Contract Specialist

Job Description

About Us Homeward Trust Edmonton (HTE) is a not-for-profit organization charged with ending homelessness in Edmonton. Our efforts are guided by community needs and priorities as outlined in A Place to Call Home: Edmonton’s Plan to Prevent and End Homelessness. Homeward Trust has a dynamic work environment, filled with high-energy, dedicated, and passionate people. Homeward Trust embraces the Housing First philosophy. This philosophy follows the principles of finding housing accommodations first and then establishing the supports required by the client to remain in a home. Homeward Trust Edmonton’s programs involve both housing (capital project funding, property management, and sourcing access to new or existing units for client use) and supportive services to individuals in or seeking access to housing programs. For further information visit: http://homewardtrust.ca/. Position Summary Homeward Trust Edmonton is looking to fill the role of Corporate Performance and Reporting Specialist as a key member of Homeward Trust Edmonton’s (HTE's) Corporate Administration team. With a comprehensive understanding of procurement, contracts and agreements, their various conditions and reporting requirements; this position will report to the Director, Corporate Administration and have regular collaboration with the VP Finance, Directors of Finance, and other Property Management team members while working closely with the Programs and Service Delivery, Finance and Strategic Initiatives teams to ensure Homeward Trust’s obligations are met, and contracts are executed and fulfilled as planned. Overall, the position is responsible for managing HTE’s risks and obligations related to corporate structure and agreements, including licensing, subsidiary companies, insurance, and others as may be required. The incumbent is required to participate in regular team meetings and interacts with all levels of staff, as well as liaise with contracted organizations and agencies, funders, Board, and other stakeholders involved in the contract administration process. Education and Experience Graduate of a recognized post-secondary institution with a focus on business administration, or law. Certified Professional Contracts Manager designation is considered an asset. Minimum of five (5) years experience in a related corporate administration field, demonstrating progressive responsibility in management-level decision-making. Experience with interacting and negotiating with stakeholders, coordinating, and managing projects. Experience in drafting, preparation, administration and interpreting of contracts, memorandums of understanding, and related agreements/contractual documentation. Experience monitoring contract lifecycles. Experience managing procurement of products and services. Equivalent combinations of experience and education may be considered. Previous experience in a supervisory or management-level role is an asset. Prior work in not-for-profits, the human services industry, or housing is an asset. Knowledge, Skills and Abilities Extensive knowledge of funding agreements and contract administration. Knowledge and experience in contract housing development, financing, and assessing contract risk oversight and liabilities. Working knowledge of procurement, performance reporting, and financial monitoring. Knowledge and experience in procurement management and related legislation. Proficiency with database software, eSign programs, and Microsoft Office programs (Excel, Word, Outlook, Project, Teams). Understanding of business processes associated with non-profits and government, as well as management of contracted services. Strong organizational, time management, administration, planning, and attention to detail skills. Proactive problem solver, with good judgement and ability to make sound decisions in a timely manner. Ability to work in a fast-paced environment. Excellent verbal and written communication skills Highly developed attention to detail Able to prioritize and work on multiple tasks and projects in a fast-paced work environment. Strong interpersonal and communication skills, able to engage with stakeholders of diverse and at times competing interests to work towards achieving a common agenda. Understanding and demonstrating support of Homeward Trust Edmonton’s mission, values, and objectives. Key Responsibilities Licensing & Insurance Responsible for administration, coordination and management of corporate obligations including licensing and insurance by collaborating and liaising with insurance brokers on policy updates and administration and working with insurance adjusters and the Property Management team to ensure our interests are noted and secure at all times. Contracts Administration, Performance & Management Consolidate progress reports on all project-related activity for Senior Leadership Team, Board reports, and other internal and external reports as required. Coordinate and communicate HTE's contracts and agreements process, including applications, templates, implementation, and reporting requirements to internal departments. Ensure procurement process includes training, communications and research, policy, and accountabilities for direct engagement of services. Review contracts and agreements (for up to 70 projects and contracts annually) for compliance with internal policies, budgets, templates, and external funding agency guidelines to ensure financial conditions and contract specifications can be met before signing. Conduct risk assessments for contracts and agreements. Coordinate and administer internal and other professional services contracts or MOUs. Develop and implement systems to ensure contract performance is being met. Conduct annual reviews of contract performance. Reporting Liaise with the Finance team to coordinate the timely submission of quarterly and annual financial and narrative reports for capital funding and priorities required by external contacts. Liaise with Data & Analytics team to coordinate prior year data compilation required for Results Reporting. Manage related queries from Service Canada as needed. Manage preparation and coordination of semi-annual meetings with Federal stakeholders to formally review contracts and spending, including preparing work plans and financial reports. Consolidate progress reports on all project-related activity for Senior Leadership Team, Board reports, and other internal and external reports as required. Stakeholder Relationships & Other Duties Participate in Senior management meetings to inform the strategic development of projects and partnerships. Committee involvement as required by the Senior Management Team. Collaborate with HTE's legal counsel to file Annual Returns and maintain a tracking sheet to monitor corporate requirements. Prepare claims for property tax exemptions for all entities. Other duties may be as assigned as required. Working Conditions Must pass criminal record check including vulnerable sector clearance. Willing to travel (within the City of Edmonton) as required. While we evaluate all applications based on merit, we especially appreciate and recognize the unique insights that come from personal lived experiences, such as homelessness or houselessness. We are deeply committed to fostering a diverse and inclusive workplace. Applicants from marginalized groups, including but not limited to Indigenous peoples, LGBTQ2S+, women, and newcomers, are encouraged to apply. This competition will close at 4:30 p.m. on January 12, 2024. We thank all applicants for their interest; however, only those selected for an interview will be contacted.