Senior Contract Administrator

at  Nuclear Waste Management Organization

JOB REFERENCE

10315
The Nuclear Waste Management Organization (NWMO) is a not-for-profit organization tasked with the safe, long-term management of Canada’s used nuclear fuel inside a deep geological repository, in a manner that protects people and the environment for generations to come.
Founded in 2002, the NWMO has been guided for 20 years by a dedicated team of world-class scientists, engineers and Indigenous Knowledge Holders that are developing innovative and collaborative solutions for nuclear waste management. Canada’s plan will only proceed in an area with informed and willing hosts, where the municipality, First Nation and Métis communities, and others in the area are working together to implement it. The NWMO plans to select a site in 2024, and two areas remain in our site selection process: the Wabigoon Lake Ojibway Nation-Ignace area in northwestern Ontario and the Saugeen Ojibway Nation-South Bruce area in southern Ontario.
Senior Contract Administrator
(Employment Status: Fulltime)
Position Location: Toronto Head Office – 2 St. Clair Avenue East
Job Summary
We are currently seeking a Senior Contract Administrator to join our Project Management team at our Toronto headquarters.
Reporting to the Manager, Contract Management & Administration, and working in a matrix organization with a multidisciplinary team, the successful candidate will carry out the responsibility of supporting the Contract Owners with the management and administration of multiple contracts in a variety of sizes, scopes, and complexities, ensuring all contracting-related activities (from identification of need through to service execution, administration, and close out), are carried out in alignment with NWMO Policies and Procedures.
This role will include the full spectrum of contracts management, including business analysis, contracts administration, negotiations, contracts change management, and support the resolution of contractual disputes. This role will require significant cross departmental teamwork and collaboration with Contract Owners in the various NWMO Business Units. This role will, in addition to administering assigned contracts, provide contract management support, oversight and guidance to other Contract Administrators across the organization.

Responsibilities

• Provide day-to-day administration of assigned contracts, of varying levels of complexity and disciplines (e.g. Engineering, Fieldwork, Infrastructure, and Consultancy services contracts).
• Support contract ‘pre-award’ activities such as the development of contract terms for effective management of contractual work, participating in bid review processes, and reviewing final contract documentation for completion prior to issuance.
• Perform post-award contract Administration activities on behalf of the NWMO Contract Owner such as:
• Set-up and conduct of Contract meetings.
• Provide support in ensuring contracts are executed in alignment with the approved Scope of Work and Contract Terms and Conditions
• Monitor contractor performance metrics as defined in the Contract, and escalating variances to the Contract Owner to ensure corrective actions can be taken; provide support with the completion of corrective actions
• Support the Contract Owner with contract change management processes and contract / Purchase Order amendment processes to obtain approval for any changes to the cost, scope, and schedule of a contract
• Support with the negotiation of claims and disputes as required, being mindful of the roles and responsibilities of the Purchasing and Legal Departments according to Organization Authority Register (OAR)
• Conduct the review of monthly progress reports and submitted invoices from the vendors and make recommendations to the Contract Owner on approach and approvals
• Support in the Contracts and Purchase Orders close-out process.
• Provide support and advice on Contract Administration best practices and guidance to the Contract Owner, support staff, and other NWMO contract administrators to obtain compliance with NWMO contract administration processes, systems and tools (job aids, etc.).
• Track progress of contract deliverable submittals and monitors schedule performance on behalf of the Contract Owner. Reviews and monitors vendor reporting requirements as defined in the contract documents.
• Ensure the execution of contracts complies with the NWMO’s contract administration management procedure, and other NWMO Policies & Procedures as required.
• Support the Contract Owners by providing accrual, forecasting and variance reporting for the assigned contracts.
• Support the Contract Owner by identifying areas of improvement to enhance vendor performance, including but not limited the monitoring of contract changes, validation of payment requests, tracking of contract submittals, vendor reporting, and other deliverables related to the day-to-day management of contracts, and provide input to the NWMO’s continuous learning and improvement system.
• Set-up and maintain adequate contract filings using the established NWMO methodology.
• provide full spectrum of contracts management support to their assigned Contracts.
• Other duties as required.

