Contract Management Associate (Program Admin Officer 1-2)

About Us

The Nova Scotia Digital Service (NSDS), a division of Service Nova Scotia and Internal Services (SNS-IS) is a team within government, and we are putting people first. We are called a “digital” service for a reason – because we are helping government work the way that people expect things to work these days.

Our team is large, diverse, and passionate about making a difference in peoples’ lives. We believe in user-centered iterative digital service design, and practice internet-era ways of working. Working at the NSDS means you will be a part of a team whose work makes a difference through designing, continuously improving and delivering the programs and services people need, alongside caring, compassionate, highly skilled people.

At the NSDS, we don't just accept difference - we celebrate a supportive culture of diversity, inclusion and belonging!

The people who use government programs and services come from all walks of life. It is important that the NSDS reflects the people that we serve – so we can deliver better, and more accessible, and inclusive public services. We work hard to create an environment where different perspectives and experiences are valued. We are committed to helping diverse talent thrive.

About Our Opportunity

Reporting to the Manager, Contract Management, the Contract Management Associate (CMA) is responsible for providing a high level of organization and support to the contract and vendor management efforts, requiring extensive knowledge of Nova Scotia Government procurement policies and processes and associated methodologies. This role is essential to providing accurate and timely information to senior management for strategic decision-making, as well as accurate and timely payment to vendors to ensure reliable service delivery to and by the department.

The CMA works closely with the contract management team to support all contract and vendor management activities. This includes following and adhering to standard policies, processes, industry standards, and guidelines. The role is also key to administering and supporting the department’s varied information systems, which includes managing users, providing technical support, training and automating new processes, and analyzing data in a timely fashion to provide advice to staff, clients, managers, sponsors, and stakeholders.

Key Responsibilities of this role include:

Contract Tendering Support: The CMA works closely with the contract management team, senior management, clients, and stakeholders to capture, analyze, and maintain contract tendering data, following the Province of Nova Scotia Procurement Department's guidelines, policies, and procedures.  The CMA also provide support services to contract management staff, senior management, clients, and stakeholders to successfully execute the tendering activities required to acquire these agreements.

Contract Management Support: The CMA works closely with the contract management team to maintain agreements through the contract life cycle by following appropriate guidelines, policies, and procedures, working with other team staff members.

Invoice Payment/Vendor Management Support: The CMA works closely with the contract management team to monitor vendor invoicing performance and payment issue resolution, including ensuring the invoicing and payment terms and conditions of the agreement are met by internal staff and external vendors, as well as supporting invoice processing staff by ensuring that the objects in the SAP Financial Management System required to process payment are available to staff in a timely and accurate fashion.

Budget and Reporting: The CMA works closely with the contract management team to ensure the invoicing and payment terms and conditions of the agreement are met by internal staff and external vendors, as well as tracking future and past expenditures related to contracts.

Cost Recovery Processes: The CMA works closely with the contract management team to create, maintain, and track cost recovery data as well as creating and processing cost recovery journal voucher batches and invoices.

Qualifications and Experience

Requirement: Bachelor’s degree + 1 year related experience (such as working with procurement procedures, policies, and guidelines, specifically related to Information and Communications Technology goods and services); or an equivalent combination of training and experience.

The following will also be required for the position:

• Strong collaboration and facilitation skills, along with well developed communication skills:  interpersonal, oral, and written
• Demonstrated ability to develop and maintain effective working relationships with stakeholders and staff
• Demonstrated ability to successfully manage multiple priorities and assess emerging issues
• Demonstrated ability to pay close attention to detail, interpret terms and conditions, and interpret and apply policy and process
• Ability to work cooperatively and effectively as part of a team

The following will be considered an asset:

• Experience working with Province of Nova Scotia Procurement procedures, policies, and guidelines. 
• PSPP (Public Sector Procurement Program) Diploma  
• ITIL certification

Benefits

The Government of Nova Scotia offers its employees a wide range of benefits such as  Health, Dental, Life Insurance, Pension, General Illness (Short and Long Term), Vacation and Employee and Family Assistance Programs. Click here to learn more about our various benefits offering and eligibility criteria.

What We Offer

• Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
• Engaging workplace. Our Employees feel valued, respected, connected, and tuned in. We have forward-thinking policies and strategies.
• Countless Career Paths.
• Department Specific Flexible working schedules.