Position Description

Contract Specialist - 6 month Limited Term
Company - Location Victoria Shipyards - Victoria, BC
Employment Duration Full-time limited term salaried
Posting # 3193
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Contract Specialist - 6 month Limited Term

The Contract Specialist – Victoria In-Service Support Contract (VISSC aka Submarine Program) is responsible for the administration of program and project contracts, and is encouraged to help develop and administer efficient business processes to effectively meet the external/ internal reporting requirements of the Submarine Program and/or its related projects as specified in the various subcontract agreements.

Overall the Contract Specialist is responsible for Victoria Shipyards and/or VISSC organizational procedures related to contracting duties. They handle administrative tasks, as well as respond to internal and external correspondence following established company procedures. The Contract Administrator must follow strict privacy policies in their duties, as they handle confidential materials on a regular basis. They supervise contract achievements, deliverables and other billing activities to build detailed reports for portfolio records at specified time intervals.

The Contract Specialist also schedules meetings internal to Victoria Shipyards and with Victoria Shipyards’ customers, project conferences, and appointments. They research transactional history, provide supply chain support, and participate in project management duties such as process improvement and training sessions. They use a personal computer as one of their main tools to coordinate key tasks among staff members and report their progress to the Deputy Program Manager.

Duties/Accountabilities

Reporting to the Deputy Program Manager, while assisting the Contracts Manager and their team, the incumbent is also responsible for:

  • Maintaining contract files and project documentation IAW the file directory protocols
  • Administering existing contracts requirements as assigned, ensuring that Victoria Shipyards' results are met
  • Developing and updating project reports to which support ETC and EAC forecasts
  • Modifying, updating, and maintaining contracts and associated documentation, processing, and communicating changes
  • Participating in collection and reporting of metrics
  • Producing quotes and estimates for potential new contracts
  • Preparing draft contract language for assigned sections in RFP proposals
  • Supporting the development and maintenance of contracts strategy
  • Generating reports on the status of existing agreements
  • Providing support to the negotiation of contract terms, conditions and pricing and following-up to ensure execution according to the negotiated terms
  • Crafting standardized language for new contracts
  • Analyzing and reporting on specific risks associated with contracts
  • Under the direction of VISSC Deputy Program Manager, utilizes JD Edwards (Enterprise One) ERP system and Business Intelligent (BI) report system to support the report requirement of Submarine Program
  • Acting as a liaison between the prime customer and VSL Submarine PMO to ensure the most effective and efficient reporting processes are being maintained
  • The day-to-day administration of the reporting requirements for the Program; and provides support and input with respect to the development of the Integrated Project Team (IPT) Partnership with customer
  • Assisting in WBS (Project Cost Activity Code) management process to ensure the project costs are tracked and reported as per the subcontract agreement and/or internal SOPs
  • Providing administrative support in the project budget administration and cost control, particularly with respect to tracking and measuring the project costs for reporting and billing purposes
  • Working with project partners to assist with interpretation of JDE or BI project cost reports
  • Participating in the billing cycle of VISSC Program and ensures the terms of reference for the specific projects IAW contracts are maintained and followed
  • Assisting in the routine updating and maintenance of the Contract Arising Database and ensures the information contained therein is current and accurate. Additionally, provides administrative support to the Change Management Team when required
  • Providing support to the Submarine Program with regards to creating, maintaining and updating various business reports (Key Performance Indicators) and the monthly Submarine Program Review Report by utilizing JD Edwards, Business Intelligence, Live-Office and all applicable Microsoft office applications
  • Utilizing PEPS (Project Estimating Planning System) in the support of change management activities as required
  • Cross training with other team members in PMO to ensure efficient functioning of department and will be a backup resource to other roles in PMO as required
  • Performing additional administrative and supporting services within the Submarine Program Office (PMO) as and when required by a responsible manager, Director or VP

Education and Experience

  • A post secondary diploma in Business Administration or another relevant field
  • A post secondary degree and/or PMI accreditation is considered an asset
  • Minimum 5+ years of demonstrated experience in project management environment/organization and/or project contract administration with strong track record in managing multi-year projects with proven success in a sophisticated commercial and technical environment
  • A suitable combination of proven experience and/or education may be considered

Skills, Knowledge and Required Proficiencies

  • Solid understanding of JD Edwards or other relational database ERP systems
  • Excellent knowledge of project management and project costing principles
  • General knowledge of cost accounting practices in Shipbuilding industry
  • Outstanding understanding of contract language
  • Solid understanding of contract finance, Key Performance Indicator and metrics reporting
  • Demonstrable understanding of general purchasing policies and procedures
  • Excellent digital literacy including, but not limited to, all Microsoft office applications
  • Excellent time management, problem-solving, decision-making, time management and problem solving skills
  • Very strong oral and written communication skills, and interpersonal skills
  • A self-starter with strong initiative and a good team-player
  • Tact, diplomacy and flexibility to accommodate changing demands
  • Demonstration of sound business ethics, integrity and honesty in all situations whether internal to VSL or with VSL’s customers
  • Knowledge of shipbuilding industry considered an asset
  • Ability to acquire NATO Secret security clearance and Government of Canada Controlled Goods certification is required

 


Seaspan is committed to Employment Equity, supports diversity in the workplace, and encourages applications from all qualified individuals including, women, members of visible minorities, Aboriginal persons, and persons with disabilities.

Note: Unsolicited applications from recruitment agencies will not be accepted

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