Investment Contract Manager Entry Analyst - Sr Analyst

The Investment Operations Contract Analyst position provides support in the execution and administration of investment management division contracts by defining requirements, assisting with scope development, and supporting on-going contract monitoring activities after execution, including vendor payments and issues.. The incumbent will assist with, coordinate, implement, and administer contracts, invoices, contract renewals, and database entry, and participate in annual procurement planning. This position will work under the guidance IMD Budget & Accounting leadership, and in coordination with Procurement & Contracts (P&C) and Legal & Compliance (L&C). This position reports to an Investment Operations Manager.

WHAT YOU WILL DO:

Contracting Process
• Participates in contracting process for IMD with Procurement & Contracts and Legal & Compliance, and the relevant IMD Business Unit(s).
• Works with IMD business units to identify the need for new services or renewal of existing service.
• In collaboration with P&C, assists with and prepares statement of work, business requirements, and evaluation criteria for solicitations.
• In collaboration with P&C, assists with and completes contract risk assessments to identify and manage risks in the early stages of procurement including vendor success, compliance issues, cost, quality or delivery issues. Follows a mitigation plan when risks are identified to eliminate or reduce the risk.
• Participates in procurement kick-off meetings including all business units involved to coordinate resources and discuss requirements for procuring the contract.
• Ensures appropriate subject matter representation on evaluation committees established to evaluate bid responses.
• Provides assistance to contract agency staff on eligibility, policy, documentation, and billing procedures.
• Monitors the procurement and contracting process to ensure that contractors are fairly and objectively selected.
• Assists with and negotiates contract terms, conditions, specifications, and provisions in accordance with applicable procurement law and the agency’s best interests.

Contract Monitoring
• Assesses each contract to determine whether enhanced contract monitoring is needed.
• Monitors contract performance, including assistance with developing and tracking key metrics.
• Monitors vendor performance to ensure compliance with all contractual obligations and identifies any developing problems or issues. Reviews the results of monitoring efforts to ensure corrective actions have been taken, identifies common problem areas that might require training, and improves contract requirements for future contracts.
• Assists with preparation to discuss contractor performance evaluations with the contractor and/or departmental liaison to explain performance evaluations and obtain feedback, and reporting and resolving complex contractual issues.
• Assists with and identifies and resolves contract performance issues and disputes with vendors following the dispute resolution process defined by each contract. Engages P&C and L&C as needed for support.
• Ensures invoices for contracts are issued in compliance with contract terms
• Reconciles assigned contracts with the IMD procurement plan and tracks expiration deadlines. Consults with P&C to determine whether the contract will be renewed, extended, re-procured, or allowed to expire before the procurement lead times required for a new solicitation.
• Notifies and works with P&C to implement contract changes.
• Performs contract close-out procedures. Confirms the contracted deliverables have been received and approved and the final invoice has been received.
• Participates in internal and external audits, researches and reconciles audit exceptions, and recommends solutions.

Reporting, Analysis, & Data Management
• Maintains contract budget and files. Completes required procurement forms and contract file documents.
• Manages users of services (add named users, deletes users that no longer need service).
• Verifies invoices comply with contract terms. Processes invoices and obtains Contract Sponsor approvals.
• Prepares reports for IMD management regarding contract administration plans, operations, activities, achievements, current/upcoming procurement activity, and related issues.
• Maintains and uploads contract documents to the procurement system after contract execution, including deliverables and contract monitoring documentation. Ensures appropriate documentation is maintained in the contract file and retained according to the TRS retention schedule.
• Identifies documents responsive to a legal hold notice and retains documents per L&C guidance until the legal hold notice is withdrawn.
• Provides subject matter expertise and guidance to IMD business units related to contracts and procurement.
• Assists with the development of annual procurement plan for contracts assigned.
• Assists IMD management with budget planning for upcoming contract and purchasing activity.
• Upon receipt of a program notice, provides documents responsive to Public Information Act requests to L&C. Works with L&C to clarify requests and review documents, as needed.
• Develops and provides training on contract management and procurement.