Contract Officer

2 weeks ago

Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

Position Summary:
The incumbent will play a key role in the administration of various Procurement contracts, while ensuring a project management approach to the contract roll-out, monitoring the deliverables, supplier performance, competitiveness and governance of these. The incumbent’s portfolio consists of a mix of principal procurement contracts for McGill Student Housing and Hospitality Services (SHHS) (the Client).

Change management, customer centricity and rigorous contract administration are of utmost relevance for this challenging and stimulating portfolio. The incumbent, in consultation with the Client’s management team, is expected to focus on different aspects of each contract, including but not limited to the contract implementation, contractual deliverables, financial commitments, concessions and capital investment provisions. Communication planning, troubleshooting, project management and process optimization where needed along with ongoing administration of the contracts are part of the key responsibilities. Using reports and Key Performance Indicators (KPIs), the incumbent will continuously evaluate and measure supplier performance while constantly setting new objectives to enhance the contract’s effectiveness. The position has the authority to exercise independent judgment and is expected to be autonomous and self-driven.

Primary Responsibilities:

- Manage contract(s) under his/her responsibility, with the objective to minimize risks while reaping the maximum benefit of each contract for the University’s advantage. This includes conducting periodic audits and/or surveys to ensure that the contracts are meeting the Client’s vision and objectives. Proactively, identify the contentious elements including the pain points and work with the stakeholders and suppliers to resolve them.
- Manage supplier relationships. Continuously assess suppliers’ capabilities in regards to their overall business strategy and planning; Research, evaluate and recommend best practices and automated processes that will facilitate the performance of the assigned contracts.
- Promote and recognize the success stories associated with the performing contracts. Identify cases where the supplier is in default of meeting its contractual obligations and seek remedies in consultation with the Procurement legal counsellor (where needed).
- Provide guidance to University stakeholders on all matters related to the assigned contracts through both written and verbal communications and proactively manage change.
- Participate in the development of the Unit’s turnkey projects, in collaboration with the Unit’s management team and the affected suppliers.
- Ensure that the principles of sustainability and life cycle management defined as part of the scope of each contract are met in consultation with the University’s designated sustainability officer.
- Collect, analyze and interpret data related to the assigned contracts for future contracting opportunities. Provide input in the sourcing and contracting processes by identifying opportunities, challenges and lessons learned associated with the assigned contracts.
- Act as an intermediary between the University key stakeholders and each supplier. Meet with the University stakeholders as often as possible to gather personal experiences and suggestions with respect to suppliers, internal process challenges and other related information. Prepare and present reports for upper management as needed
- Maintain current knowledge of the relevant industry, ensuring the University receives the best value and service.
- Escalade sensitive performance and contractual issues as needed within the University and/or supplier organization with the objective to arrive at a timely and mutually effective resolutions.
- Propose and execute contract amendments in a timely manner, in collaboration with the assigned buying team.
- Where applicable, act as a project manager in initiating, planning, executing, monitoring and closing the procurement contractual issues and opportunities.
- Ensure compliance with relevant laws, regulations and policies and, in particular, that the governing principles of integrity and responsibility are respected throughout the contract administration process.

Other Qualifying Skills and/or Abilities

Bachelor degree in business, certification in Hospitality Management or a related field is preferred. Five years’ related experience in food, beverages and hospitality contract administration and supplier relationship is an asset. Ability to assess financial and operational performance of suppliers. Understands the implications of optimum terms and conditions in purchasing contracts and where to use them in mitigating contractual risks. Self-managed, motivated, accountable and ability to multi-task. Excellent conceptualization, analytical, strategic and logic skills. Strong customer-centric perspect

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