SENIOR PURCHASING ANALYST

• Job ID: 52906
• Job Category: Finance, Accounting & Purchasing
• Division & Section: Seniors Services & Long Term Care, LTC Management Services
• Work Location: Union Station, 65 Front Street West
• Job Type & Duration: Full-Time, 1 Permanent, 1 Temporary (12 months) vacancies
• Hourly Rate and Wage Grade: $41.33 - $45.26
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: L79 Full-time
• Number of Positions Open: 2
• Posting Period: 11-FEB-2025 to 24-FEB-2025 
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The City’s Seniors Services and Long-Term Care Division supports residents in long-term care homes to have the healthiest, most fulfilling lives possible through exceptional care and services, enabling people to live with support and age with dignity. The Division believes in the values of Compassion, Accountability, Respect, and Excellence. CareTO is our brand for the culture change we are investing in for the City’s directly operated long-term care homes (https://www.toronto.ca/community-people/housing-shelter/rental-housing-tenant-information/finding-housing/long-term-care-homes/careto/). Based on evidence-informed research, our goal is to improve the experiences of all those who live, work, volunteer, and visit our long-term care homes.

Job Description

To provide research and information analysis for divisional purchasing and materials management functions through the development and application of reporting management tools, contract tracking and monitoring, custom database, e-business approaches, protocols for information management and analysis and communicating accurate and timely information for staff in the Division.

Major Responsibilities

• Provides research and analytical support, advice and training for the division specific to purchasing procedures and automated systems (SAP and RPGS) service.
• Collects, analyzes, evaluates and interprets information/findings to develop recommendations for improvements to existing projects, policies and services and in the development of concepts and objectives.
• Conducts detailed planning and monitoring of purchasing activities related to the division (e.g. review contract, purchase order and divisional purchase spend).
• Oversees statistical data extraction as the procurement service lead for the division.
• Establishes systems for collecting, maintaining and analyzing information required for compliant and time effective purchases.
• Develops and implements customized database capacity and provides statistical analysis related to procurement requests including but not limited to divisional purchase orders, contract release orders, goods receipts and contracts.
• Identifies procurement plans and workflow issues and recommends needed changes in order to ensure efficient processing, accountability and required performance quality.
• Reviews all unit policies, processes, procedures and information systems. Develops and/or recommends improved and enhanced internal business flows to meet program delivery standards. Addresses issues resulting from internal business flow needs, internal & external communication requirements and timelines.
• Tracks divisional compliance with City, Provincial and Federal purchasing regulations and requirements, e.g. Health and Safety, Fair Wage, Municipal Codes 195 and71, etc. and assist in this interpretation.
• Provides support and guidance to division staff on purchasing functions.
• Leads communication with the City of Toronto Purchasing Division (PMMD), legal services and other areas related to procurement/purchasing.
• Oversees monitoring of existing blanket contracts and co-ordinates commodity and services estimates across the division.
• Provides leadership and support in the development and implementation of purchasing practices for the division.
• Reviews and makes recommendations on divisional stores.
• Prepares Request for Quotations, Request for Proposals and Request of Expression of Interest, Requests for Tender, Request for Supplier Qualifications, Bid Award Panel Reports, and other procurement related documentation for the division.
• Oversees the preparation of reports to Committee and Council concerning purchasing related issues (e.g. over-expenditures, requests for sole sourcing, extensions, etc.).
• Attends committees/meetings dealing with procurement matters.
• Reviews updated statistical techniques of trend analysis including the consumer and industrial price indexes for market information and specific commodity information as it relates to economic purchasing of goods and services.
• Ensures divisional purchasing activities (e.g. blanket contracts, purchase orders etc.) are compliant with corporate policies by running and reviewing ad-hoc reports.
• Maintains awareness of current trends and recommends possible time frames, annual estimates, product specifications for term quotations and blanket contracts scheduling to determine the best time to buy specific commodities.
• Oversees the running evaluation of the divisional purchasing activities (e.g. blanket contracts, purchase orders etc.).
• Leads the research of information on price changes of specific commodities for estimating of future inflation costs and feasibility of extending contracts where options exist.
• Leads the research and facilitation of benchmarking studies, and surveys regarding policies, procedures and practices used by other Purchasing functions throughout North America, i.e. By-laws, policies, procedures, practices, etc.
• Compiles research and preparers reports on corporate issues.
• Reviews and Maintains information in databases used for divisional and service area statistics on purchasing activity and policies and procedures to ensure accuracy.
• Analyses and evaluates information from the Financial Information System (SAP) to compile information relating to purchasing activity, history, benchmarking, etc.

Key Qualifications

Your application must describe your qualifications as they relate to:

1. Post-secondary education in a related discipline and/or Certified Supply Chain Management Professional (CSCMP) or Certified Professional Public Buyer (CPPB) or equivalent combination of education and experience.
2. Considerable experience working in purchasing or supply chain management functions in a large public or private organization.
3. Considerable experience with extracting, analysing, modelling and interpreting large volumes of data.
4. Considerable experience with automated purchasing processes using Financial and/or Procurement Information Systems (SAP, Ariba, RPGS or equivalent etc.).
5. Extensive experience working with Microsoft Office Suite including Word, Excel, PowerPoint and Adobe, etc. including executing queries, and generating reports.

You must also have:

• Knowledge of research methodologies and techniques with an ability to prepare reports, correspondence, recommendations, and research summaries with accuracy, clarity, and precision.
• Knowledge of purchasing needs in the areas of supplies, equipment, and services in a healthcare and/or similar environment.
• Ability to establish effective working relationships with employees, internal/external division partners & stakeholders, outside agencies, service providers, suppliers and representatives from various levels of government.
• Excellent problem-solving skills to analyze requirements, develop or recommend solutions.
• Ability to facilitate training to a variety of audiences, including preparing presentation materials and effectively communicate technical information in a user-friendly capacity.
• Highly developed verbal, and written communication skills to prepare written reports to clearly explain issues, recommend resolutions, display statistical findings and data in an understandable format.
• Ability to thoroughly review work for accuracy and compliance with standards, identifying errors and implementing corrective action to ensure quality.  
• Ability to exercise independent judgement and discretion in dealing with confidential matters.
• Knowledge of the Purchasing By-law, policies, applicable legislation and procedures.
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

As a condition of employment with the Senior Services and Long-Term Care Division, selected candidates will be required to provide a satisfactory Police Reference Check (PRC) with vulnerable sector screening, tuberculosis screening and proof of immunization in accordance with the Fixing Long-Term Care Act, 2021 (O.Reg. 246/22).

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.