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Job Code:FIN-15
Opportunity:Manager, Contracts and Records Management


Accountability & Responsibilities

General Accountability

The Manager, Contracts and Records Management is responsible for the administration of all contracts for the Organizing Committee for the Toronto 2015 Pan/Parapan American Games (“TO2015”), drafting of small vendor related contracts, and monitoring supplier contract compliance, including compliance with TO2015’s various external partners and government agencies.

The Manager will also monitor and maintain the records retention process across the organization, ensuring that all relevant documentation generated by the organization is catalogued appropriately and in accordance with Ontario government record retention guidelines.

Key Job Responsibilities

Contract Administration

  • Working with TO2015’s Legal and Procurement functions develop a contract management framework to manage renewals, end dates, and activity trigger points in each contract.
  • Responsible for small vendor and consultant contracts; work with operations groups when any issue arises and, if required, implement modifications to a contract or create a new contract.
  • Prepare dashboard and supplier contract compliance reporting, and investigate and document discrepancies, as required.
  • Ensure and track compliance of the organization’s agreements including the Multi-Party, Host City, Transfer Payment, Ontario Support, International Paralympic and Joint Marketing Agreements, and report findings to the Director, Finance on a quarterly basis.
  • Recruit, supervise and motivate a Contracts Associate.

Records Management

  • Design, implement and maintain TO2015’s records management system, to ensure contract compliance with Ontario government record retention guidelines.
  • Work with each division and functional area to determine relevant records and develop and maintain a process for cataloguing the organization’s information in an efficient, effective manner in accordance with Archives Ontario guidelines.

Contacts

Internal Contacts

  • All levels of staff and management within TO2015

External Contacts

  • Relevant government agencies, including Archives Ontario
  • Suppliers and vendors
  • Additional contacts may include lawyers, consultants, and other professionals

Requirements

Educational/Technical Requirements

  • 5 - 8 years of progressive experience in contract management and/or records retention
  • University degree, preferably in business or library sciences

Personal Requirements

  • Solid negotiation and influence skills – able to determine needs and requirements, influence decisions and secure satisfactory (win-win) outcomes
  • Results oriented with a sense of urgency
  • Strong interpersonal skills and effective at building relationships with senior leaders and key stakeholders, with a customer focus
  • Excellent listening and communication skills – verbal, written, and presentations
  • Strong business acumen
  • Able to operate in an ambiguous, fast paced, complex environment without significant structure or definition and effectively balance competing stakeholders and agendas
  • Careful attention to detail and quality
  • Able to prioritize multiple tasks
  • Work with other staff and stakeholders, as required, to exude a 'can do' attitude

Diversity

TO2015 is committed to employment equity and encourages applications from Aboriginal people, people with disabilities, members of visible minority groups and women.



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