Contract Specialist
Contract Specialist
Who We Are:
The Nature Conservancy’s mission is to protect the lands and waters upon which all life depends. As a science-based organization, we create innovative, on-the-ground solutions to our world’s toughest challenges so that we can create a world in which people and nature thrive. We’re rooted in our Mission and guided by our Values, which includes a Commitment to Diversity and Respect for People, Communities, and Cultures. Whether it’s career development, flexible schedules, or a rewarding mission, there’s lots of reasons to love life #insideTNC. Want a better insight to TNC? Check out our TNC Talent playlist on YouTube or on Glassdoor.
Our goal is to cultivate an inclusive work environment so that all our colleagues around the globe feel a sense of belonging, and that their unique contributions to our mission are valued. We know we’ll only achieve our Mission by hiring and engaging a diverse workforce that reflects the communities in which we work. In addition to the requirements in our postings, we recognize that people come with talent and experiences outside of a job. Diversity of experience and skills combined with passion is a key to innovation and a culture of inclusion! Please apply – we’d love to hear from you. To quote myriad TNC staff members, “you’ll join for our mission, and you’ll stay for our people.”
What We Can Achieve Together:
The Contract Specialist is responsible for a variety of vendor contract and related operations activities for the Arizona Business unit. This is a full-time (35 hour / week) benefitted position working primarily at TNC’s Tucson Conservation Center with some telecommuting flexibility. Reports to the Director of Finance and Operations (DFO).
The Contract Specialist will be responsible for performing multiple financial and administrative functions. May perform other financial administrative tasks including processing forms, preparing manual and automated reports, and monitoring budgets. Uses available systems and resources to maintain, track, and research data, and to produce and review reports. Applies established processes and practices to improve effectiveness and document program procedures for reference by staff. Coordinates activities with multiple variables, sets realistic deadlines and manages timelines. Works cooperatively with Conservancy staff, providing information necessary to make decisions and solve problems. May communicate on behalf of their supervisor with internal and external sources, including staff, donors, vendors, and businesses to convey information and ensure successful execution of Business Unit activities. The Specialist will execute all duties within the Conservancy’s Policies, Standard Operating Procedures, business practices, processes and guidelines and Business Unit (BU) practices.
A. Vendor Contract & Purchase Order Administration (approximately 85%)
1. Coordinates the vendor contracting & purchase order process on behalf of various BU contract managers.
2. Prepares and secures approvals / signatures on contract routing form.
3. Prepares initial drafts of vendor contracts based on information from contract manager; chooses and uses appropriate TNC template.
4. Assess contract request for risk factors and to determine whether legal approval is necessary; communicates with legal and secures approval as appropriate.
5. Reviews contract for reasonableness, thoroughness, and accuracy; offers recommendations and makes corrections as appropriate.
6. Secures signatures and contract-related forms from vendors.
7. Secures AZ BU leadership signatures on contracts.
8. Maintains all relevant contract information in defined shared electronic location and structure.
9. Processes vendor payment requests for all relevant contracts.
10. Maintains a system to alert contract manager and / or vendor of late or missing invoices as appropriate.
11. Responds to questions by contract/program/budget managers, DFO and others regarding contracts and contract payments.
12. Maintains a “tickler” system to alert contract manager of upcoming contract termination dates and to determine whether an extension amendment is needed.
13. Coordinates all relevant activities above for contract amendments.
14. Provides DFO with contract invoices that should be accrued at fiscal year-end
15. Provides similar support for Alaska BU (contract preparation only, not invoicing, etc).
16. Processes contract invoices for other staff with vendor contract responsibilities.
17. Serves as an in-chapter resource to various staff regarding vendor contracts and all related TNC SOPs, processes, practices, etc. Includes becoming a TNC certified contract specialist. Includes participating in training for Arizona and Alaska staff.
18. Participates in TNC Certified Contract Specialist and similar / related training and community-of-practice meetings.
19. Collaborates closely with other Arizona staff with vendor contract responsibilities on Arizona practices, forms, training and systems.
