Senior Contract Administrator - St Thomas, ON, Canada - Government of the Virgin Islands

Description

Salary: $80,000.00 Annually Location : St. Thomas/ St.


John, VI Job Type:
Exempt

Job Number:
Department: |Department of Property & Procurement- STT|

Opening Date:
04/19/2024

Closing Date:
5/2/2024 11:59 PM Atlantic (Canada) Description Under the general supervision of the Commissioner or designee, an employee in this class performs highly responsible and specialized Administrative and Managerial work in directing a large scale and complex departmental programs. The Contract Administrator assumes responsibility for writing/drafting/developing and administering assigned scopes of work, and contracts for all agencies of government. The scopes of work and contracts involve professional services, items, equipment, construction and services required, function within a broad framework of existing laws, policies, rules and regulations with considerable latitude for individual discretion. Duties and Responsibilities Plans, organizes, and directs the Administration of Contracts for the proper management and operations of the department in order to ensure efficient and effective functioning within the framework of departmental needs in accord with rules, laws, regulations and policies. Initiates, prepares correspondence and makes amendments to the documents to the contractors as needed. Prepares change orders and Supplemental Agreements that reflect a great variety of changes that occur during the life of contracts, or prior to finalization by assuring that the Government has received the benefit of equitable process or price reductions or other considerations during the negotiation period and prior to the formalization of the negotiated contracts. Maintains security precautions that relate to the preclusion of dissemination or disclosure prior to negotiations of confidential or official information contained in applicable contract files. Determines that sufficient and appropriately chargeable funds are available and obligated prior to award of contracts. Attends bids openings, and act as principal negotiator for the formalization of informal commitments. Develop scopes of work, write /draft contracts, amendments, supplemental, renewals, and all agreements. Conduct research and evaluation of current and potential services to satisfy government needs. Performs related work as required Minimum Qualifications Master's Degree in Business or Public Administration and five (5) years of responsible administrative, legal, technical experience. OR Graduation from a recognized College or University with degree in Business or Public Administration and at least five (5) years' experience which has demonstrated competence in administration, and supervision of employees in the field of Business or Public Administration. Position Factors FACTOR

• KNOWLEDGE REQUIRED BY THE POSITION Knowledge of government and DPP policies, laws, rules, regulations, and standard operating procedures governing Administration, Contracting, Procurement, and other functions related to Administration; Ability to perform level of work such as negotiating, awarding, administering or terminating of contracts; Ability to lead conferences and discussions to reconcile different objectives and viewpoints amongst representatives of the Government agency concerned, contractors, and vendors; Ability to coordinate a variety of data and control factors in developing plans or courses of action; Well organized, able to prioritize, meet deadlines and maintain meticulous records.

Sound organizational and planning skills with a solid attention to detail; Demonstrated ability to organize, coordinate, and execute on details; Demonstrated ability to effectively manage and participate in multiple, concurrent projects; Ability to establish and maintain effective working relationships, facilitate groups and meetings; Effective communication skills and excellent interpersonal skills; High level of critical thinking and reasoning skills; Strong written and oral communication skills; Ability to use the personal computer and related software applications. Work collaboratively and closely with user agencies towards developing RFP, RFQ and IFB scopes of work. Work collaboratively and closely with user agencies towards drafting/writing/developing all contract types, amendments, supplementals, and renewals. Conduct market research for the development and drafting of scopes of works and contracts. Work collaboratively and closely with user agencies to gain a clear understanding of their respective program/divisions/department needs. Conduct communications with vendors and collect vendor documents to support contracts and all other type agreements. FACTOR

• SUPERVISORY CONTROLS Reports directly to the Assistant Commissioner of Procurement who periodically reviews work in progress and upon completion provides technical assistance on complex contracting documents.

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• GUIDELINES Employee is expected to use knowledge acquired through training and experience in making independent decisions.

Additionally, departmental guidelines and procedures must be followed. FACTOR

• COMPLEXITY Work responsibilities include independent judgment is exercised in the handling of complete procurement transactions and interrelationships between user agencies, approving agencies and vendors.

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• SCOPE AND EFFECT Responsible for analyzing requisitions and all supporting documents for purchases, recommending bid packages, enforcing competitive procedures in accordance with established legal and procedural requirements, and communicating with vendors.

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• PERSONAL CONTACTS Personal contacts are with vendors, co workers, supervisor(s), heads of agencies and boards, employees of government and other administrative officials.

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• PURPOSE OF CONTACTS The purpose of the contacts is to maintain policies and procedures that are fair, open, and compliant with local and federal laws.

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• PHYSICAL DEMANDS Employee works in an office while maintaining and analyzing bid packages, and more applicable to the day to day operations of the department.

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• WORK ENVIRONMENT The work environment is a professional office environment and may occasionally handle absentee replacement duties on short notice.

Please review the benefit offerings at the department.
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