Administration Framework, including planning, tracking, and reporting tools.
Identify process gaps and risks and recommend improvements and centralization to improve consistency in technology procurement.
Work with City divisions and Legal Services to prepare City-wide procurement call documents, including RFPs, RFQs, RFSQs, invitational calls, and non-competitive procurements, before submission to PMMD for issuance.
Review and analyze procurement requirements, identify deficiencies, and communicate issues concerning technology and legal requirements.
Oversee divisional technology procurement processes, including Low Value Quotations, Divisional Purchase Orders, and non-competitive procurements; support or lead evaluations and review final recommendations before submission to PMMD.
Ensure procurement documents include required legal terms and conditions, appropriate agreements, and City infrastructure standards.
Negotiate and lead administration of City-wide technology contracts and vendor agreements; consult Legal Services to mitigate risk and ensure compliance with City objectives and procurement policies.
Work with clients, management, vendors, and other stakeholders to understand requirements and reconcile competing priorities in reaching optimal agreements.
Provide technology procurement and contract administration expertise and work with PMMD’s Strategic Sourcing & Category Management Team to align objectives and achieve efficiencies.
Oversee vendor performance, obtain client status updates, and address vendor non-compliance and performance issues.
Develop strategies and procedures to respond to emerging business needs and corporate policy changes while maintaining customer service, fiscal accountability, innovation, teamwork, and results.
Manage contract administration functions, including contract and purchase order spend and usage analysis and Purchase Order Amendments.
Ensure accountability and controls support Council objectives for procurement and contract administration of technology goods and services.
Establish, monitor, and report divisional procurement and contract administration key performance indicators; prepare reports for Committees and Council on technology contracts.
Manage reporting of contract expenditures and liaise with divisional managers about target-value forecasts and contract adjustments.
Review proposals, communications, reports, and legal agreements for procedural compliance, clarity, fairness, and risk mitigation.
Liaise with Legal Services, Internal Audit Services, Risk Management, and Corporate Finance.
Ensure compliance with City and provincial purchasing requirements, including applicable health and safety, fair wage, and Municipal Code requirements.
Provide leadership and guidance on the technology procurement lifecycle for contracted services across the City, ensuring service administration meets client needs and follows approved procedures.
Develop and implement RFP/RFQ lifecycle management procedures and provide staff training.
Maintain current knowledge of technology trends and internal technology standards.