Contract Specialist

Duties:

This position reports directly to the Senior Manager, Strategic Procurement and works with all levels of management and clients across all departments and faculties. External contacts include representatives from the government and other public sector agencies, auditors, management consultants, and suppliers.  Although this position reports directly to the Senior Manager, Strategic Procurement, the Contract Specialist will need to work independently and provide services to all of VIU as required.

• Take a significant role in timely contract and amendment reviews, development, negotiations, contract execution; ensuring accuracy, risk mitigation, and proper signing authority.   
• Supports Procurement team in bid preparation with respect to inclusion of applicable contract templates or terms and conditions, and reviews and advises on contractual statements in supplier proposals.
• Maintain contract standards, templates, and relevant terms and conditions in the areas of procurement, outsourcing, collaborative agreements and strategic partnerships.
• Review contracts from all external parties and provide recommendations to align agreements with institutional policies, risk requirements and best practices.
• Examine terms and conditions of contracts including scope of work, pricing arrangements, performance requirements, liability, insurance, privacy, etc. to ensure completeness and accuracy.
• Provide professional and specialized advice and recommendations to internal clients on the formation and administration of contracts including developing contract terms and conditions and generating appropriate contract language to capture intent and risk of planned activities.
• Recommend contractual strategies for successful execution of planned activities to maximize efficiency, cost savings and minimize liability exposure. This will include identifying problems and providing solutions for internal operational issues pertaining to the contract or related agreement that will impact programs or institutional issues including the employment of others.
• Interact with a diverse internal client base, review and understand proposed activity and provide recommendations and advice to determine the appropriate form of contract, and inclusion of specialized terms and conditions.
• Identify, analyze and provide recommendations on potential contracting risks and liabilities associated with business activities by providing advice in the area of contract law, and escalate to Senior Management when necessary.
• Liaise with internal clients to ensure suppliers are completing work to schedule and to required quality levels.
• Single point of contact for managing the indemnity approval process for VIU which includes reviewing indemnity and insurance obligations in contracts and forwarding to University, College and Institute Protection Program (UCIPP) for input and approval, when required. 
• Responsible for managing VIU’s central contract database system and associated file systems and ensure:
  • Consistency and training Procurement staff with inputting accurate contract data, related documents, and relative communication into contracts system;
  • Organize and maintain associated hard copy file systems;
  • Issue or make available reports to internal business units on contract data including contract amounts spent to date, contracts reaching their total contract value, contracts expiring within 6 months, next year, etc.; and
  • Working with Procurement, internal departments, and suppliers with contract terminations, extensions, or identifying required bid processes.
• Initiate and maintain contract templates, and standards and processes for contract management and supplier performance management.
• If required, consult with external legal counsel regarding templates, interpretation of contract terms and conditions, and contract issues. This may also include contract reviews, contract changes, and assistance with negotiations.
• Assist Senior Manager, Strategic Procurement in the development of a Supplier Performance Management program including developing tools, implementation, training key business units and managing program to ensure performance has been documented.
• Provide assistance to high value and/or high risk projects and other areas as required.
• Maintain a close working relationship with the Director, Enterprise Risk Management.
• Stays informed and make others aware of any changes to legislation that may affect the business area’s activities, procedures and policies.
• Keeps immediate Supervisor and the business area apprised of business risk issues.
• Support the Senior Manager, Strategic Procurement with University wide initiatives and programs.
• Completes general updates on the administrative area, faculty or department website (e.g., biographies, announcements, important dates, course information), ensuring information is current and accurate.

Required Qualifications

A bachelor's degree in business or law/legal studies or SCMP designation. 5 years’ experience working in a complex and diverse environment managing complex contracts and service agreements with 3+ years’ experience in contract administration or procurement with a focus on contract administration.  Relevant experience must include demonstrated knowledge of contract law and its application to developing, reviewing and negotiating contracts, and risk mitigation. A combination of education and experience may be considered.

• Strong leadership, interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Customer service focused approach to contract management.
• Strong risk identification, management and mitigation strategies.
• Demonstrated ability to use sound judgment, confidentiality, tact and discretion in dealing with a wide variety of sensitive issues that surface in a diverse environment.
• Considerable experience managing risk associated with major acquisitions and construction projects, ensuring insurance and bonding requirements are addressed.
• Extensive experience negotiating contracts, and resolving contract disputes.

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