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coordinator contract administration

2 months ago

Toronto, Ontario, Canada City of Toronto Full time

Job ID: 49253

  • Job Category: Administrative & Finance
  • Division & Section: Toronto Shelter & Support Services, Program Support
  • Work Location: Metro Hall, 55 John Street, Toronto
  • Job Type & Duration: Full-Time, 1 Temporary (12 month) vacancy
  • Hourly Rate and Wage Grade: $ $42.88
  • Shift Information: Monday to Friday, 35 hours per week
  • Affiliation: L79 Full-time
  • Number of Positions Open: 1
  • Posting Period: 04-Sept-2024 to 18-Sept-2024

Major Responsibilities:

Reporting to the Supervisor of Purchasing, the Coordinator Contract Administration, coordinates and assists to prepare and co-ordinate documents and specifications for operational and capital projects. Including tendering, awarding, execution and financial administration of the Toronto Shelter and Support Services Division and will administer the coordination of contracts through the competitive process, tendering for various City Divisions and its agencies.

  • Coordinates the preparation of documents and specifications including REOI's, RFP's, RFQ and associated contracts for operational and capital projects for Toronto Shelter and Support Services Division
  • Provides support to Project Managers to review and comment on documents in relation to the scope, contract administration & payments responsibilities ensuring compliance to Municipal Policies & Procedures
  • Liaise with Purchasing and Materials Management Division; and client divisions regarding the competitive process, award and execution of contract documents
  • Completes competitive process documents to initiate sourcing request through ARIBA including all specifications drawings and stipulates requirements.
  • Liaise with legal the complete execution of legal documents related to contracts.
  • Evaluate quotation submissions and proposals and make recommendation regarding selections of supplier for goods and services requested.
  • Coordinates award process for Operational and Capital projects with Purchasing & Materials Management Division and other City divisions where applicable
  • Tracks, reports and monitors all spending activities related to contracts (tracks project milestones, initiates closing contracts, renewals etc.)
  • Monitors divisional compliance with City, Provincial and Federal purchasing regulations and requirements.

Key Qualifications

  1. Considerable experience with contract administration support including RFP's, RFQ's, bid evaluations, contract awards, service agreements, and non-competitive procurement processess.
  2. Experience in processing vendor invoices and tracking payments
  3. Considerable experience with accounting and procurement software (Financial Modules of SAP, ARIBA, Microsoft Excel)

Must also have:

  • Advanced knowledge of public procurement guidelines and requirements.
  • Experience in performing public procurement sourcing initiatives
  • Knowledge of Toronto Municipal Code Chapter 71, Financial Control, and Toronto Municipal Code Chapter 195, Purchasing By-laws, including Fair Wage, WSIB and Occupational Health and Safety policies, Human Rights Code
  • Ability to plan, prioritize, organize assignments and work with minimal supervision
  • Ability to work and communicate effectively with colleagues, provincial officials, consultants, solicitors and other internal and external clients
  • Ability to run reports in SAP, analyze the data and manipulate the information using spreadsheet software
  • Experience with contract awards and preparation or execution of contract agreements.
  • Experience with processing and reconciliation of vendor invoices, tracking payments, project cost accounting and control and recoverable.
  • Highly developed interpersonal and conflict resolution skills
  • Well-developed written and oral communication skills with the ability to communicate at all organizational levels
  • Ability in working as a part of a team
  • Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces
  • Sound judgement in public and personal relations
  • Ability to investigate complaints from suppliers and mediate disputes or discrepancies regarding the delivery of goods/services ensuring contract obligations are met
  • Knowledge of municipal and interrelated government legislation, policies and procedures

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

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.

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's Hiring Policies and Accommodation Process.