Contract Specialist, Capital

1 month ago

Nanaimo, Canada Vancouver Island University Full time

Duties:

The Contract Specialist, Capital & Construction plays a crucial role in the efficient functioning of Vancouver Island University's procurement operations, specifically focusing on capital and construction procurement. This role will serve as a subject matter expert for senior leadership, providing valuable insights and recommendations to support decision-making processes. The incumbent will represent senior leadership to external stakeholders, fostering positive relationships and ensuring alignment with the intuition's objectives.

Reporting to the Procurement Manager or Director, this role involves strategic planning, sourcing, negotiating, and managing procurement activities related to capital and construction projects. 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 capital acquisitions, including large construction and complicated construction contracts. An in-depth understanding of post secondary education procurement, contract law, and Canadian Construction Documents Committee (CCDC) is required.

Key Responsibilities

Strategic Planning: Provide recommendations to management on the development and implementation of strategic procurement plans for capital and construction projects and acquisitions in alignment with institutional objectives and budgetary constraints. Sourcing and Vendor Management: Identify, evaluate, and select vendors and suppliers for capital goods, equipment, 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 of capital projects. Coordinate procurement activities to meet project 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 and Analysis: Generate reports, metrics, and analyses related to capital and construction 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 capital 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, with a focus on capital procurement, preferably in a higher education or similar institutional setting.

An in-depth understanding of post secondary education procurement, contract law, and Canadian Construction Documents Committee (CCDC) 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 capital 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, and interpersonal skills. Analytical mindset with the ability to analyze data, identify trends, and make data-driven decisions. Project management skills with the ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.

Preferred Qualifications:

Master's degree Professional certifications such as Certified Professional in Supply Management (CPSM) or Certified Purchasing Manager (CPM) are desirable.

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

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