Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Supply Management, Level D

Job Title Manager, Contract and Supplier Management

Department Strategic Procurement | Supply Management | Financial Operations | VP Finance and Operations

Compensation Range $8,785.08 - $13,703.08 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 March 11, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

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 Manager, Contract and Supplier Management, is responsible for leading the development and implementation of best practice Contract Management and Supplier Relationship Management for UBC. This position will identify and leverage technology solutions and business processes improvement opportunities to lead and optimize the university\xe2\x80\x99s contract management practice.

This role will be responsible for:

Developing, implementing and optimizing the overall framework for contract management and supplier relationships

Leading the strategic management of complex contracts

Developing and coaching Contract Managers

Leading and supporting the UBC Community with sensitive and complex relationships with vendors

Providing advice and guidance to Faculty/Staff with complex needs relating to contract management and supplier relationship management processes

ORGANIZATIONAL STATUS

The Manager, Contract and Supplier Management, reports to the Associate Director, Procurement Strategy and will be responsible for leading the Contract Management Team within UBC. The role will liaise with other managers within the Financial Operations department and will partner closely with the Sourcing and Procurement Strategy teams to ensure optimal coordination, and no overlap of activities. The Manager, Contract and Supplier Management is expected to build strong working relationships with faculty, administrative units and other key stakeholders across the University community.

WORK PERFORMED

Develops a customer service focus in the Contract Management Team. Establish targets and key performance indicators to drive a culture of best practices and improvement in the day-to-day operations of the department. Performs root cause analysis and recommends countermeasures if metrics are not met.

Develops and implements the contract management, contract administration and supplier relationship management framework that is efficient, effective, and based on best practice to deliver value and savings to the UBC community.

Identifies and leads the implementation of a contract management technology solution for the university, automating and optimizing processes to reduce risk, deliver value, and savings to the UBC community.

Leads their direct reports through the HR lifecycles to ensure the team is successful in delivering Procurement Strategy\xe2\x80\x99s objectives.

Sets priorities and provides guidance, feedback, coaching, training, performance management and evaluation and career develop for the team. Leads the Contract Management and Supplier Relationship Management Community of Practice to enhance learning and growth of staff, and service delivery.

Leads the analysis of UBC\xe2\x80\x99s supply base to identify key suppliers that require active contract and supplier relationship management, oversees the creation of annual plans for each supplier to ensure that UBC is receiving the maximum benefits from its supply chain arrangements and that risks and issues are actively managed through corrective actions plans.

Leads the development of dashboards to report on UBC\xe2\x80\x99s top suppliers, providing updates on risks and issues, corrective action plans, and trends/insights.

Manages the end-to-end contract management and contract administration process.

Manages the supplier relationship management processes.

Leads complex and/or strategically important contract and suppler relationship engagement, including but not limited to the creation of annual plans for each supplier and resolving any issues and disputes.

Leads the analysis of industry and category trends to proactively identify supply base issues to minimize risk, protect continuity of supply, and exploit emerging opportunities.

Monitors and analyzes UBC\xe2\x80\x99s spending trends in order to recommend areas for potential efficiencies and savings.

Leads the team in setting consistent departmental practices and procedures and ensures accountability to the agreed upon practices for good service delivery and consistent client experience. Establishes and manages Standard Operating Procedures for the team.

Provides information for monthly key performance indicators and analyzes relevant data to understand performance of the team, identify required improvements, and implement corrective actions.

Identifies opportunities for continuous improvement and works with appropriate groups to design/ develop/ implement.

Diagnoses problems using formal problem-solving tools and techniques from multiple angles and probes underlying issues to generate multiple potential solutions. Works collaboratively to identify, implement and monitor the best solution for service delivery.

Interfaces with the management team in Financial Operations to ensure resolution of customer concerns throughout Finance\xe2\x80\x99s end to end processes.

Partners with other leaders to identify opportunities for significant technology/process enhancements.

Consults / liaises with University Counsel/legal as appropriate.

Identifies opportunities and emerging trends for improvement and builds the business case for projects. As project leader, defines key issues, project scope and required resources.

Interacts with governance, project teams and department committees to develop, implement and manage organizational policies, standards and service levels to facilitate effective service delivery and support, as well as complex project management.

Other duties/projects as assigned.

CONSEQUENCE OF ERROR

The Manager, Contract and Supplier Management, plays an important role in the implementation and operation of contract services for a wide range of customer groups. These units include academic units with responsibility for teaching and scholarship, and administrative units responsible for the efficient, cost effective delivery of a wide range of services and processes that must meet the needs of students, faculty and staff. This position also plays a key role in ensuring that these clients receive appropriate support, and service level agreements in order to achieve their mandates and strategic objectives.

Failure to uphold Contract Management\xe2\x80\x99s mission and ethical principles could result in a loss of confidence in its leadership on behalf of and within the UBC Community and with external stakeholders. 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 Manager, Contract and Supplier Management, must ensure that customers receive appropriate support, and service level agreements in order to achieve their mandates and strategic objectives.

The incumbent must be able to effectively plan and organize activities to ensure that the University\'s needs are satisfied and risks are mitigated. Quick but logical thinking must be exemplified. Errors could result in missed opportunities, costly contracts, and implementation solutions having to be reworked. Poorly analyzed recommendations can lead to ongoing increased costs to the University. Vendor decision analysis and management is key particularly with campus wide supply contracts and contracts of significant dollar value which affect the University\'s operations at the widest level. Inaccurate reporting would result in the inability to assess strategic direction and could result in unfavorable contracts and possible risks for the University.

SUPERVISION RECEIVED

Works autonomously under broad directives received from the Associate Director, Procurement Strategy. Performance subject to periodic review for soundness of judgement, leadership, overall effectiveness and attainment of objectives.

SUPERVISION GIVEN

This position provides leadership, supervision and expertise to M&P staff. The Manager, Contract and Supplier Management, will direct and lead cross functional teams when projects are being executed. Has the authority to hire, train, evaluate, discipline and discharge staff.

MINIMUM QUALIFICATIONS

Undergraduate degree in a relevant discipline

Minimum of eight years of related experience, or the equivalent combination of education and experience

- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own
- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

PREFERRED QUALIFICATIONS

Supply Chain Management Professional SCMP designation or other similar designation

An MBA or Master\xe2\x80\x99s degree in a relevant discipline is an asset

Experience as a team manager

Experience working in a public sector/higher education environment, and leading similar teams within these types of environments, is an asset

Contract Management technology solution experience is an asset

Expert knowledge of contract management and supplier relationship across a range of categories. Ability to act as the contract management and supplier relationship expert.

Ability to work independently within established policies and guidelines to meet defined objectives and goals

Ability to develop business plans, manage business projects and lead a team. Strong strategy development skills

Ability to ensure compliance with policy and process

Ability to liaise with faculty/admin units, suppliers, government bodies, granting agencies, and other public sector institutions

Ability to lead, coach, and develop the supply chain staff and team

Strong project management skills. Well organized and able to manage competing priorities

Experience working with senior leadership and delivering value

Ability to partner with suppliers while maintaining objectivity

Excellent communication and conflict resolution skills required

Expert finance and business analytical skills

Ability to exercise tact, critical thinking, sound judgement, discretion and confidentiality

University of British Columbia