RFP & Subcontracts Manager

JOB SUMMARY

TheRFP & Subcontracts Manager plays a critical role in supporting ITK’s operational and programmatic success by managing subcontracts, Request for Proposal (RFP) processes, and related contract administration. This position does not manage individual contributors. The manager ensures compliance with internal policies and funding agreements, maintains strong vendor and stakeholder relationships, and supports financial and reporting activities as required. The manager works closely with leadership, project managers, and finance teams to ensure contracts and agreements are properly executed, monitored, and tracked. This role is key to ensuring efficient and transparent management of contracts and agreements while supporting ITK’s broader organizational goals.

KEY ACCOUNTABILITIES

SUBCONTRACTS & RFP MANAGEMENT

- Manage the full lifecycle of subcontracts and Request for Proposal (RFP) processes from initiation to execution.

- Develop, maintain, and manage RFP templates, documentation, and preferred subcontractor/vendor relationships.

- Ensure all subcontracts and RFPs comply with ITK policies, procedures, and funding agreement requirements.

- Evaluate proposals, bids, and submissions; provide recommendations to leadership on the most suitable options.

- Maintain an organized RFP and subcontract database, providing regular status reports to internal and external stakeholders.

- Review non-contracted arrangements to identify opportunities for improved processes, cost efficiencies, and standardization.

- Conduct high-level financial reviews, including analysis of spending per activity and recommendations on potential insourcing or outsourcing.

CONTRACT ADMINISTRATION

- Draft, review, and negotiate subcontracts, RFP agreements, and other related contractual documents (e.g., NDAs, service agreements).

- Monitor and ensure contract compliance with legal requirements, policies, and funding agreements.

- Manage contract amendments, extensions, and change requests.

- Maintain accurate and organized contract records and directories.

- Collaborate with departments to improve contracting processes and workflows.

- Communicate regularly with departments regarding contract status, deadlines, payments, and extensions.

- Monitor funding timelines, reporting requirements, and deliverables.

- Assist in developing workplans related to subcontracts, proposals, and funding agreements.

FINANCIAL & ADMINISTRATION SUPPORT

- Prepare reports, correspondence, briefing notes, and financial documents as required by the Manager or Director.

- Support the Manager in preparing departmental financial updates, budget tracking, and contract/proposal status reporting.

- Assist in developing budgets for proposals and monitoring alignment with funding requirements.

- Support the Finance team with reporting, tracking, and other tasks as needed.

- Perform additional duties as assigned by the Manager of Finance and Administration.

- Performs other duties as required.

QUALIFICATIONS

KNOWLEDGE AND SKILLS

- Minimum of five years of experience in contract management, RFP coordination, or related administrative/financial roles.

- A diploma or degree in finance, business administration, or a related field; or

- An equivalent combination of education and experience that provides the required knowledge, skills, and abilities.

- A recognized professional designation in procurement (e.g., SCMP, CPPB, CPPO, or equivalent) is considered a strong asset.

EXPERIENCE

- Advanced computer skills, including proficiency in Microsoft Word, Excel, and Outlook.

- Understanding of Inuit committees, governance structures, and organizational processes is considered an asset.

- Demonstrated cultural sensitivity and the ability to work collaboratively with a wide range of individuals, departments, and partner organizations.

- Excellent oral and written communication skills in English; proficiency in Inuktitut and/or French is considered an asset.

WORKING CONDITIONS

- Required to work on site five days per week.

- Role involves prolonged sitting and computer screen usage.

- Operational direction is provided by the Director.

- Frequent deadlines, which intensify when workload is large.

SALARY BAND 4 – $70,277 – $87,846

*Compensation is aligned with internal equity and market benchmarks. In limited circumstances, offers above the posted range may be considered for candidates with exceptional qualifications or highly specialized expertise.

**Applicants who are a Beneficiary under a Land Claims Agreement will be given priority hiring. We encourage applicants to self-identify.

This role, as with all positions at ITK, requires being in the office full-time (5 days a week) at 75 Albert Street, Ottawa, ON.

We do not use AI to assess or screen applications. Our hiring process is grounded in human review and values lived experience, cultural competency, and diverse career paths, in addition to formal education and work experience.

We would like to thank all applicants in advance for their interest in ITK, however, only those selected for an interview will be contacted.

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