Team Lead, Enterprise Technology Procurement & Contract Administration
Job ID: 28648
Job Category: Finance, Accounting & Purchasing
Division & Section: Technology Services, Office of the Chief Technology Officer
Work Location: METRO HALL, 55 John Street (Hybrid Work Model)
Job Type & Duration: Full-time
Salary: $112,075.60-$131,677.00,TM5208 and Wage Grade 8
Shift Information: Monday to Friday, 35 Hours Per Week
Number of Positions Open: 1
Posting Period: 22-JUN-2022 to 19-JUL-2022
We are looking for an experienced IT procurement professional to lead our Enterprise Technology Procurement & Contract Administration team that contractually enables the Technology Services Division at the City of Toronto.
In this permanent, full-time role, you will report to the Manager of Finance & Enterprise Technology Contract Management, and provide strategic oversight and management, while coordinating the administration of all City-wide technology-related competitive and non-competitive procurements and legal agreements with the client divisions, the Purchasing and Materials Management Division (PMMD), the Legal Services Division and the vendor, to ensure they adhere to City policies and by-laws.
We will rely on your ability to ensure cost-effective delivery of centralized, enterprise-wide technology procurement and contract administration services. As a Team Lead, Enterprise Technology Procurement & Contract Administration, you will develop and manage an inventory of contracts, provide technology-related procurement and contract administration expertise to City divisions, and ensure effective strategies to mitigate financial and legal risks to the City of Toronto.
What will you do?
- Develop and implement detailed plans and recommend policies/procedures regarding program-specific requirements.
- Supervise, motivate and train assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, and continuous learning and encouraging innovation in others. Provide leadership to a team of professional and support staff, setting high standards of communication, co-operation and team building.
- Manage the day-to-day operation of all assigned staff, including the scheduling, assigning and reviewing of work. Authorize and coordinate vacation and overtime requests. Monitor and evaluate staff performance, approve salary increments, hear grievances and recommend disciplinary action when necessary.
- Provide input into, and administer, assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations. Provide input to the annual Operating and Capital budget preparations, as required, related to the financial impact of new contract awards, pricing escalations, etc.
- Lead the coordination and preparation of the City-wide annual Technology Procurement Plan submission to PMMD. Manage the coordination and delivery of the City-wide annual technology procurement plans and contracts, working with various internal and external stakeholders and PMMD.
- Oversee the development and maintenance of the Division’s Procurement & Contract Administration Framework, including procurement and contract management planning, tracking and reporting tools. Identify gaps and risks with current processes, and make recommendations to centralize and improve consistency in procurement of technology goods to mitigate risk.
- Work with management staff in City divisions, and solicitors from Legal Services, to prepare requirements for all City-wide call documents such as requests for proposals (RFP), requests for quotations (RFQ), requests for supplier qualifications (RFSQ), Invitational Calls, Non-competitive Procurement, etc., for technology-related products and services before they are sent to PMMD for issuance. Provide technical expertise, reviewing and analyzing requirements, identifying deficiencies and communicating them to address technology and legal issues.
- Oversee the administration of divisional level technology procurement processes, including Low Value Quotations (LVQs), Divisional Purchase Orders (DPOs), Non-competitive Procurement, etc.
- Lead and/or provide support with the evaluation of responses and review final recommendations prior to their submission to PMMD. Maintain consistency by ensuring that all the required legal terms and conditions, appropriate agreements, and the City’s infrastructure standards are included in the document.
- Negotiate, and lead the administration of, all City-wide technology-related contracts and agreements for contracted products and services with vendors. Consult with Legal Services to mitigate risk to the City.
- Negotiate with, and persuade, management, clients, and various stakeholders, often with competing and conflicting goals, objectives and priorities. Work to understand client requirements, vendor terms, and City objectives in order to reach an optimal agreement, managing risk to the City and ensuring compliance with procurement framework and policies.
- Provide expertise in technology procurement and contract administration, working closely with PMMD’s Strategic Sourcing & Category Management Team to align objectives and achieve efficiencies.
