IISD Looking for Manager, Contracts and Administration at Winnipeg, MB Full Time

The International Institute for Sustainable Development (IISD) is an award-winning independent think tank working to accelerate solutions for a stable climate, sustainable resource management, and fair economies. Our work inspires better decisions and sparks meaningful action to help people and the planet thrive. We shine a light on what can be achieved when governments, businesses, non-profits, and communities come together. IISD’s staff of more than 20 people, plus over 150 associates and consultants, come from across the globe and from many disciplines. With offices in Winnipeg, Geneva, Ottawa, and Toronto, our work affects lives in nearly 100 countries.

General:

Leads and manages the development and processing of agreements for independent contractors and oversees IISD’s procurement of services to ensure processes follow IISD’s policies and legal obligations. The Manager, Contracts and Administration (MCA) is the key reference person for the development of consulting contracts. The MCA provides oversight and direction to the contract administrator and IISD staff in developing contracts for third-party services. The MCA’s role includes communicating and implementing policy changes related to contract administration to all staff of the Institute. The incumbent develops and processes agreements for independent contractors, which includes the administration of contractor profiles and the online contractor deliverable system.

Additionally, the incumbent will be responsible for providing office administrative support to the Ottawa office as needed.

The role is a member of the Corporate Contracting Team, reporting to the Chief Financial Officer.

Responsibilities:

• Lead contact for IISD staff on the review and processing of contractor profiles and independent contractor agreements and affiliate MOUs.
• Oversee IISD’s procurement processes and ensure that policies and procedures are being followed. If required, ensure procurement documentation is filed before contracts are processed.
• Maintain compliance with IISD’s Procurement Policy and adhere to funder requirements, including budget and duration, for contractor agreements.
• Process and verify contractor residence country tax obligation and their eligibility to work there.
• Manage the set up and maintenance of contractors and affiliates database.
• Manage resources to bring contractor agreements, affiliate MOUs, and amendment/termination letters from creation to conclusion.
• Management and administration of the online Contract Management System.
• Develop and process agreements for independent contractors.
• Enter data into the online contractor deliverable system, file contractor profiles and agreements/letters, and update master contractor document.
• Maintain a country tax obligation and intellectual property language database.
• Manage the online invoicing system for consultants and address issues and suggest system improvements.
• Maintain necessary files for contractor tax information, work permits, and completed contracts in expected locations.
• Act as a member of the Operations Committee, where the role is to identify and propose solutions for internal operational improvements and assist with the development of policies and compliance across the Institute.
• Provide guidance to IISD staff on IISD’s procurement policy procedures.
• Review and approve corporate invoices and Institutional payments as backup support to the finance team.
• Assist with the yearly preparation of 1099-MISC forms for contractors with a U.S. tax obligation.

Other duties as assigned

Qualifications and Experience:

• Completion of diploma in business administration or related field.
• Minimum 5 years of prior experience in a contract administration management role or a related field.
• Exemplifies knowledge of basic contract/consulting service laws, accounting principles, and finance.
• Possesses superior attention to detail in order to spot inconsistencies in contracts.
• Has previous experience in customer service and strong communication skills.
• Able to work productively independently.
• Experience working with a virtual team and managing staff.
• Must have excellent analytical thinking skills and problem-solving abilities.
• Demonstrated computer skills using Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel).
• Strict adherence to company guidelines, compliance laws, and legal requirements.
• Good interpersonal skills and communication with all levels of management.
• Solid verbal and written communication skills.
• Able to multitask, prioritize, and manage time efficiently.
• Experience with office administrative tasks.

Location: This position will be a hybrid home/office role based in Winnipeg (a minimum of 1–2 days a week in the office weekly will be required).

Salary: CAD 65,000 – CAD 70,000 (salary commensurate with experience)

Start Date: ASAP

Closing Date: Open until filled

Application Procedure

All submissions must be in English. Accommodations for job applicants with disabilities are available on request.

Candidates must hold appropriate work authorization for Canada.

Applications will only be accepted through Bamboo HR.

Please include the following:

• A CV (no longer than two pages)
• A cover letter (one page)
• IISD Voluntary Self-Identification Questionnaire (optional)

Only those candidates we wish to interview will be contacted. Resumes will be kept on file for 1 year.

IISD has implemented a COVID-19 vaccination policy that requires employees who are required or choose to be at an office or participate in in-person team events or in-person meetings/events to be fully vaccinated. Anyone unable to be fully vaccinated, either because of a sincerely held religious belief or a medical condition or a disability that prevents them from being fully vaccinated, can request a reasonable accommodation.

IISD is committed to fostering a more equitable and sustainable world and welcomes candidates who uphold our values of diversity, equity, and inclusion. In addition, to correct the conditions of social injustice and disadvantage in employment around the world, we encourage candidates from historically marginalized groups, including women, Indigenous Peoples, people with disabilities, people from different racial and ethnic backgrounds, and those who identify themselves as 2SLGBTQIA+ to apply for this position. Preference will be given to the equity-deserving groups during the hiring process. We offer reasonable accommodations in our recruitment process and seek applicants’ advice on how best to accommodate their needs. Please self-identify and answer our employment equity questionnaire on our applicant tracking system when you apply.