Associate Director, Contracts Management

TEEMA; Toronto; On-site; CAD 142,000 - 190,000; Full time

Job summary

A municipal organization in Toronto seeks an Associate Director of Contracts Management to lead essential supply chain and procurement strategies. The successful candidate will provide strategic direction for technology procurements, negotiate complex contracts, and foster a culture of equity and innovation in support of the city's objectives. This position demands a blend of leadership, analytical skills, and extensive experience in technology contract management to ensure effective service delivery and stakeholder satisfaction. Finance management experience is also crucial for achieving organizational goals.

Qualifications

• Extensive senior level experience in technology procurements.
• Experience negotiating large technology contracts.
• Excellent communication and presentation skills.

Responsibilities

• Lead the strategic direction and operational support for technology procurement.
• Develop and implement corporate strategies for technology assets.
• Foster a culture of inclusiveness and equity within the organization.

Skills

Leadership

Negotiation

Communication

Stakeholder Management

Analytical Thinking

Education

Post-secondary education in relevant field

Professional certification (e.g. CSCP, SCMP)

Job description

Job Title: Associate Director, Contracts Management (Project Director Business Transformation)

Division: Technology Services

Reports To: Deputy CTO, Enterprise Services & Operations

Max Salary Range: $142,104 (min) – $166,011 (mid) – $189,918 (max)

The City of Toronto is North America's fourth largest city and Canada's fourth largest government. Its population is highly diverse and multicultural. The City also has several agencies and corporations, including the Toronto Police Service, Toronto Public Library, and the Toronto Transit Commission, which comprise the broader municipal organization.
Consistently ranked one of the world's most livable cities, Toronto is home to more than 2.9 million people whose diversity and experiences make this great city Canada's leading economic engine and one of the world's most diverse and livable cities.
Toronto is a global technology, finance, film, music, culture, and innovation leader. It consistently ranks at the top of international rankings due to investments its government, residents, and businesses championed. In its pursuit of modernizing City services through strategic investment, digital transformation, and a culture of innovation, the Technology Services Division collaborates with all City Divisions, agencies, boards, and corporations to deliver client-centric business solutions and secure, reliable IT infrastructure.
Embarking on a transformative journey, the Technology Services Division is reshaping its culture and service delivery approach, focusing on four key priorities:
1. Build Resilient Foundations: Establish a robust, reliable, and secure technology infrastructure.
2. Deliver User-Centric Solutions: Provide enterprise-grade modern solutions focusing on user experience.
3. Harness Data Power: Utilize data to drive operational processes and informed decision-making Citywide.
4. Empower Stakeholders: Engage and empower stakeholders to foster a culture of agility and innovation.

Job Description

To provide strategic direction, leadership, and operational support for the transformation, integration, and re-organization of the administration of all City-wide technology related competitive and non-competitive procurements and legal agreements with the client division. This includes Purchasing and Materials Management Division (PMMD), Legal Services Division and the vendor, to ensure they adhere to City policies and by-laws. To ensure efficient and cost-effective coordination and delivery of centralized enterprise-wide technology procurement and contract management services by; understanding and negotiating vendor contracts, developing and managing an inventory of contracts; providing technology related procurement and contract administration expertise to City divisions; and developing effective strategies and framework to mitigate financial and legal risk to the City ensuring objectives are met. To lead the implementation of transformative change across the division and provide direction, leadership, and guidance to implement the proposed organizational structure and to ensure it is aligned with the strategic direction of the organization.

