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Contract Specialist

2 months ago

Nanaimo, British Columbia, Canada Vancouver Island University Full time

About Vancouver Island University

Vancouver Island University (VIU) is a dynamic and forward-thinking institution committed to providing high-quality education and fostering a vibrant learning environment. We are seeking a highly motivated and experienced Contract Specialist to join our Procurement team.

Job Summary

As a Contract Specialist, you will play a vital role in ensuring the efficient and effective procurement of capital goods, equipment, and services for VIU's diverse projects. You will be responsible for developing and implementing strategic procurement plans, sourcing and negotiating contracts with vendors, and managing the entire procurement lifecycle.

Key Responsibilities
  • Strategic Planning: Provide expert guidance to senior leadership on the development and implementation of strategic procurement plans for capital projects, aligning with institutional objectives and budgetary constraints.
  • Sourcing & Vendor Management: Identify, evaluate, and select qualified vendors and suppliers for capital goods, equipment, and services. Prepare comprehensive bid documents in accordance with university guidelines and ensure competitive proposals are obtained while adhering to relevant regulations and policies.
  • Contract Negotiation & Execution: Negotiate contracts, terms, and pricing on behalf of senior leadership, ensuring legally binding agreements that minimize risks, maximize value for the institution, and align with institutional goals.
  • Compliance & Risk Management: Ensure strict adherence to procurement policies, procedures, and regulations. Proactively assess and mitigate procurement-related risks, including legal, financial, and reputational risks. Develop, implement, and evaluate contractual requirements to safeguard the university's interests.
  • Project Coordination: Act as a liaison between senior leadership and external stakeholders. Collaborate effectively with internal departments, such as facilities management, finance, and project management teams, to support procurement needs for capital projects. Coordinate procurement activities to ensure timely completion of projects within established timelines and milestones.
  • Budget Management: Monitor and manage procurement budgets for capital projects, tracking expenditures, forecasting costs, and identifying opportunities for cost savings and efficiencies.
  • Process Improvement: Continuously evaluate and enhance procurement processes, systems, and workflows to optimize efficiency, effectiveness, and transparency.
  • Reporting & Analysis: Generate comprehensive reports, metrics, and analyses on procurement activities. Provide insightful data and recommendations to senior leadership to support informed decision-making.
Qualifications

The ideal candidate will possess a combination of education, experience, and skills:

  • Bachelor's degree in Business Administration, Supply Chain Management, or a related field.
  • Minimum 5 years of progressive experience in contract management within a higher education or similar institutional setting.
  • Strong understanding of procurement principles, policies, and best practices.
  • Excellent negotiation, communication, and interpersonal skills.
  • Proficiency in Microsoft Office Suite and relevant procurement software.