Job Description

JOB PURPOSE:

The Contract Specialist manages the end to end contract process with all contracting stakeholders. He/she is a key contact for the stakeholders during the process.

ORGANIZATIONAL CONTEXT:

Contracting Center of Excellence

KEY ACCOUNTABILITIES:

Contract Management

Is accountable for the end to end contract management process (elaboration, approval, signature…) of contract in a wide variety of contexts:

Analyzes each request to determine the category of agreement (L1, L2 and L3) or checks relevance of category requested by buyer;

Checks if request/need can be addressed through existing agreement (MSA) when buyer is not involved;

Identifies or helps requester/buyer identify the appropriate template for L2/simple agreement (at bidding step if needed);

Helps the requester to complete the contract request form (if needed);

Selects, completes & negotiates L2/simple contracts within the limits of the guidelines provided by legal;

Selects and completes L3/complex contracts within the limits of the guidelines provided by Legal;

Ensures all open points related to the contract are addressed by the appropriate stakeholder;

Initiates and monitors the internal contract approval workflow, i.e. follow-up timely signature of the CAF;

Sends the final/execution copy to internal & external parties for signature;

Is in charge of the storage of the signed contract and safekeeping of signed originals;

Masters the contracting approach to requalify a request (if needed);

Contributes to handle any amendments, renewal, etc… upon instructions from requester/buyer/contract owner; Legal

Assists requester on any question related to contract management process;

Is a support on complex situations with potential blocking points based on experience (if needed);

Assist with and I or handle Team/Business Partner training presentations with respect to company policies and contract management processes

Facilitates and ensures completion of the contract preparation process starting with contract draft and continuing through to approvals, contract signature, and storage.

Review contract requests for completeness prior to preparing, drafting and processing

Initiates the contract creation process once the information on the request has been verified

Drives, monitors and proactively follows up on the approval of contracts to assure they meet customer timing requirements.

Drafts delegated agreements in accordance with Legal approved templates

Determines need for additional contractual provisions based on sanofi-specific Compliance requirements (e.g. Covered Persons, Data Privacy, PV Language).

Selects template (if provided and trained by legal) and completes initial draft of contract with input from requestor, supplier and buyer

Negotiates certain pre-identified clauses, under the guidance of Legal

Accountable to provide status updates with clear communication with requesters and support functions

Initiate and coordinate legal participation in complex contract drafting and review process

Works with legal to coordinate additional input or modifications (as needed) from supplier based on review process

Coordinate and Chair regular meetings with contracting stakeholders in legal, business, and procurement to discuss open contracts including prioritization, open items, contract pipeline, and continuous improvement opportunities

Act as single point of contact for any questions related to the end to end contracting process within business area of support.

Accountable for triage and resolution of issues with internal customers, acts as a liaison for escalations to maintain a high-level of customer satisfaction. 

Provide subject matter expertise and guidance for procure to pay process and suite of tools ensuring high customer satisfaction.

Project Management and Continuous Improvement

Ensures the contracting process is compliant with global & local internal policies;

Identifies optimization areas based on stakeholders feedbacks and his/her own experience;

Contributes to the deployment and continuous improvement of contract processes, tools & templates;

Monitors and supervises the contracting reporting activity;

Contributes to the training of junior contract specialists on his/her expertise area;

Other tasks as designated by Head of CCoE.

Communicates company contract policies and requirements to internal stakeholders and highlights areas of concern in regards to individual contracts projects

Escalate opportunities for continuous improvement and ongoing training/capability opportunities for contract administrators and trained users

Contribute to the development and / enhancement of guidelines and SOPs.

Maintain level of performance and quality in alignment with departmental SLAs and SOPs

Perform key SOX controls (including screening of contracted parties, review Contract Approval Policy, Delegation of Authority of contract signatories and compliance with records retention policies), and support compliance with CIA as needed via either process or system

JOB-HOLDER ENTRY REQUIREMENTS:

Education:

College or Bachelor degree or equivalent

Experience & Knowledge:

At least 3 years experience on contract management

CORE COMPETENCIES:

Contract Management Expertise

Demonstrates good knowledge of contract management tools, processes and relevant internal policies.

Must have a solid understanding of contracts and business, legal & financial terms and conditions

Experience with analyzing contracts and drafting template agreements

Paralegal Certification and/or Legal Research Certificate a plus but not required

Must be able to effectively lead contract process and work collaboratively both internally and externally

Understanding of contracts and business, legal & financial terms and conditions including business specific requirements (i.e. tax, language, government, etc.)

Ability to review and assess contracts for risk and know when to escalate as needed

Capability to understand and interpret requests for contracts

Proficient in the Microsoft Excel, Word, PowerPoint, Sharepoint,

Must possess efficient analytical skills; attention to document detail, diligently follow up on many items that are simultaneously in various stages of completion, ensuring contracts and orders are not delayed internally

Soft Skills:

Has good communication skills in language(s) used for contracts in the region (written & verbal);

Demonstrates excellent typing skills in language(s) used for contracts in the region;

Is familiar with all Microsoft applications;

Is self-motivated, well organized, hard-working, detail-minded, clear thinker, quick learner, team player, well-inclined towards change and has ability to work under pressure.

Able to use independent judgment and creativity applied to resolution of contract issues

Must be able to effectively interact with business leadership

Excellent presentation and strong communication skills, both internal and external

Self starter with ability to prioritize and manage schedules under tight, fixed deadlines.

Ability to multitask, adapt and change to support business needs.

Strong organization skills, attention to detail, and follow-through

Excellent time management skills and ability to work with minimal supervision and ability to influence others to keep projects on time

Must be capable of working well in team situations and with a variety of internal customers and outside suppliers, as well as internal functional stakeholders. 

Ability to work efficiently under pressure with little supervision, deliver high level of customer service and follow through with assignments meeting strict deadlines

Ability to adapt and drive change, begin new tasks, assume responsibility and make decisions in line with process

Qualified candidate should possess excellent organizational skills and a systematic approach to work, with care taken over document and process detail and due regard to confidentiality