Department Contract Specialist

6 months ago

Edmonton, Canada City of Edmonton Full time

**Job Number**:49255**

**_

As the Contract Specialist, you will exercise the highest level of judgment, diplomacy and confidentiality with respect to contract and supplier management processes. In this role, you will be responsible for managing the City Operations contracts after their execution and administering the appropriate change mechanisms.

Your success will be determined by your capacity to deliver results in a considerate, collaborative, and customer-focused manner. With a focus on the City of Edmonton’s Cultural Commitments of Safe, Helpful, Accountable, Integrated and Excellent, you will:

- Oversee and monitor department’s contract performance and perform amendments, changes and other required administration activities, including execution of contracts and amendments, extensions, options or renewals to maintain or increase best value to the City
- Work closely with Corporate Procurement & Supply Services (CPSS), establish sourcing strategies that align with Corporate/Departmental policies, procedures, guidelines, public procurement laws, rules and regulations
- Evaluate Business Area needs for addition of funds to existing contracts, providing justification and reasoning, liaise with legal as necessary for compliance
- Conduct comprehensive research and analysis of market conditions or third-party indexes to validate proposed rate adjustments, engage in negotiations to maintain or modify proposed changes or amendments, and ensure that all modifications align with the terms of the contract
- Coordinate preparation and final negotiation of contract changes or amendments that may include price redetermination, or other aspects of the contract affecting the life of the contract
- Monitoring and evaluating supplier performance throughout the lifecycle of the contract is critical to ensure that contractual obligations are met and business needs are satisfied
- Work with the section's leadership team to develop business area guidelines and practices that align with and support the Corporate policies, administrative directives and procedures
- Ensure compliance with regulatory and Corporate administrative policies and procedures requirements to protect the City from any risks
- Help team members and colleagues in the business area understand and communicate contract requirements, risks, and terms and conditions effectively by providing mentoring and coaching, in order to comply with statutory and administrative directives and make informed decisions
- Work proactively with business areas, and other leaders to establish and maintain stakeholder and supplier relationships to identify and minimize risk, and maximize the value of the contract, particularly for high-risk and complex contracts
- Collaborate with a legal team consisting and ensure that the terms of contractual agreements are legally binding and in accordance with the needs of the business area. Ensure relevant insurance information is up to date for relevant contracts
- Assist Department or a Business area to make sure the contractual terms are fulfilled or to provide advice on how to terminate contracts on mutually amicable terms
- Clearly be able to explain contract terminology and obligations to business area
- Self-monitor progress according to the schedule of completion to submit amendments and recommendations in a timely manner
- Conduct a thorough review of contract documents, memo briefings, including proofreading, editing, and fact-checking, to ensure that they are accurate, consistent, and compliant with contractual requirements.
- Proactively identify and manage contract risks to mitigate them in advance to successfully meet organizational obligations and achieve the planned outcomes of the contract, and actively participate in meetings to anticipate demand, evaluate business requirements and identify optimization opportunities
- Provide strategic advice to the procurement teams, business areas with supplier performance issues and lead the facilitated resolution with both supplier performance and contractual matters
- Create/generate ad hoc reports for expiring agreements, spend analysis, supplier performance and activities. Develop contract management plans in collaboration with Leadership and support from the team
- Perform other duties as assigned

**Qualifications**:

- Completion of a University Degree in a related discipline such as public administration, public policy, supply chain, business, or project management and 4 years relevant full-time work experience, including at least three (3) years experience in a corporate centralized supply chain environment performing end to end contract management responsibilities,
**OR**:

- Completion of a two-year post-secondary diploma OR associate degree in a related discipline such as public administration, public policy, supply chain management, business, or project management and 6 years relevant full-time work experience, including a minimum of three (3) years experience in a

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