Executive Assistant to VP

UPDATE : Please be advised that this position is still open, but our Client is not accepting new applications at this time.

Should the position re-open to additional Candidates, we will review your application, otherwise we will hold your resume on file for future job opportunities.

IT Procurement Specialist (2 positions) for provincial government ministry client, downtown Toronto.

Marberg Job Number : 2417

Job Type : Temporary.

Initial Term : November 20, 2024 to April 30, 2025.

Compensation : $34.38 per hour.

Regular Work Hours : 7.25 hours per day not including 1 hour unpaid lunch break, to be worked during regular business hours, Monday to Friday (36.25 work hours per week).

Work Location : Hybrid - combination of 2 days remote-based and 3 days onsite at client's downtown Toronto office, near TTC station.

Onsite work expectations subject always to client business requirements, and may change according to client business need.

Responsibilities Summary :

Conduct and support end-to-end procurement activities to acquire Information Technology (IT) goods and services, including IT consulting services, software licenses and maintenance agreements, for provincial government clients.

Advise clients on procurement procedures and policies, supply and delivery options, contract management, and procurement best practices, minimizing risk and ensuring purchase decisions meet cost and quality deliverables.

Conduct vendor sourcing research by utilizing in-house and online resources, and visiting manufacturers, suppliers and trade shows as needed.

Research and evaluate new or specialized products.

• Provide procurement policy interpretation and advice, ensuring compliance with provincial government public procurement directives and guidelines, and operating procedures of provincial trade agreements.
• Organize, coordinate and develop specifications and weighted evaluation criteria in consultation with clients for IT goods and services, to meet diverse operational and program requirements of different provincial government business units.
• Assist senior staff to prepare and conduct Request for Proposal (RFB) and Request for Bids (RFB) processes. Develop, negotiate and manage large, complex tenders ensuring compliance with procurement directives, policies and evaluation methodologies.
• Prepare accurate written descriptions on materials, supplies and equipment, analyze vendor quotations. Review proposals, analyze procurement buying trends, apply pre-established evaluation criteria, and make recommendations to clients on tender award.
• Support contract negotiations between successful respondents, legal services, and clients, and develop and finalize IT consulting service contract agreements.

Lead unsuccessful bidder de-briefings and responding to Tender Freedom of Information and Protection of Privacy (FIPPA) requests.

• Conduct external Contractors Security Clearance process as required.
• Manage contract compliance, and investigate and resolve any supply or performance related matters.
• Prepare reports and PowerPoint presentation as required. Participate on divisional and inter-ministry committees and project teams as required.
• Additional procurement related responsibilities as required.

Qualifications :

Education : Post Secondary Degree or Diploma in Public Administration, Business Administration, or equivalent combination of education and work experience.

Preferred Work Experience : At least 3+ years of progressive experience in commercial procurement.

Preferred Sector Experience : Ontario public sector or broader public sector procurement experience strongly preferred.

Technical and Language Skills Requirements :

• Knowledge of Ontario government specialized application programs and software, e.g. IFIS.
• Strong proficiency in common MSOffice applications, including Word, PowerPoint, Outlook, Excel and Teams, as well as standard office administration equipment and processes.
• Strong English communication skills, including strong business writing skills, satisfactory technical writing skills, and verbal presentation skills suitable for a range of audiences including senior leadership.

Task -Based Qualifications and Additional Attributes :

• Sound knowledge of Ontario government procurement policies and processes, including inter-provincial trade agreements, and Ontario Public Service (OPS) procurement directives and guidelines for IT goods and services.
• General knowledge of OPS program requirements to assess potential of new or specialized products.
• Demonstrable knowledge of contract law and relevant sections of federal and provincial legislation. Knowledge of Freedom of Information and Protection of Privacy Act (FIPPA).
• Demonstrable knowledge of market sources, and current and emerging market conditions and price trends.
• Demonstrated record of professional conduct and character. Responsible, reliable and works to deadlines.
• Proficient de-escalation skills. Ability to surmount internal and external job pressures. Excellent listening skills, and the ability to provide and receive effective feedback.
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• Superior attention to detail, and organized, methodical approach to completion of tasks. Demonstrated ability to apply project management principles, methodologies and best practices.
• Strong relationship management skills including client and vendor relations management, business networking, negotiation, change management and consulting / advisory skills.
• Demonstrated ability to work well both independently and collaboratively, and in an advisory capacity, and liaise effectively with a wide and diverse range of internal and external stakeholders.

Additional Requirements :

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work both remotely and onsite, abiding by organization health and safety policies.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Satisfactory Background Checks, Technical Skills Evaluations, and Employment References.

Application Notes :

Recommended Application Date : We kindly request that you submit your resume as soon as possible, as our client will not accept new applications after Thursday November 14.

Qualified applications may be contacted same day as date of application.