Contract Specialist, Procurement General

**Contract Specialist, Procurement General**:

- Employment Group
- ADMIN
- Position Number
- 00911
- Division
- VP Administration and Finance
- Department
- Procurement and Contract Services
- Campus
- Nanaimo campus
- Location
- Nanaimo, British Columbia
- Country
- Canada
- Appointment Type
- regular full-time
- FTE
- 1
- Workload
- 35 hours per week.
- Pay Level
- Excluded Pay Band 8: Minimum salary is $89,654 and maximum salary is $101,879.
- Starting Salary
- Normal salary placement at the time of hire is $89,654 (prorated if part-time). This position is eligible for annual performance-based salary increases.
- Start:

- As soon as possible
- Posting Restrictions
- Flexible Work at VIU - flexible work arrangements may be available after the training period
- Applicant Documents
- CV/Resume, Cover Letter, Referees/References
- Posted Date
- 22-Aug-2024
- Closing Date
- 04-Sep-2024
- Job Reference
- 2519

**Duties**:
Reporting to the Procurement Manager or Director, this role involves strategic planning, sourcing, negotiating, and managing procurement activities related to all non-capital and non-construction projects. Examples of this include but are not limited to facilities service agreements, IT software, maintenance agreements, and ancillary services. The Contract Specialist collaborates closely with various departments, vendors, and stakeholders to ensure the procurement process, in its entirety, aligns with institutional goals, regulatory requirements, and best practices. This role leads and facilitates specialized procurement requirements for acquisitions, including large facility and ancillary related contracts. An in-depth understanding of post secondary education procurement and contract law is required.

Key Responsibilities:

- _Strategic Planning:_ Provide recommendations to management on the development and implementation of strategic procurement in alignment with institutional objectives and budgetary constraints.
- _Sourcing and Vendor Management:_ Identify, evaluate, and select vendors and suppliers for goods and services. Prepare and develop bid documents as per university guidelines and obtain competitive proposals on commodities in compliance with department policy and guidelines, government regulations and laws that relate to purchasing practices. Cultivate and maintain relationships with vendors to ensure competitive pricing, quality products, and timely delivery.
- _Contract Negotiation and Execution:_ Negotiate contracts, terms, and pricing with vendors on behalf of senior leadership that legally commits the institution to contractual obligations, achieves favorable agreements while minimizing risks, and maximizes value for the institution.
- _Compliance and Risk Management:_ Ensure compliance with procurement policies, procedures, and regulations. Assess and mitigate procurement-related risks, such as legal, financial, and reputational risks. Develop, implement, and evaluate the University's contractual requirements.
- _Project Coordination:_ Represent management and senior leadership when working with external stakeholders. Collaborate with internal stakeholders, including facilities management, finance, and project management teams, to support the procurement needs and activities to meet project timelines and milestones.
- _Budget Management:_ Monitor and manage procurement budgets for 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 and Analysis:_ Generate reports, metrics, and analyses related to procurement activities. Provide insights and recommendations to leadership based on data-driven assessments.
- _Training and Development:_ Provide guidance, training, and support to procurement staff and stakeholders on procurement policies, procedures, and best practices. Maintain a current knowledge of Case Law and changes in the contractual environment, which may have an impact on the University business arrangements.

**Required Qualifications**:
Bachelor's degree in Business Administration, Supply Chain Management, Finance, or a related field. Minimum of 5 years of experience in contract management and procurement, preferably in a higher education or similar institutional setting.
- An in-depth understanding of post secondary education procurement and contract law is required.
- Strong understanding of procurement principles, practices, and regulations, including public procurement laws and policies.
- Demonstrated experience in sourcing, negotiating, and managing contracts for goods, equipment, and services.
- Strong negotiation skills and a thorough knowledge of contractual terms and conditions.
- Proficiency in procurement software, enterprise resource planning (ERP) systems, and Microsoft Office Suite.
- Excellent communication, negotiation, an