Contract Management Analyst

Job Description:

This role serves as the operational support of the Global Procurement Office, the latter being responsible for the overall governance and infrastructure framework that supports Manulife’s procurement activities globally. It is generally in charge of the procurement-related data analytics and reporting, contract drafting and review, and management of internal systems. This role is mainly responsible in ensuring that the fully signed contracts are uploaded in the database (ProContracts-wiz) in a timely manner and with data accuracy.

Key Accountabilities:

• Act as a go-to person or advisor of the Contract Management team for process-related concerns and questions; handles complex cases and escalations, in addition to regular contract administration tasks
• Responsible for generating reports for submission to the business and to the stakeholders, both in North America and Asia
• Assist facilitate new hire onboarding and training and staff cross-training activities
• Act as a team’s quality analyst and performs quality review functions which include, but not limited to, conducting and facilitating skills verification, training calibration, quality performance assessment, and individual/team coaching in partnership with the Team Leader and Business Unit
• Work closely with the business unit to ensure training materials and process documentation are regularly updated
• Champion process improvements or project initiatives in the Contract Management team, in collaboration with the Team Leader and Business Unit
• Enter contract records into web-based application based on scanned contract documents provided by the contract manager or designated contract requestor. This requires the ability to understand contract terms as related to the application data fields. Confirm with contract manager/contract requestor that data fields are correctly populated.
• Attach scanned documents to the contract record, including the signed agreement and required supporting documents
• Edit and update contract records as required.  Provide support for maintaining regulatory documentation in the contract workspaces
• Track and follow up with contract managers for expired contracts, missing regulatory or other documentation, etc. to ensure records are complete and up-to-date
• Set up and generate standard and ad hoc reports as required
• Maintain contract templates and related forms located in the application
• Maintain contracts in accordance with the records retention policy and regulatory reporting
• Assist or appropriately direct employees with inquiries related to contract application
• Such other duties and functions as assigned by Operations Management

Application Data Management:

• Set up system access based on system rules and user profiles
• Manage employee access based on job roles, system use and employee termination 
• Perform ongoing data cleanup and manage data integrity
• Provide input into system and procedural documentation and training
• Provide input into system and procedural documentation and training
• Maintain relationship with Ariba customer service to report and resolve system issues

Minimum Qualification to be hired:

The candidate:

• College/University graduate 
• Experience working with simple procurement contracts and related legal document is an advantage

Technical Skills:

• Strong PC skills with the advance knowledge in Microsoft Excel (experience in pivot tables; v-look up; and macros are an advantage).
• Ability to learn new technologies and tools quickly and work effectively in a changing environment.

Soft skills:

• Ability to communicate effectively and interact both verbally and in writing
• Strong analytical and problem solving skills are required
• Attention to details and accuracy are critical in completing tasks
• Ability to prioritize and work effectively in a deadline oriented environment
• Good organizational and time management skills to handle multiple tasks
• Effective coping skills and an outward positive attitude toward work and change
• Flexibility to shift schedules