Contracts Management Specialist

The Contracts Management Specialist will work towards meeting the strategic priorities of the program by implementing tactics for approved plans, and completing day-to-day tasks and activities. The Contracts Management Specialist scope of work and duties includes but goes beyond the role of the Certified Contracts Specialist (CCS). S/he participates in both internal and external CFA meetings at the discretion of the CFA Project Manager and as time and budget permit. S/he is responsible for the smooth and efficient running of the contracts process within the CFA project, including aligning and planning with both TNC Project Managers and external vendors, partners and business relations to facilitate the drafting and signing of contracts. S/he is responsible for maintaining a central filing system for agreements, approvals and final products, for both audit/compliance records and to facilitate information sharing across the CFA team both internally at TNC and more broadly across the collaboration. The Contracts Management Specialist may perform Information Systems, Human Resources, and Finance administrative tasks related to contracts and grants, including filling out forms and obtaining relevant approvals, as well as preparing reports on contract and payment due dates and contracts disbursement forecasts. S/he will respond to inquiries about status of contracts and payments. S/he will be well versed in the systems and resources utilized by the team in order to execute assigned tasks. S/he will maintain, track and research data, produce and review reports, and perform simple analysis on contract execution and efficiency. The Contracts Management Specialist will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. S/he will provide support and targeted training related to contracts and grant agreement planning and drafting. S/he will implement processes and practices in order to improve effectiveness. The Contracts Management Specialist will communicate with staff in various programs across the Conservancy, such as the Legal, Finance, Operations and Insurance teams, both as part of the daily work specific to CFA, as well as sharing best practices and participating in meetings that seek to improve efficiencies beyond just the CFA project.  S/he will communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow. This is a fixed term position through March 2021, with possibility for extension through 2026 based on funding renewal.

RESPONSIBILITIES AND SCOPE 

• Work within scope of program’s strategic goals;
• Act independently on assigned tasks and exercise independent judgment based on analysis and experience, referring difficult questions and unusual problems to supervisor or CFA Project Manager;
• Coordinate projects with several variables, working within a defined timeline and budget;
• Demonstrate sensitivity in handling confidential information;
• Perform non-routine analysis, research and follow-through;
• Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements;
• Financial responsibility includes purchasing, processing invoices, contracting with vendors, and assisting with budget preparation;
• May act as a resource to others to solve problems and act in supervisor’s stead when instructed;
• May supervise administrative and/or volunteer staff, including training and professional development;
• Provide input through project teams for the improvement of existing programs;
• Travel and work flexible hours as needed;
• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain; and 
• Work is diversified and may not always fall under established practices and guidelines.