Major Responsibilities

• Provide strategic leadership and direction in the development and implementation of corporate strategies for technology-related assets including hardware, software, cloud, and subscription models.
• Leverage key metrics to identify problems areas and adopt current emerging business models with an entrepreneurial mindset and creative approach to deliver best practice and transformational change.
• To co-develop, with applicable Divisions and PMMD, and implement a governance framework and methodology to improve ownership and accountability of the planning, approach, contracting, of City-wide technology contracts.
• Optimize the value and efficiency of technology contract management processes throughout the City and partner with PMMD in co-developing procurement strategies.
• Lead in the design, and development of Division's Contract Management Framework, enhancing planning, tracking and reporting tools to accommodate technological advancements, automation and data-driven insights in partnership with PPMD.
• Develops and maintains relationships with Purchasing & Materials Management Division (PMMD), Legal Services, vendors, contractors, consultants, municipal partners, Provincial/Federal Government and non-government agencies to support a smooth functioning of the technology procurement process, including negotiating favourable terms and conditions.
• Provides expertise in technology procurement and contract administration, working closely with PMMD's Strategic Sourcing & Category Management Team to align objectives and achieve efficiencies.
• Support the selection, negotiates with preferred vendors and documents the selection process for those vendors. Maintains vendor evaluations for preferred vendors.
• Supervise and facilitate the annual client division IT planning process.
• Identify Division's technology priorities and timelines as part of the City's annual IT planning and updating of the corporate the strategic plan.
• Oversees and facilitate the transition of feasible concepts into business cases by supporting clients from the project inception, delivery stages, ongoing management, and sustainment.
• Leads the development and implementation of proper contract management procedure for software and cloud license agreements.
• Partner with PMMD to ensure procurement practices are improved on a continuous basis, contract models, negotiation and vendor management strategies to adapt to evolving technologies, industry standards and regulatory requirements.
• Collaborates with stakeholders to identify cloud service requirements and determines the optimal cloud solutions tailored to digital transformation that meet business needs, while considering factors such as security, cost-effectiveness and compliance
• Ensure compliance with purchasing regulations, codes, cybersecurity regulations, sustainability considerations, and ethical procurement practices.
• Stay informed on market trends and industry best practices, incorporating relevant insights into procurement strategies
• Develops, designs and implements functional policies and programs that make major changes in overall business performance based on long-term needs. Contributes to the continuous improvement of divisional performance through analysis and the development and implementation of sound management practices and procedures, provides program management staff with direction and guidance, processes and tools to increase efficiencies and improve effectiveness of the services provided by this section.
• Directs, through subordinate management staff, all activities of the team, delegating management responsibility.
• Leads and motivates a diverse workforce, ensures effective teamwork, provides resolution to controversial labour relations issues, ensures high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
• Develops, recommends and administers the annual budget for the team, and ensures that the team's expenditures are controlled and maintained within approved budget limitations.
• Leads the divisional Transformation Office and identifies, develops and implements project management plans, to integrate the ways in which the division delivers interventions to improve efficiencies at the City.
• Works with senior staff in developing a future state operating model for the division.
• Develops and implements project management strategies and processes that build on international best practices for effective organizational transformation which will form the future state operating model.
• Recruits and manages the divisional teams responsible for the coordination, development and implementation of all strategies required to achieve the organization's transformational vision and for assembling and managing tools and resources necessary to support the transformation.
• Leads integration initiatives from conception, through process mapping, risk analysis, financial analysis, resource allocation, and contract management and performance evaluation.
• Provides updates and reports on the project status, issues, deliverables and milestones to the Steering Committee.
• Directs the development and implementation of divisional change management strategies which includes training, communications and staff engagement initiatives.
• Provides leadership and oversight to multi-disciplinary project teams.
• Establishes a best practice approach that ensures transparency and fairness in decision making and project implementation.
• Fosters the development of an organizational culture that focuses on delivering exceptional outcome focused services.

Key Qualifications

• Post-secondary education in a professional discipline pertinent to the job functions (e.g. Supply Chain Management, Public Administration, Business Administration, etc.) and CSCP, SCMP or equivalent designation.
• Extensive senior level experience leading technology procurements and related operations in a large-scale public or private sector organization including the preparation of Requests for Proposal, 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 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.
• Experience leading transformational change initiatives and the delivery of programs that create service improvements and efficiencies while managing stakeholders' needs and interests within a complex organization.
• Experience in stakeholder management with a high level of ability to influence and negotiate outcomes effectively with a broad spectrum of diverse internal stakeholders, while balancing political, community and public interests.
• 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, 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, results based and customer-oriented leadership.
• Knowledge of the theories, principles, practices and procedures related to purchasing.
• Familiarity with Ontario Statues, 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.

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.