- Oversee vendor performance, ensuring work is being carried out in accordance with the specified terms and conditions. Deal with non-compliance and performance issues with vendors.
- Design and deliver effective strategies to anticipate and address emerging business needs and changes in corporate policies and procedures while maintaining a high level of customer service, fiscal accountability, innovation, teamwork and results.
- Design and recommend processes and procedures related to internal controls and divisional/corporate change initiatives.
- Manage the coordination and execution of various contract administration-related functions and processes, including contract/PO spend and usage analysis, Purchase Order Amendments (POAs), etc. Ensure that the necessary accountability and controls are in place to meet Council objectives regarding contract administration and procurement of technology goods and services.
- Establish, monitor, and report on divisional procurement and contract administration key performance indicators (KPIs).
- Prepare reports for Committees and Council on technology contracts. Monitor the performance of vendors by obtaining status updates from clients.
- Manage the reporting of contract expenditures and liaise with divisional managers regarding the forecasting of target values and contract adjustments.
- Review documentation such as proposals, communications, reports, and legal agreements, and provide feedback to ensure adherence to procedures, RFP document and responses, and ensure that information is clear and fair to mitigate risk to the City. Liaise with Legal Services, Internal Audit Services, Risk Management, and Corporate Finance.
- Ensure 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, etc. Provide leadership and guidance on processes related to technology procurement life cycle of contracted services across the City to ensure that the administration and delivery of the services meet client needs and adhere to approved procedures.
- Develop and implement procedures regarding RFP/RFQ life cycle management and provide training to staff.
- Maintain current knowledge of technology trends and internal technology standards.
What do you bring to the role?
- Post-secondary education in a professional discipline pertinent to the job functions (e.g. Supply Chain Management, Public Administration, Business Administration, etc.) and relevant management experience, or an equivalent combination of education and/or relevant experience. CSCP, SCMP designation is an asset.
- Extensive experience leading technology procurements and related operations in a large-scale public or private sector organization, including the preparation of Requests for Proposals, Requests for Supplier Qualifications, Requests for Quotations, Vendor Agreements and Statements of Work.
- Experience negotiating large, complex technology sourcing contracts and managing legal and contractual obligations.
- Experience in leading, supervising, training and motivating staff in a fast-paced and deadline-driven environment with competing priorities, enabling a high-performing and diverse team, through inclusion and continuous improvement.
- Ability to exercise independent judgment and discretion in dealing with sensitive and confidential matters, managing competing deadlines with multiple tasks/projects.
- Highly developed communication skills, both orally and in writing, including the ability to prepare reports, correspondence, presentation material and Council reports, as well as the ability to confidently deliver presentations, and facilitate workshops with an outcomes-based focus.
- Highly developed interpersonal, conflict resolution and problem-solving skills, with the ability to build relationships with staff at all levels of the organization, internal partners and suppliers.
- Effective analytical and decision-making skills, demonstrating innovation, fiscal accountability, and results-based and customer-oriented leadership.
- Knowledge of the theories, principles, practices and procedures related to purchasing.
- Familiarity with Ontario Statutes, including Occupational Health and Safety Act, employment standards, labour and human rights, and other applicable government legislation.
- Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.
NOTE: All City of Toronto employees are required to be fully vaccinated as a condition of hire in accordance with the City’s Mandatory Vaccination Policy < https://www.toronto.ca/city-government/accountability-operations-customer-service/city-administration/corporate-policies/people-equity-policies/covid-19-mandatory-vaccination-policy/ >. Candidates will be required to show proof of vaccination during the recruitment process.
How to Apply:
For more information on this and other opportunities with the City of Toronto, visit us online at https://jobs.toronto.ca/jobsatcity/. To apply online, submit your resume, quoting Job ID 28648, by Tuesday, July 19, 2022.
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 to employment equity < https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US >.
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’s Hiring Policies and Accommodation Process < https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US >.