Supervisor Procurement Coordination - Toronto, Canada - City of Toronto

City of Toronto

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

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Description

Job ID: 39684

Job Category:
Finance, Accounting & Purchasing

Division & Section:
Seniors Services & Long Term Care, LTC Management Services

Work Location:
Union Station 3rd floor

Job Type & Duration:
Full Time, Permanent vacancy

Salary:
$93, $119, 274.00

Shift Information:
Monday - Friday per week

Affiliation:
Non-Union

Number of Positions Open: 1

Posting Period: 31-Jul-2023 to 21-Aug-2023

As a member of the Contract Administration & Procurement Support unit, the incumbent in this position will supervise the Contract Administration and Procurement teams within the Unit and provide oversight, coordination and delivery of all procurement, contract and payment related activities on behalf of the Senior Services and Long Term Care Division.

Major 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 and promoted an environment of continuous learning and innovation.
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.
Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
Ensures that established administrative, procurement and financial policies are applied consistently throughout the division
Oversees the departmental procurement and vendor invoicing, purchase card reconciliation revenue and expenditure coding and contract accounting to ensure their consistency with generally accepted accounting principles and requirement of municipal, provincial and federal funding agencies.
Performs various contract expenditure analysis on a regular basis to ensure the integrity and accuracy of financial information
Coordinates and prepares the division's annual Procurement Plan submission, and provides divisional stakeholders with the information and support necessary to develop their multiyear procurement plans
Leads the coordination and delivery of divisional procurement initiatives, working with divisional stakeholders, Purchasing Materials Management Division (PMMD), Policy, Planning, Finance and Administration (PPF&A), as well as other internal and external technical and administrative stakeholders.
Coordinates divisional procurement processes related to the purchase of goods and services including, but not limited to, the development of Requests for Quotation (RFQs), Requests for Tender (RFTs), Requests for Proposals (RFPs), Invitational Calls, Noncompetitive Procurement, etc.
Administers division level procurement processes including Low Value Quotations (LVQs), Divisional Purchase Orders (DPOs), Noncompetitive Procurement, etc.
Assists in evaluating quotation submissions and/or participating in evaluation teams as and when required and makes recommendations regarding the selections of the supplier(s).
Coordinates and supports various contract administration related functions and processes including contract/PO spend and usage analysis, Purchase Order Amendments (POAs), etc.
Develops, enhances and maintains procurement tracking and reporting tools related to the procurement portfolio and divisional contracts.
Establishes, monitors and reports on divisional procurement and contract management KPIs Prepares periodic and ad hoc reports related to procurement for Senior Management, business units and divisional stakeholders.
Provides input to the annual Operating and Capital budget preparations as required, related to the financial impact of new contract awards, pricing escalations, etc.
Prepares reports to Bid Award Panel, Committees and Council as well as divisional Senior Management on procurement related matters.
Serves as lead divisional representative for procurement and related administrative matters and participates in various committees, corporate project/working groups, meetings, etc.
Assists in the development, implementation and monitoring of a Service Level Agreement (SLA) with corporate partners.
Develops and delivers procurement related training and resources for division staff engaged in procurement.
Ensures that the division complies with City and provincial purchasing regulations and requirements, e.g. Health and Safety, Fair Wage, Municipal code Chapters 195 and 71, and implements/interprets same.
Designs and recommends processes and procedures related to internal controls and divisional/corporate change initiatives
Analyzes business processes and procedures, develops options for process efficiencies and ensures that business processes are carried