Position Overview:

Reporting into the General Counsel Office (“GCO”) of The City of Saint John (the “City”), the Manager, Contracts and Compliance undertakes the coordination and administration of the contractual requirements of the City of Saint John, in collaboration with the Legal and Procurement teams and other key stakeholders. The Manager, Contracts and Compliance plays a key role in ensuring execution excellence, compliance, and risk management. This role will be based in Saint John, New Brunswick and is subject to all City employment policies.

Key Responsibilities

• Plan, coordinate and administer contract life cycle (review, initiation, negotiation, administration – monitoring and reporting – and close out) of all contracts of the City in coordination with GCO and other stakeholders

• Administer contract database (active and archive) electronic and hard copies in compliance with confidentiality, privacy, and GCO requirements

• Where appropriate, assist in the management of multiple agreements with interdependencies, to ensure contractual requirements are harmonized and conflicts are communicated to appropriate stakeholders prior to finalizing contract terms, in order to reduce post-execution implementation issues

• Communicate and correspond directly with customer contracting counterparties, as appropriate

• Identify and resolve contract issues (e.g. legal and policy noncompliance); escalate complex issues with material or broad impact to Director, Legal Services for resolution

• Initiate and manage transactional and internal escalations, as necessary

• Act as the primary interface – except where designated as a shared or delegated responsibility - post-execution of contracts for various matters, such as receipt of insurance certificates, tracking of warranty period and renewals, capturing subcontract requirements, particulars for notice under the agreement etc.

• Maintain a contract summary and “key dates” (tickler) system with respect to contracts and facilitate appropriate communication of material components to appropriate stakeholders directly or by means of a managed workflow system to ensure compliance with contract terms (such as service credits, warranty period, termination and renewal dates, payment terms etc.)

• Understand, adhere to, and promote City policies and requirements, including ethics and compliance

• Manage all contracts and services in accordance with City policies

• Facilitate and operate within the prescribed budget for contracts management

• Plan the timely renewal of contracts and assist in the planning/development of new contracts by involving users and those affected by the contracts; understanding and assisting the development of specifications and requirements; preparing, in collaboration with key stakeholders, request for proposals documents etc.

• Assist with the development and preparation of reporting materials, as required and requested by GCO and other stakeholders

• Analyze, identify, and recommend strategies to continuously improve contract management and administration processes aligned with organizational strategies and priorities and, where appropriate, actively participate in the standardization of contracting templates and processes and the implementation of software solutions

• Foster and develop collaborative internal and external stakeholder relationships

• Travel to City locations or contracting party sites as and when necessary

• Remain current with applicable developments and training; and

• Other duties as assigned

Essential Qualifications:

An undergraduate degree in a legal related field, Business Administration, or a closely related discipline is required.

A minimum of five (5) years of significant experience in engaging, directing, managing, and/or supervising the contracting process (for all types of contracts), including formation, negotiation, administration, and reporting activities, and assisting directly with project documentation.

Commercial contracts legal knowledge or prior contract management preferred.

An equivalent combination of education and experience may also be considered.

Essential Skills and Abilities:

• Negotiation, tact, diplomacy, and integrity

• Analytical, problem solving, conflict management

• Time management and organizational skills; ability to multi-task

• Interpersonal skills with ability to build work relations and work both independently and as a member of a team; act as a liaison between and among external and internal customers; interact with personnel at all levels of management

• Analytical approach to problem solving, risk assessment and strategy

• Excellent request for proposal development skills, strong ability to navigate complex negotiations, and excellent oral and written communication skills

• Highly organized, consistent, methodical, professional approach

• Ability to ‘issue spot’ based on extensive past work experience and formal training received

• Ability to work within established guidelines with a minimum of supervision

• Databases and data analysis methods and skills preferred; accurate data entry skills

• Excellent verbal and written communication

• Proficient in MS Word, Excel, and PowerPoint

What we offer to a successful candidate:

• Competitive salary

• Competitive vacation entitlement and paid holidays

• Comprehensive group benefits plans

• Participation in a Shared Risk Defined Benefit Pension Plan from day 1 of your employment

• Eligibility to participate in the City’s Flexible Time Options Program which includes flexible schedules and compressed work week (4-day work week) options, subject to business requirements

• Training and Development opportunities

• A diverse and inclusive workplace

• Sponsored Employee and Family Events

• Community Services Volunteer Program that provides for up to 2 days per calendar year to engage in volunteer opportunities to make a difference and give back to your community.

• A career that serves and supports your Community

Equal Opportunity Employer:

We are an Equal Opportunity Employer. We are committed to building a workforce that reflects the diversity of the communities in which we live and which we serve. We encourage and support applications from Indigenous persons, persons with disabilities, and members of visible minority groups. Candidates who belong to such groups, who are qualified, will be given preference at the time of selection.

Applications will be accepted through our online system only. Qualified applicants should submit their cover letters and resumes to:

City of Saint John
Attn: Hiring Committee
www.saintjohn.ca (careers/employment opportunities)