Job Description

Staff - Non Union
Job Category M&P - AAPS
Job Profile AAPS Salaried - Supply Management, Level C2
Job Title Contract Manager
Department Contract Management | Supply Management | Financial Operations | VP Finance and Operations
Compensation Range $7,400.83 - $11,540.42 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date June 13, 2024
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
The Contract Manager is responsible for the contract management, contract administration and supplier relationship management of vendors within their portfolio on behalf of UBC. This role develops and executes contract and supplier relationship plans to ensure that UBC achieves value from its contracts and that UBCs objectives, which may include sustainability, efficiencies, and cost savings, are achieved.
This position is a contract management and supplier relationship management expert and will be responsible for:
developing an approach, the tools, templates and processes for UBC to manage key supplier contracts and relationships
identifying key contracts and supplier relationships that require active management and developing and implementing annual plans for each contract/supplier to deliver maximum benefit to UBC
leading and facilitating Faculty Working Groups to gather input and report on key supplier/contract arrangements to ensure that the needs of the UBC community are well understood and that the university is leveraging its suppliers and contracts to meet the needs of UBC Faculties and Units
managing key contracts and supplier relationships, meeting with UBC suppliers, on behalf of UBC, and ensuring a high level of customer service and service delivery across the University
determining ways to continuously improve UBCs approach, tools and processes and driving the implementation of supply chain initiatives to deliver improved value for money through UBCs contractor agreements and optimize UBCs processes
Organizational Status
The Contract Manager reports to the Manager, Contract and Supplier Relationship Management, and is an integral part of the Procurement Partnerships team, delivering value to the UBC community through supply chain optimization and strong customer service. The position will partner closely with all levels of Financial Operations staff to ensure contracts are properly managed and is expected to build strong working relationships with faculty, administrative units and other key stakeholders across the University community.
Work Performed
Identifies key contracts and supplier relationships that require active management and develops and implements the contract management, contract administration and supplier relationship management framework, procedures and reports that are efficient, effective, and based on best practice to deliver value and savings to the UBC community
Actively participates in the identification and implementation of a contract management technology solution for the university and leads initiatives to automate and optimize processes to reduce risk, deliver value, and savings to the UBC community
Manages all contracts within their portfolio on behalf of UBC in line with UBCs contract management and supplier relationship management processes, providing excellent customer service focused services and end-to-end contract administration services to support the UBC community
Develops and implements a Supplier Relationship Management and Contract Management Plan for each contract/supplier within their portfolio to ensure that the needs of UBC Faculties and Units are being met and that UBCs goals and objectives are achieved
Tracks and proactively manages vendor performance and leads supplier performance and supplier relationship management meetings. Meets with the vendors regularly on behalf of UBC. Accountable for ensuring contract Key Performance Indicators (KPIs) are achieved and maintained, takes initiative to ensure business deliverables are achieved, proactively resolve issues, manage SLAs related to the contract, identify opportunities to improve service and deliver improved value to UBC, and support reporting to faculties/departments to ensure contract is delivering
Leads and coordinates periodic audits to ensure the vendor is meeting the stated commitments and clients are satisfied with performance
Leads Working Groups with Faculty and Staff to gather feedback on vendor/contract performance to support the contract and supplier relationship process and to identify, plan and deliver improvement opportunities. Provides reports to the Working Groups on supplier performance, issues/risks, corrective action plans, category insights/trends.
Actively contributes to build the team practice, developing departmental practices and procedures for good service delivery and consistent client experience. Supports the development of Standard Operating Procedures for the team, contributes to the Contract Management and Supplier Relationship Management Community of Practice to enhance learning and team growth, and service delivery
Develops and maintains a repository for contracts and contract-related documentation (e.g. payment arrangements, change orders, contract renewals/terminations, and completion requirements as needed) and ensures they are stored in a way that stakeholders can easily access them and so as to ensure that contracts can be tracked and actioned on appropriately
Develops and maintains an Annual Plan for all key contracts within their portfolio, ensures that contracts do not expire, change orders/renewals are planned and executed in a timely manner, and accurate contract documentation is actively maintained. Develops a forecast of upcoming procurement and contracting projects and activities and liaises with the Sourcing and Procurement Teams to ensure that activities are planned in a timely manner and a high level of coordination across the teams to ensure that activities are executed effectively
Provides relevant information to the UBC community and Faculty Working Groups regarding UBC contracts/suppliers, including maintaining content on UBCs website
Prepares and maintains accurate records and documentation on all contracts, correspondence and related follow up, including but not limited to price increases, change orders, performance for on-going management
Gathers information for monthly reporting and dashboard requirements. Reports progress on projects and prepares reports Faculties/Units and UBCs management and leadership teams as required
Works with Manager, Contract and Supplier Management on leading process improvement initiatives related to contract management practices, working with key stakeholder groups lead projects and drive continuous improvement
Works collaboratively with other Financial Operations groups, including Procurement, to support the end-to-end supply chain process, including but not limited to supporting competitive bidding processes, including requirements definition, and evaluation of proposals
Recommends and leads countermeasures to address dissatisfied clients or failure of adherence to stipulated contract terms by vendor
Applies negotiation and problem-solving skills to resolve vendor disputes and decides appropriate resolution to problems that may arise during the contracting processes by mediating disputes between University and the vendor(s)/contractor(s). Consult / liaise with University Counsel/legal as appropriate
Collects, analyzes and interprets statistical data and KPIs to measure the success and satisfaction of the ongoing performance of contracts
Works with Risk Management and Finance to coordinate contractual requires, such as insurance and WorkSafe BC requirements
Other duties/projects as assigned
Consequence of Error
The Contract Manager plays an important role in the implementation and operation of contract services for a wide range of customer groups. Failure to effectively manage a vendor and the related contract can lead to ongoing increased costs to the University and a negative reputation for the Financial Operations department and the University as a whole. The Contract Manager must ensure that customers receive appropriate support, and service level agreements in order to achieve their mandates and strategic objectives.
Supervision Received
Works autonomously under broad directives received from the Manager, Contract and Supplier Management. Performance subject to periodic review for soundness of judgement, leadership, overall effectiveness and attainment of objectives.
Supervision Given
The Contract Manager works independently and may provide coaching to others.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum 6-7 years of experience or the equivalent combination of education and experience
- Willingness to respect diverse perspectives, including perspectives in conflict with ones own
- Demonstrates a commitment to enhancing ones own awareness, knowledge, and skills related to equity, diversity, and inclusion
PREFERRED QUALIFICATIONS
Supply Chain Management Professional SCMP designation
Experience in operations or consulting related to purchasing, contract management, category management, strategic sourcing
Experience working with senior leadership and delivering value
Solid strategic category management experience across a range of categories
Contract Management experience
Supplier Relationship Management experience
Strong project management skills
Strong strategy development skills
Strong collaboration and facilitation skills
Ability to partner with suppliers while maintaining objectivity
Excellent communication, customer service, and conflict resolution skills required
Demonstrate autonomy, a sense of organization, and teamwork
Deliver a level of work quality that surpasses the client's expectations
Expert finance and business analytical skills
Ability to exercise tact, critical thinking, sound judgement, discretion and confidentiality