Job Information
City of Toronto SUPERVISOR CONTRACT MANAGEMENT & DIVISIONAL PURCHASE ORDERS in Toronto, Ontario
SUPERVISOR CONTRACT MANAGEMENT & DIVISIONAL PURCHASE ORDERS
Job ID: 47705
Job Category: Finance, Accounting & Purchasing
Division & Section: Corporate Real Estate Management, Business Management
Work Location: Metro Hall, 55 John St
Job Type & Duration: 1 Full-time Permanent
Salary: $93,734.00 - $123,449.00
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 26-Jun-2024 to 11-Jul-2024
Reporting to the Manager Facilities Sourcing, the Supervisor Contract Management & Divisional Purchase Orders will manage Divisional supplier agreements, perform the required sourcing and contract execution activity for purchase orders, and maintain associated systems. In addition, this position will manage processes related to the contract lifecycle of Corporate Real Estate Management (CREM) contracted service agreements and Divisional Purchase Orders (DPOs) within established systems, ensuring they adhere to business practices, City policies, and by-laws.
Major Responsibilities:
Implements detailed plans and recommends policies/procedures regarding program-specific requirements.
Supervises, motivates, and trains assigned staff, ensuring effective teamwork, high work quality and organizational performance, continuous learning, and encouraging innovation in others.
Supervises the day-to-day operation of all assigned staff, including the scheduling, assigning, and reviewing work. Authorizes and coordinates vacation and overtime requests. Monitors and evaluates staff performance, approves salary increments, hears grievances, and recommends disciplinary action when necessary.
Participates in supplier contingency planning to ensure no disruptions in acquiring contracted services and products.
Acts as the primary liaison between Corporate Real Estate Management (CREM) and the Purchasing and Materials Management Division (PMMD).
Provides input into and administers assigned budget, ensuring expenditures are controlled and maintained within approved budget limitations.
Manages the contract lifecycle for CREM vendor contracts and works with the CREM Procurement and Facility Management teams to understand, track, and report upcoming procurements.
Monitors, forecasts, and analyzes contract terms and expenditures and performs the necessary actions to ensure contracts are maintained current and available for use.
Oversees Divisional Purchase Orders (DPOs), ensuring compliance with the procurement requirements and strategy.
Performs procurement for select DPOs, including identifying, engaging, and vetting vendors and developing and implementing an appropriate technical evaluation process for each.
Negotiates contractual requirements of DPOs and manages the implementation phase and adherence to contractual commitments.
Administers CREM contracts and agreements for contracted products and services, consulting with various stakeholders to mitigate risk to the City.
Oversees contract management reporting and compliance. Manages the reporting process and timelines and obtains approvals for all reporting requirements.
Makes recommendations to the Manager about business process simplifications.
Develop and implement strategies based on key performance indicators to improve contract management practices, service delivery, customer satisfaction, cost reduction, and risk mitigation.
Evaluate reports and review final recommendations before submission to PMMD, Committees, or Council.
Prepares various contract-related reports for Committee and Council approval, including recommendation reports, briefs, communications, proposals, and analytical reports for multiple audiences.
Prepares various formal contractual documents, such as Requests for Expression of Interest (REOI), Requests for Information/Proposal/Quotation/Resource (RFUP/Q/R), Vendor Agreements, Statements of Work (SOW), Memorandum of Understanding (MOU), and Service Level Agreements (SLA). Monitors contractor performance to ensure compliance.
Manages CREM contract and procurement records and ensures internal systems are maintained, organized, and current. Review, recommend, and develop enhanced processes to increase the overall effectiveness of the reporting.
Establishes, monitors, and reports on divisional procurement and contract management KPIs.
Works with CREM and other division stakeholders to finalize corporate procurement requirements.
Drafts and issues various internal communications on contract and procurement-related items.
Ensures that the appropriate City officials sign all contracts and that all executed contracts and related material are stored safely in the Division, indexed logically, and quickly retrieved.
Manages to select City-wide consultant agreements and blanket contracts.
Identifies operational and contractual deficiencies and takes appropriate actions to advise Purchasing and Materials Management.
Key Qualifications:
Post-secondary education in a related discipline, e.g., CPPO or CPP, or equivalent combination of education and experience.
Extensive experience in contract administration, cost control, and the processing of schedules and approvals.
Considerable experience in fully completing sourcing events to procure goods and services, from the initial review to release to contract execution.
Considerable experience supervising, leading, training, and evaluating staff, preferably in a unionized environment.
Experience with an ERP System (preferably SAP) for tracking work performed and recovery of expenses.
Sound knowledge in applying purchasing and tendering practices and procedures.
Highly developed communication skills, both orally and in writing, establishing relationships at all organizational levels, suppliers and representatives, and ability to prepare reports, correspondence, and presentation material.
Highly developed skills in negotiation and problem-solving.
A collaborative team player who can organize and manage multiple priorities.
Familiarity with government legislation in occupational health and safety.
Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment toemployment equity (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .
Accommodation
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). 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 . Learn more about the City’sHiring Policies and Accommodation Process (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .