Reporting to the Manager, Contract Negotiation and Performance the Contract and Sourcing Specialist, supports the program areas (internal clients) within FH by facilitating sourcing and contract strategy and procurement options analysis. The Contracts and Sourcing Specialist drafts, edits and reviews standard form contracts, considering the program needs and organizational risk and policy compliance within Fraser Health (FH). Sourcing services at competitive prices and advising program areas on which supplier to contract with, the Contract and Sourcing Specialist takes a proactive approach identifying trends and creating process-oriented solutions that can be translated into procedures and policies, improving organizational and departmental efficiency. The Contract and Sourcing Specialist provides advice on category management best practices through the stages of contract strategy/planning, procurement/competitive process, contract negotiation/award, and ongoing management. The position manages many concurrent projects and balances competing priorities based on a broad understanding of organizational needs and working with legal counsel, researches legislation and regulations to ensure contracts are current and in compliance.
Responsibilities:
- Prepares and modifies contract documentation in accordance with terms and conditions, policies and procedures utilizing word processing and spreadsheets, contract management software ensuring accuracy and completeness of contract documentation.
- Provides support with template maintenance, initial authoring, modifies contract documentation, in accordance with established policies and procedures utilizing approved templates; arranges for sign off and approval by appropriate FH staff and/or medical leader; documents each contract within a database to ensure accurate tracking of upcoming contract expiry and/or renewals. Assists with formal change in control or assignment approvals and facilitates agreement sign off.
- Assists in coordinating the open procurement process including; developing documents, responding and communicating with proponents, assisting internal customers in the evaluation of proposals. Creates recommendations based on proposal evaluation results and conducts debriefings for unsuccessful proponents related to open public procurements.
- Provides advice and assists by supporting internal clients in identifying service delivery and contracting options and communicating contract policies and processes. Negotiates price, quantity and delivery schedules with suppliers
- Monitors contracts throughout their life cycle; develops and implements corrective actions and/or contract changes to mitigate variances regarding operational and performance standards
- Consults with the legal counsel to provide professional advice, facilitate consensus and resolve and negotiate contractual and contract-related issues; ensures the development and approval of service guidelines, policies and procedures.
- Provides advice and assists or leads the contract evaluation and review processes by assessing and reviewing contracts for deficiencies, informing clients of policy changes, consulting as required with Legal Services/Risk Management or Privacy and other internal experts for options.
- Supports the tracking, monitoring, development and implementation of contract negotiation and performance initiatives. Promotes and facilitates excellence in communication with internal and external contacts and clients, in keeping with customer service philosophy, mission statement and good business practices; responds to and resolves customer service problems; promotes customer involvement in making recommendations.
- Contributes to maintenance of comprehensive contract database, reporting enablement and storage, and the creation of reports and analysis.
- Gathers and compiles contract and/or financial data, invoicing/financial audit and reconciliation alerts as directed; researches, organizes and summarizes information for reports; investigates problems related to contracts; contacts others to provide and/or obtain information; identifies discrepancies and thresholds amendments and renewals.
- Tracks deliverables to ensure contract performance accountability and commercial compliance to contract terms are met through the oversight, monitoring and analysis of key performance indicator information. Prepares reporting on Commercial compliance monthly and quarterly reports for leadership review and consideration.
- Provides advice regarding enforcement and compliance with the terms of the contract to internal clients and contributes to any formal communications
- Participates in strategic redesign of contract projects that shift the contracting model to align with best practice frameworks, linking deliverables, payment and reporting portfolio lead. Acts as a “Change Leader”, planning, implementing, communicating and supporting contract management change within FH program areas.
- Manage and creates contracts or revisions to forms of agreements with input from internal clients. Operate contract management systems to draft contract for amendments
- Assists internal clients by providing business context with ongoing contract management issues such as Freedom of Information and Protection of Privacy Act (British Columbia), risk management, insurance, and general contracting issues.
Qualifications: Education and Experience
A level of education, training and experience equivalent to a Bachelor’s degree in a related discipline such as Health Administration or Business Administration, Contract Management, Operations Management, or Law, and three (3) to five (5) years’ recent related experience in procurement, negotiation and contract execution, preferably in public sector.
Competencies
Demonstrates the leadership practices of the Fraser Health Leadership Framework of Clear, Caring and Courageous and creates the conditions for people to succeed.
Professional/Technical Capabilities:
- Demonstrated knowledge and use of contract language.
- Excellent writing and editing skills in the development and revision of contracts.
- Ability to utilize negotiation skills when liaising with suppliers on schedules and pricing.
- Ability to establish and maintain effective working relationships.
- Ability to coordinate and evaluate processes and procedures.
- Ability to plan, organize, problem solve, analyze and prioritize work with a strong attention to detail.
- Strong proficiency with and ability to develop systems using a variety of computer software including database applications, internet-based applications and MS Office.
- Physical ability to perform the duties of the position.
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