Project Coordinator

3 weeks ago


Toronto, Canada City of Toronto Full time

**Job ID**: 36220

**Job Category**:Project Management

**Division & Section**:Purchasing & Materials Management, Program Support & Policy Development

**Work Location**:City Hall, 100 Queen Street West, Toronto

**Job Type & Duration**:Full-Time, Temporary (12 Month) Vacancy

**Salary**:$86,500-$108,459

**Shift Information**: Monday to Friday, 35 Hours per week

**Affiliation**: Non-Union

**Number of Positions Open**: 1

**Posting Period**: 24-Jul-2023 to 7-Aug-2023

The Purchasing & Materials Management Division is a critical function within the City of Toronto’s complex multi-site, multi-division and multi-stakeholder environment, partnering with all City divisions, designated agencies and corporations in order to procure goods and services at the best value. As part of its commitment to ensuring open, fair, equitable and accessible business processes and practices, the Division utilizes a fair and transparent procurement process, provides leadership and quality customer service, and implements the highest standards of business ethics across the organization.

Reporting to the Manager Business Transformation and Change Management, the Project Coordinator actively communicates and reports on the status of several business transformation sub-projects that involve the rollout and / or sustainment of various SAP Ariba modules including Spend Visibility, Sourcing, Contracts, Supplier Lifecycle Performance, and Buying & Invoicing projects and helps keep them organized and on track. The Project Coordinator possesses strong project coordination abilities, is detail-oriented, communicative with all project partners, and passionate for operational excellence, client satisfaction, and delivering results.

In this role, you will ensure commitment and adherence to the City’s core values and foster an effective, collaborative, engaging working relationship with division staff, the division's management team, staff from other City divisions and all other partners.

**Major Responsibilities**:

- Implements detailed plans and recommends policies and procedures regarding program specific requirements.
- Conducts research into assigned area ensuring that such research takes into account developments within the field, corporate policies and practices, legislation and initiatives by other municipalities and levels of government.
- Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
- Supervises assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
- Supports members of the project team with effective project coordination, teamwork, and communication, collaboration, partnership, and knowledge exchange.
- Ensures projects stay on track within a deadline driven environment, monitoring project progress to reduce risks and initiates timely corrective action when required.
- Makes recommendations to divisional management to support management functions and improve efficiency and effectiveness of service delivery in regards to service optimization and business process simplifications that could result in alternate service delivery, changes in staffing levels, restructuring, and resource allocation.
- Leads and co-ordinates the divisional response for corporate special projects or programs as assigned.
- Assists in the roll out of change management initiatives to support divisional transformation.
- Assists in developing uniform divisional standards and procedures for the successful execution of each SAP Ariba module in keeping with best practice
- Participates and coordinates the provision and development of knowledge-based articles and other supporting information for staff.
- Recommends and implements security practices, privacy and quality assurance requirements.
- Contributes to a divisional risk mitigation plan.
- Liaises with divisional budget, accounting and administrative staff.
- Monitors changes to corporate policies and procedures and determines impact on SAP Ariba projects
- Develops and implements detailed plans and recommends policies and procedures that result from the implementation of the SAP Ariba modules
- Coordinates and maintains ongoing tracking. Ensures the effective use of business intelligence tools for overall oversight of all transformation project initiatives and their tracking and reporting.
- Coordinates all key project documents such as the Project Charter, Terms of Reference, Project Workplan and other relevant materials.
- Prepares business cases, proposals, proof of concept presentations as and when required.
- Coordinates with partners and stakeholders at all organizational levels. This includes scheduling meetings, preparing meeting minutes, following up on actionable items, and providing regular project progress updates and other project reporting.
- Prepares documents for Divisional Management by c


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