Procurement Systems Specialist, TTC (Closes June 12, 2024)

Career Opportunity

The Procurement Systems Specialist will support the Procurement & Category Management (PCM) Department’s transition to SAP Ariba by analyzing existing systems and data, working with stakeholders to understand current business and software system processes, mapping and documenting current processes as needed, providing input regarding the design and functioning of future-state systems, facilitating the implementation of SAP as it relates to PCM, and performing other system and data analysis. The incumbent will also be responsible for administering and maintaining PCM’s business systems and related applications, developing reports and dashboards utilizing Business Intelligence applications providing statistical analysis, summaries, KPI reporting, and on-going support in accordance with best practices, and TTC policies and procedures. This includes staying up-to-date with emerging technologies, gathering and analyzing information from multiple sources (including, but not limited to, consultants, internal and external auditors, other Public Organizations like the City of Toronto), facilitating the development of strategic plans to drive improvements, communicating recommendations (including appropriate road-maps and action plans), developing business solutions, facilitating the implementation of approved projects, configuring applications, and providing quality assurance testing. Responsible for providing training to PCM staff regarding computerized systems and related applications.

What Will You Be Doing?

Projects:

• Research and document the current state of core PCM processes and system functionality in partnership with PCM staff and management.
• Identify process gaps to facilitate the design and implementation of revised business processes that improve the functionality/user experience of PCM’s systems/technologies, data exchange, and reporting tools and are aligned with industry best practices and new technology.
• Elicit functional requirements from various stakeholders using a variety of methods such as interviews, documents, workshops, etc. Create functional specifications and other technical documentation as required.
• Understand and analyze diverse and potentially conflicting needs of various stakeholders and work in partnership with PCM management and Information Technology Services (ITS) to develop solutions that best meet overall business needs.
• Assist with identifying test scenarios, developing test scripts and executing testing in support of user acceptance testing.
• Support and execute Change Management Plans associated with approved projects by applying structured implementation approaches which may require changes to organizational culture, staff, process and technology across multiple user groups.  This includes development of training plans, literature and training of PCM staff.
• Ensure continuous improvement structures are in place to analyze and evaluate the effectiveness and cost benefit of implemented processes.
• Provide analytical technical advice and expertise on industry best-practices related to procurement systems data management and reporting and controls.
• Provide on-going guidance and training to PCM Staff.
• Communicating regularly with PCM Leadership Teams on status of ongoing activities and project implementation activities.
• Participate in project team meetings, Sponsor meetings, Steering Committee and other meetings as required.
• Acting as the change agent and project lead for select projects
• Ensuring effective administration and application functionality of all PCM information systems/applications
• Coordinating and monitoring the operation and use of systems to ensure maximum efficiency and adherence to procedures and controls
• Coordinating and resolving system functionality issues and assisting with required maintenance and design enhancements

What Will You Be Doing continued

• Ensuring effective administration and application functionality of all PCM information systems/applications
• Coordinating and monitoring the operation and use of systems to ensure maximum efficiency and adherence to procedures and controls
• Coordinating and resolving system functionality issues and assisting with required maintenance and design enhancements
• Ensuring business critical systems/applications are functioning and taking immediate action when issues occur by performing preliminary analysis to confirm issues reported
• Creating IT incident/request tickets
• Testing and confirming resolutions
• Providing updates as required to end users of system
• Developing and preparing various reports from available systems/databases
• Reviewing and documenting existing systems/practices (both manual and computerized)
• Conducting analyses, assessments and evaluations of PCM practices, procedures, methods, systems and controls as they relate to computing systems, client interaction, reporting & KPIs, recommend and implementing improvements to the same to ensure the business function is optimized and is aligned with best practices
• Providing guidance as a subject matter expert to other members of the section who have key functions in systems, reporting and business intelligence support.
• Develop and maintain relevant data analytics tools, techniques, create training media, procedures
• Determining the impact of potential changes, and developing cost-benefit analysis for proposed changes
• Authorizing and administering system security
• Maintaining and modifying, with ITS as needed, PCM’s intranet website, suggesting improvements, posting documents and providing support
• Subject Matter Expert with other departments to improve system functions and to introduce new system functionality to meet TTC requirements as required
• Designing and developing proposals, forms, workflows, business processes, data modelling requirements and systems specifications
• Attending meetings and participating in various seminars and courses as required
• Providing product/application support outside regular hours as needed
• Acting as an IT representative for PCM
• Responsible for treating passengers and/or employees with respect and dignity and ensuring the needs of passengers or employees with disabilities are accommodated and/or addressed (if applicable within their area of responsibility) in accordance with the Ontario Human Rights Code and Related Orders so that they can fully benefit from the TTC as a service-provider and an employer.
• Performs related duties as assigned.

What Skills Do You Bring?

What Qualifications Do You Bring?

• Completion of a University Degree in Information Technology, Business or a related quantitative discipline or a combination of education, training and experience deemed to be equivalent combined with related experience in similar medium to large-size organizational environments.
• Significant experience with business systems analysis and optimization including demonstrated experience eliciting requirements, preparing functional design documents and translating business process solutions into technical requirements.
• Experience with procurement systems data management, reporting and controls.
• Good working knowledge of procurement processes and methods.
• Demonstrated ability to engage multiple stakeholders, manage expectations, and ability to work both autonomously and collaboratively.
• Experience working on cross-functional teams and procurement projects which may include external Public and/or Private Sector Partners.
• Proven experience in successfully implementing SAP ERP Systems (S4/HANA and Ariba), and corresponding supporting frameworks. Experience with SAP Procurement modules mandatory.
• Experience with Change Management / Procurement Process Improvements.
• Logical thinker able to develop, communicate and deliver clear strategy and action plans.
• Demonstrable knowledge of and practical experience in Six Sigma Lean and Continuous Improvement principles and best practices.
• Knowledge of system and end user support functions and data security/audit principles and procedures
• Good understanding of project management concepts and practices
• Excellent verbal/written communication and presentation skills
• Ability to keep up to date with current industry developments and market trends regarding information systems and procurement
• Acquainted with latest reporting and monitoring dashboards techniques.
• Strong knowledge of information systems and computer technology concepts, principles and practices and their application in a business environment
• Proficiency with Business Intelligence applications such as Microstrategy, SAP Ariba, Crystal Reports, and significant experience working with Microsoft Office, MS Visio, Project, and Access
• Good judgement; well-developed analytical and problem solving skills; effective interpersonal, verbal and written communication skills
• Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees
• Must have or be able to quickly acquire knowledge of TTC and departmental policies, practices and standards relevant to the work performed
• SAP Certifications on S4/Hana, SAP-Ariba or SAP-Fieldglass is an asset
• Experience as a consultant is an asset

What We Offer

• Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging and represents and reflects the needs of the communities we serve.
• A flexible, hybrid work approach that allows colleagues to find balance between their professional and personal lives and making the most of the benefits of working remotely and purpose-driven in-person collaboration opportunities.
• One of the great benefits of being a full-time TTC employee is becoming a member of TTC defined pension plan.
• A comprehensive package that covers health, dental, vision and more.
• Support for professional development opportunities for all colleagues through a broad range of learning programs that include in-person and online training, leadership development, and support for colleagues’ well-being.