Contract Administrator

3 weeks ago

Winnipeg, Canada IISD Full time

The International Institute for Sustainable Development (IISD) is an award-winning independent think tank working to accelerate solutions for a stable climate, sustainable resource management, and fair economies. Our work inspires better decisions and sparks meaningful action to help people and the planet thrive. We shine a light on what can be achieved when governments, businesses, non-profits, and communities come together. IISD’s staff of more than 120 people, plus over 150 associates and consultants, come from across the globe and from many disciplines. With offices in Winnipeg, Geneva, Ottawa, and Toronto, our work affects lives in nearly 100 countries.

The contract administrator develops and processes agreements for independent contractors, which includes the administration of contractor profiles and the online contractor deliverable system. The contract administrator reports to the contract and administration manager.

**Responsibilities**:

- Key reference person for staff on the processing of contractor profiles and the development and maintenance of independent contractor agreements, affiliate MOUs, and related operational procedures.
- Coordinate setup and maintenance of independent contractors, following up with contractor and/or IISD management as required.
- Liaise with multiple resources to bring contractor agreements, affiliate MOUs, and amendment/termination letters to conclusion and ready to be issued.
- Prepare agreements with contractors using IISD’s templates or review draft agreements sent to contracting. Verify that there is a corresponding line item within the project cost template of the applicable project. Follow-up and troubleshooting as required with the project manager and/or accounting department.
- Prepare amendment/termination letters for contractor agreements as required (includes monthly internal amendment letters).
- Enter data into the online contractor deliverable system, file contractor profiles and agreements/letters and update master contractor document.
- Monitor administration of and maintenance/enhancements to the online contractor deliverable system.
- Assist manager, contracts and administration, with:

- Quarterly notification of outstanding contractor deliverables to project managers and accounting, including processing and follow-up as required
- Notifications to IISD contracting group on what’s new or has changed with contracting procedures
- Revisions to IISD’s template agreements and contractor profile
- Yearly preparation of 1099-MISC forms for contractors with a U.S. tax obligation.
- Administrative tasks such as editing and formatting documents, maintaining the filing system, and following records management process.
- Provide reception relief as designated and/or required.
- Provide operational and technical support and advice for staff/associates.
- Other duties as assigned.

**Qualifications**:

- Completion of Business Administration Diploma or degree in related field
- Minimum 3 years’ prior experience in a contract administration role or a related field
- Demonstrated knowledge of contract law, accounting principles, and finance
- Possesses superior attention to detail in order to spot inconsistencies in contracts
- Has previous experience in customer service and strong communication skills
- Able to work productively independently
- Experience working with a virtual team
- Must have excellent analytical thinking skills and problem-solving abilities
- Proficiency in Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)
- Strict adherence to company guidelines, compliance laws, and legal requirements
- Good interpersonal skills and communication with all levels of management
- Solid verbal and written communication skills
- Able to multitask, prioritize, and manage time efficiently

**Location**: This position will be a hybrid home/office role based in Winnipeg (a minimum of 1-2 days a week in the office weekly will be required).

**Salary**: CAD $46,000-$50,000 (salary commensurate with experience)

**Start Date**: ASAP

**Closing Date**: Open until filled

**Application Procedure**

All submissions must be in English. Accommodations for job applicants with disabilities are available on request.

Applications will only be accepted through Bamboo HR.

Please include the following:

- A CV (no longer than two pages)
- A cover letter (one page)
- IISD Voluntary Self-Identification Questionnaire (optional)

IISD has implemented a COVID-19 vaccination policy that requires employees who are required or choose to be at an office or participate in in-person team events or in-person meetings/events to be fully vaccinated. Anyone unable to be fully vaccinated, either because of a sincerely held religious belief or a medical condition or a disability that prevents them from being fully vaccinated, can request a reasonable accommodation.

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