Vendor and Contract Specialist - Toronto, Canada - Toronto Transit Commission (TTC)

Description

JOB INFORMATION
Requisition ID: 9127
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: March 5, 2024
Last Day to Apply: March 15, 2024

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."

Career Opportunity

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 cost-effective approach to acquiring required services. The Vendor and Contract Specialist will develop policies and procedures while ensuring those processes are documented.

What You Will Do

• Partners with internal and external stakeholders to establish contracts that offer the most efficient and cost-effective 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 kick-off 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.

What Skills Do You Bring?

What Qualifications Do You Bring?

• A University Degree or College Diploma in a related discipline, or a combination of education, training, and experience deemed to be equivalent, combined with several years of related experience.
• Demonstrated experience in administering vendor contracts, from RFP specification to contract execution, and ongoing administration
• Experience in purchasing and managing vendor relationships
• Experience in executing procurement activities within a services-based environment
• Advanced technical writing skills and a demonstrated ability to prepare formal written documentation such as Statements of Work, Requests for Proposal, Requests for Tender and Requests for Information
• In-depth knowledge of contract administration concepts and practices
• Demonstrated experience and knowledge of supplier diversity principles and market practices
• Familiarity with budget preparation and control principles and related practices
• Ability to diagnose, prescribe, design and implement solutions that will improve vendor contract management
• Proficient in the use of a personal computer, and computer software and applications related to the work (e.g. Excel, Word, Outlook, etc.)
• Sound judgement and problem solving skills; excellent verbal and written communications skills; highly developed interpersonal and organizational skills
• Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees.
• Must have or quickly acquire knowledge of TTC and departmental policies, practices and standards relevant to the work performed.

What We Offer

• Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging and represents and reflects the needs of the communities we serve.
• A flexible, hybrid work approach that allows colleagues to find balance between their professional and personal lives and making the most of the benefits of working remotely and purpose-driven in-person collaboration opportunities.
• One of the great benefits of being a full-time TTC employee is becoming a member of TTC defined pension plan.
• A comprehensive package that covers health, dental, vision and more.
• Support for professional development opportunities for all colleagues through a broad range of learning programs that include in-person and online training, leadership development, and support for colleagues' well-being.

Commitment to EDI

The TTC is committed to upholding the values of equity, diversity, anti-racism and inclusion in the delivery of its services and in its workplaces. The TTC is committed to fostering a diverse workforce that is representative of the communities it serves at all levels of the organization, and supports an inclusive environment where diverse employee and community perspectives and experiences bring value to the organization. The TTC encourages applications from all applicants, including members of groups with historical and/or current barriers to equity, including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the LGBTQIA+ community. The TTC values and supports an inclusive and barrier-free recruitment and selection process. Accommodations for applicants are available upon request throughout the recruitment and selection process, including for those who identify as having a disability. Please contact Talent Management at Any information received related to an accommodation will be addressed confidentially.

The TTC's policy prohibits relatives of current TTC employees from being hired, assigned, transferred or promoted into positions, where there is a conflict of interest due to a relationship. Should you be selected for an interview, you will be required to disclose the name, relationship and position of any relative who is a current TTC employee.

We thank all applicants for their interest but advise only those selected for an interview will be contacted.