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Vendor and Contract Specialist - Toronto, Canada - Toronto Transit Commission

Toronto Transit Commission

Verified Company

Toronto, Canada

1 month ago

Posted by:

Sophia Lee

beBee Recruiter

Description

JOB INFORMATION

Requisition ID: 8054

Number of Vacancies: 1

Department:
Talent Management Talent Management

Salary Information:
$88, $110,401.20

Pay Scale Group: 09SA (CAN/S/J/09SA)

Employment Type:
Regular

Weekly Hours: 35

Off Days:
Saturdays & Sundays

Shift:
Day

Posted On:
July 18, 2023

Last Day to Apply:
July 31, 2023

Reports to:
Director, Talent Acquisition & Outreach

The Toronto Transit Commission (TTC) is North America's third largest transit system and has been recognized as one of the top places to work in the GTA.

Guided by a forward-thinking strategic plan, the TTC's vision is to be a transit system that makes Toronto proud.

The TTC's recruitment efforts are directly aligned to its mission of providing "a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy.

"

General Accountability:

Reporting to the Director, Talent Acquisition & Outreach, the Vendor and Contract Specialist is responsible for overseeing and coordinating activities for all contracted services within the Talent Management Department. This position is responsible for a wide range of activities associated with the preparation, administration, and ongoing monitoring of third party service contracts, ensuring that all contracts offer the most efficient and costeffective approach to acquiring required services. The Vendor and Contract Specialist will develop policies and procedures while ensuring those processes are documented.

Key Job Functions:

Partners with internal and external stakeholders to establish contracts that offer the most efficient and costeffective approach to acquiring services required by the Talent Management Department.
Prepares formal Statements of Work (SOW), Requests for Proposal (RFP), Requests for Tender (RFT) and Requests for Information (RFI).
Works with department leadership to develop evaluation and weighting criteria for evaluating and comparing proposals.
Incorporates Equity, Diversity and Inclusion language, principles and best practices into contractual agreements.
Works with the Procurement & Category Management (PCM) Department to finalize terms and tenders.
Understands what commitments and risks are being assumed with the contract, both within the Talent Management Department and TTC as a whole, and flags potential concerns to the Director, Talent Acquisition & Outreach, PCM staff, and other stakeholders as required.
Administers and oversees all Talent Management Department contracts, in accordance with the terms of the contract and TTC policies and procedures.
Monitors and oversees the day to day performance, activities and requirements for all contracts and vendors, ensuring effective operational delivery of contracted services and adherence to Service Level Agreements.
Participates in and/or chairs vendor kickoff meetings.
Reviews and tracks invoices, ensuring that they are appropriate, consistent with the terms of the contract, and paid promptly.
Works with departmental Financial Analyst to ensure contract spend is categorized correctly and follows approved budget limits.
Reconciles departmental Purchasing Card monthly statement following outlined procedures.
Tracks and monitors vendor deliverables and performance against contractual obligations.
Acts as the main point of contact with vendors, communicates with vendors when issues arise and suggests corrective actions. Contacts the PCM Department for assistance with performance management, as required.
Ensures that all stakeholders are made aware of any variation or proposed amendments to executed contracts.
Tracks and maintains awareness of contract expiry dates and works with Talent Management leadership and PCM on renewal strategies.
Ensures that new contracts and existing contract renewals, are initiated on time and in accordance with TTC policies and procedures.
Monitors expenditures for contracted services and assists with annual budget preparation.
Provides data analysis and reporting as required to aid in informed decision making.
Develops, improves, adheres to, and executes the contract administration process ensuring practices are in line with contractual obligations and TTC Policies.
Demonstrates behaviours that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with TTC's commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC's policies.
Performs related duties as assigned.