Contracting Specialist (E3749) (Finance)

Job Summary 
CEE is recognized across the IEEE Community and beyond as a leader and subject matter expert within every aspect of meetings, conferences, and events. The CEE professional core are aligned in this mission and are committed to partnering to deliver events that are engaging and memorable as possible, providing insight into the technologies of the future and bringing it to audiences in the present, and bringing our expertise to the table in 'easy to access' combinations that work for our customer. 

This role is required to align with these principles and demonstrate professional expertise serving as a global leader and ambassador for IEEE, TA, and CEE's mission, delivering innovative and collaborative conferences, meetings, and events, enabling a collaborative environment, and partnering with our customer to deliver events that are engaging and memorable as possible. 

Specifically, this role is responsible for delivery of a strategy related to strategic meeting management and will implement contracting strategies that are in alignment and build clear understanding of business requirements for third party goods and services. The role requires an understanding of business objectives and the ability to engage internal customers, functional specialists and other stakeholders whose support is critical for successful contracting initiatives. 

Functions as a part of an extended client team, interacting with any function or capability contributing to a client event, including legal services, finance, and business operations. Will achieve a reasonable level of understanding of IEEE's major business areas in order to communicate effectively with senior level staff, clients, and vendors and provide relevant advice. 

Will serve under the direction of the Dir Business Operations & Intelligence in the review of conference related contracts as part of the mandatory IEEE conference contract review program. Contracts include all conference supplier related contracts. As part of the review process, you will advise and counsel both staff and volunteers and have direct interaction with vendors. This program has the potential of roughly 2,800 contract reviews annually when fully operationalized. 

Key Responsibilities

Contract Management (80%)

• Initiates, drafts, and negotiates vendor agreements for event services, hotels, venues, speakers, entertainers, and other vendors assigned for the event. Shapes contractual terms and conditions, involving legal when required, employing best practices in contracting methods to manage risk and maximize value.
• Provides advice to CEE's business/client units and project teams on contract management.
• Acts as primary contact between client, business unit, legal, and strategic sourcing, ensuring all legal and contractual matters are addressed efficiently and promptly.
• Identifies opportunities and realizes value through effective use of strategic cost management tools.
• Undertakes due diligence in mitigating all external supply risk from supplier selection through to contract execution.
• Develops and integrates standardized processes and tools to blend IEEE contract compliance with industry expertise and practicality and focus on contract compliance and risk mitigation, protecting and enhancing margins.
• Prepares and disseminates information regarding contract status, compliance, modifications, etc.
• Maintains and updates files on all vendor contracts including verification of certificates of insurance for each supplying company.
• Maintains database of all pending and initialized contracts serviced.
• Special projects/initiatives as assigned (20%)
• Occasional travel schedule domestic and international in support of the above may be required.
• Ability to work extended hours and weekends to meet event needs.

Education

• Bachelor's degree or equivalent experience Req

Work Experience

• 4-6 years' experience preferred within conference contract negotiation and document review in a procurement capacity (category of spend including, but not limited to: International and domestic hotels, conference centers, transportation, meeting management agencies, AV and other support services) Req
• 2-4 years' Experience in hotel sales and/or meeting planning industry Pref

Licenses and Certifications 

• Certified Meeting Professional (CMP) designation Pref

Skills and Requirements 

• Comprehensive understanding of financial concepts relating to contractual arrangements
• Excellent communication skills (verbal/written), time and project management skills, dedication to detail and the ability to work under pressure in a deadline driven environment
• Must have advanced negotiation skills
• Excellent organization, planning, multi-tasking and time management skills a must
• Ability to work under pressure in a deadline driven team environment
• Excellent knowledge and thorough understanding of event location analysis, logistics, and management of events from conception to completion
• Highly mathematically competent
• Advocacy for the customer
• Must be technologically savvy, and display a willingness to seek out technology solutions to business challenges
• Must possess innate ability to learn and adapt to new systems, programs, software quickly and use these technology based tools to accomplish work
• Proven ability to adapt quickly to new software applications and use technology-based tools to accomplish work
• Proficiency in MS Office applications (Word, Excel), and electronic mail applications.
• Positive attitude and a supportive, team-based approach towards the attainment of departmental goals
• Exceptional cultural awareness, judgment, and tact; routine interaction with various levels of employee and an international constituency of society/council/region officers, volunteers, and partner associations/institutions.
• Requires the ability to deal with difficult people and successfully meet objectives
• Strong ability in problem solving/conflict resolution utilizing critical and strategic thinking skills for turnaround to positive outcomes to meet objectives
• Exhibits good judgment and decision making on how to react to differing situations
• Must have the ability to represent the IEEE in a professional manner

• Other Requirements:
  As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply. 
  
  PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.
  
  For information on work demands and conditions required for this position, please consult the reference document, ADA Requirements. This position is classified under Category I - Office Positions. 
  
  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. 
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  Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management's right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.