Qualifications and Experience

• A 4-year University education degree, preferably in Engineering or Business Administration or a technical discipline.
• 6 years of experience in contract management and administration, ideally in mining, construction or engineering or related fields.
• Knowledge of a variety of contracting strategies and procurement types, as well as contractual terms and conditions.
• Experience with contract cost forecasting, and accruals.
• Demonstrates strong attention to detail, accuracy and documentation.
• Must be capable of working under tight deadlines.
• Commitment to ethical business conduct and a demonstrated ability to be trusted with sensitive information.
• Excellent communication skills, both written and verbal.
• Proficient with MS Office (Word, Excel, PowerPoint, Outlook, Teams). Experience with Power BI and other contract/project management software would be considered an asset

Preferred

• Experience managing contracts in Collaborative Contracting Models
• Experience in nuclear energy, mining, engineering, or the broader energy sector
• Purchasing Management Association of Canada (PMAC) / Supply Chain Management Professional (SCMP) designations
• Education in Quantity Surveying, Project Management and/or Contract Law

Other Information
Must be eligible to work in Canada and must be able to meet security clearance requirements.
NWMO currently operates in a hybrid work model of 3 days in the office (Tuesdays being universal) and 2 days working from home.
We offer a competitive base salary, health care benefits and pension plan.
The NWMO is committed to contributing to Reconciliation in all its work by co-creating a shared future built on rights, equity and well-being. As an employment equity employer, NWMO actively seeks Indigenous Peoples, members of visible minorities, women, people with disabilities, and additional diverse identities for our workforce. The NWMO will provide accommodation to applicants with disabilities

• Provide day-to-day administration of assigned contracts, of varying levels of complexity and disciplines (e.g. Engineering, Fieldwork, Infrastructure, and Consultancy services contracts).
• Support contract ‘pre-award’ activities such as the development of contract terms for effective management of contractual work, participating in bid review processes, and reviewing final contract documentation for completion prior to issuance.
• Perform post-award contract Administration activities on behalf of the NWMO Contract Owner such as:
• Set-up and conduct of Contract meetings.
• Provide support in ensuring contracts are executed in alignment with the approved Scope of Work and Contract Terms and Conditions
• Monitor contractor performance metrics as defined in the Contract, and escalating variances to the Contract Owner to ensure corrective actions can be taken; provide support with the completion of corrective actions
• Support the Contract Owner with contract change management processes and contract / Purchase Order amendment processes to obtain approval for any changes to the cost, scope, and schedule of a contract
• Support with the negotiation of claims and disputes as required, being mindful of the roles and responsibilities of the Purchasing and Legal Departments according to Organization Authority Register (OAR)
• Conduct the review of monthly progress reports and submitted invoices from the vendors and make recommendations to the Contract Owner on approach and approvals
• Support in the Contracts and Purchase Orders close-out process.
• Provide support and advice on Contract Administration best practices and guidance to the Contract Owner, support staff, and other NWMO contract administrators to obtain compliance with NWMO contract administration processes, systems and tools (job aids, etc.).
• Track progress of contract deliverable submittals and monitors schedule performance on behalf of the Contract Owner. Reviews and monitors vendor reporting requirements as defined in the contract documents.
• Ensure the execution of contracts complies with the NWMO’s contract administration management procedure, and other NWMO Policies & Procedures as required.
• Support the Contract Owners by providing accrual, forecasting and variance reporting for the assigned contracts.
• Support the Contract Owner by identifying areas of improvement to enhance vendor performance, including but not limited the monitoring of contract changes, validation of payment requests, tracking of contract submittals, vendor reporting, and other deliverables related to the day-to-day management of contracts, and provide input to the NWMO’s continuous learning and improvement system.
• Set-up and maintain adequate contract filings using the established NWMO methodology.
• provide full spectrum of contracts management support to their assigned Contracts.
• Other duties as required