B. Finance tasks (approximately 5%)
1. Process accounts payable adjustments as needed to correct or adjust payables issues.
2. May process accounts payable invoices on occasion.
3. May download, save, print, and organize various financial reports at request of DFO.
4. May provide back-up to make Tucson deposits.
5. May processes and / or enter journal entries.
6. May prepares Excel spreadsheets with various data and for various purposes at request of DFO.
C. Other (approximately 10%)
1. Assists and provides backup to other AZ operation staff with operations, administrative and facility related tasks as needed or as directed by DFO.
2. Collaborates closely with Conservation Financial Specialist and Sr. Grants Specialist on overlapping responsibilities.
3. Participates in Operations, AZ Business Unit, Division, Regional and TNC-wide meetings, trainings, etc.
4. Other duties as assigned.
RESPONSIBILITIES & SCOPE
Perform duties under general supervision and established guidelines
Make day-to-day decisions within the scope of work assignments and prioritize work independently
Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor
Demonstrate sensitivity in handling confidential information
Does not supervise any staff, but may supervise volunteers, interns, or temporary staff
Financial responsibility may include purchasing, processing invoices, contracting with vendors, and assisting with budget tracking
Serve as a team member for assigned projects
Occasional travel within Arizona (including overnight at least twice annually) and occasional overnight travel to other U.S. locations for training.
Occasionally work overtime, evenings, or weekends.
Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
We’re Looking for You:
Are you looking for work you can believe in? At TNC we strive to embody a philosophy of Work that You Can Believe in where you can feel like you are making a difference every day. We’re looking for someone to problem-solve and assist multiple departments!
The ideal candidate should have exceptional communication and collaboration skills and experience assisting in a variety of tasks. This is an exciting opportunity to contribute to the ongoing mission of conservation by directing and shaping the work of our team!
What You’ll Bring:
Bachelor’s degree and 1-year experience or equivalent combination
Experience organizing and tracking data and tracking
Experience with strong attention to detail and accuracy
Experience with Windows, Excel, and Outlook
Experience in business writing, editing, and proofreading
Experience organizing time and managing diverse activities to meet deadlines
Experience performing one or more administrative processes
Experience working and communicating effectively with a wide range of people
Valid Driver’s license
Lift, push, pull, and move a minimum of 25 pounds
Youth qualified (within first 30 days)
DESIRED QUALIFICATIONS
Three – five years’ experience in tracking financial data and processing accounts payable
Experience tracking incoming grants and related outgoing expenditures
Experience reviewing vendor contracts
Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated
Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems
Ability to apply analytical skills
Ability to apply critical thinking skills
Ability to apply research skills
Ability to learn and navigate a variety of enterprise software systems
Database skills, including managing and tracking data, and producing reports
Strong customer service skills and focus
Experience, coursework, or other training in relevant field
What We Bring:
Since 1951, The Nature Conservancy has been doing work you can believe in protecting the lands and waters that all life depends on. Through grassroots action, TNC has grown to become one of the most effective and wide-reaching environmental organizations in the world. Thanks to more than 1 million members, over 400 scientists, and the dedicated efforts of our diverse staff, we impact conservation throughout the world!
The Nature Conservancy offers a competitive, comprehensive benefits package including: health care benefits, flexible spending accounts, 401(k) plan including employer match, parental leave, accrued paid time off, life insurance, disability coverage, employee assistance program, other life and work wellbeing benefits. Learn more about our benefits at in the Culture Tab on nature.org/careers.
We’re proud to offer a work-environment that is supportive of the health, wellbeing, and flexibility needs of the people we employ!
This description is not designed to be a complete list of all duties and responsibilities required for this job.
For more information and to apply for Job ID 52974, submit your CURRENT RESUME and a COVER LETTER online by using the Apply Now button at https://careers.nature.org/. Need help applying? Visit our recruitment page or contact applyhelp@tnc.org.
Our commitment to diversity includes the recognition that our conservation mission is best advanced by the leadership and contributions of people of diverse backgrounds, beliefs, and cultures. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority and we encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientations, gender identities, military, protected veteran status or other status protected by law.
TNC is committed to offering accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or an accommodation due to a disability, please send a note to applyhelp@tnc.org with Request for Accommodation in the subject line.