Procurement Specialist, Contracts

5 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
Responsible for the provision of advice, both within Procurement & Contract Services as well as to the wider University community, regarding contracts and agreements for the acquisition of goods and services for the campus community.

Negotiates and executes contracts and agreements with third parties, and monitors for contractual compliance and contractual risk, while ensuring that the University’s interests and rights are understood and protected.

**Responsibilities**:
Contract negotiation and execution
- Negotiate and execute (per Procedure 1) contracts including for complex, high value/risk acquisitions, including major acquisitions in excess of $1 million;
- Review and interpret terms and conditions prior to recommending that the University be bound by a contract;
- Identify and recommend alterations to contracts, including providing/altering legal clauses and drafting amendments;
- Coordinate with University stakeholders and third parties to understand their goals and intent;
- Mediate to a mutually acceptable solution between parties when negotiations stall;
- Facilitate execution of contracts through multiple levels of signing authority;
- Identify opportunities for contract inclusion or consolidation throughout campus

Problem solving and risk management
- Protect the University from academic, reputational and financial risk inherent in the process of contracting for goods and services;
- Be cognizant of and ensure appropriate covenants are in place to protect specific research interests, including IP rights;
- Assess contracts with risk awareness commensurate with the type of goods and/or activities being acquired under contract;
- Ensure appropriate insurance coverages are in place to protect against liabilty;
- Investigate and remedy claims related to contract breaches and violations;
- Source and reference case law and similar legal precedents;
- Conduct contract dispute resolution, up to and including managing vendor deficiencies and termination of contracts for breach;
- Provide analysis of internal processes to Director and stakeholders to support strategic decision making (e.g. make recommendations for process improvements)

Contract Management
- Evolve and manage the department’s contract management system, and provide functional guidance and direction to other staff & faculty members involved in these activities;
- Monitor performance and adherence to the terms and conditions of agreements;
- Independent file management of various types of files in a legal and procurement setting;
- Respond to questions regarding obligations during the life of contracts;
- Ensure the appropriate retention of documentation that is required, and ensure that audit requirements are satisfied

Communication
- Negotiate contract terms to a mutually beneficial outcome;
- Clearly communicate and advise faculty or staff members of the implications and obligations implied by contract terms, and suggest alternatives when concerns are raised during negotiations;
- Create correspondence and documentation supporting the University’s position in contracting for goods and services

Leadership and teamwork abilities
- Provide legal recommendations to faculty, departments, senior administrators and partners regarding best practices in contracting;
- Guide requestors through the procurement process and all associated, relevant contact points along the way;
- Clearly communicate and advise faculty or staff members of the implications and obligations implied by contract terms, and suggest alternatives when concerns are raised during negotiations;
- Explain and manage the acquisitions and contracting process to stakeholders, ensuring that all participants clearly understand the objectives and their obligations;
- Develop relationships with suppliers to enable effective communication and facilitation when questions or concerns arise;
- Exhibit and model a highly ethical approach when engaging in University business;
- Mentoring of buying staff within the department

Qualifications:

- University undergraduate degree, preferably in Business Administration, Finance, Commerce or another supply chain related field
- Supply Chain Management Professional certification (or equivalent) is considered an asset
- At least 5 years of experience drafting contracts for goods, equipment and/or services and negotiating to a successful outcome
- At least 5 years of experience supporting commercial terms and conditions of executed agreements
- Experience in higher education, public sector, or another not-for-profit environment is an asset
- International contracts experience is an asset
- Strong ability to combine business acumen with risk mitigation;
- Current knowledge of legal requirements regarding acquisitions, and risk management in a publicly funded institution;
- Basic knowledge of the requirements as set out in the Provincial Broader Public Sector (BPS) Procurement Directive;
- Excellent interpersonal skills in communic

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