The mission of the IT Vendor Contract Manager is to manage and follow-up the contracts. He/she acts in line with IT & Business strategy, ensuring agreed upon value has been obtained and aiming for maximized benefit cost ratio.
The IT Vendor Contract Manager is responsible for managing the contract life cycle, which includes audits, changes and modifications and the enforcement of performance clauses, including incentives and remedies. The IT vendor contract manager acts as the key contact and subject matter expert for all contract-related and tender activities. This includes assisting with negotiating contract terms, conditions, modifications, incentives and remedies, while working with key stakeholders to ensure that their requirements are met. Additionally, this position supports the contract execution process, by helping line management in resolving problems, mitigating delays, mediating disputes and escalating issues.
The position of IT Contract Manager functions as a reference in the organization to ensure the business drives optimized performance and value from our suppliers over the life of the contracts.
List of tasks
As a junior, you are responsible for assisting the Senior contract manager in :
1. IT Vendor Contract Process Development
a. Work alongside procurement colleagues to assist with developing statements of work (SOWs) and understand any current requests for information (RFIs), requests for quotations (RFQs) and requests for proposal (RFPs) that are in the pipeline;
b. Establish contract management objectives, procedures, templates and workflow processes for vendor contracts and deliverable schedules. Maintain a contract management database that contains all executed contracts, as well as contracts that are under development but are not yet active. Moreover, track obligations, deliverables and contract change notes. Manage and control access to documents as appropriate;
c. Work with legal representatives to develop and insert appropriate legal protections in contracts, as warranted;
d. Develop a knowledge base of negotiating strategies, best practices, and negotiation personnel and teams. Make improvements to processes, procedures, workflow and organizational structures for contract management;
e. Work with vendors and key stakeholders to establish clear contract change control processes.
2. To support IT Vendor Relationship Management
Contribute with the Vendor Relationshp Manager to :
a. Develop strong relationships with IT managers, business owners and IT procurement. This will help to support enterprise objectives, influence key stakeholders (CIO, CFO, CTO and so on) and jointly develop strategic sourcing strategies;
b. Establish governance to be applied, particularly during the contracting process. This will identify and limit points of contact for vendors, and clarify rights of authority for decision making;
c. Handle internal contract-related complaints or disagreements from the business or other internal stakeholders;
d. Performs regularly checks with PM’s, SLA and line managers on contract compliancy, and ensures that full benefit contractually obtained and negotiated is actually delivered;
3. IT Vendor Contract Insight
a. Effectively communicate a clear and concise contract overview (summary of key contract terms, risks, opportunities and service delivery guidelines) to key stakeholders, and provide clarity on contract elements when required:
b. Develop view, plan, scenarios and options – each with their pro and con’s in a proposal document, with clear vision on how to optimise benefit -cost and value by organizing outsourced work differently. Benchmark with best practices in other companies and on the market. Actively alignes with Purchase and IT Strategy in order developing 3-5 year view and most optimal transition plan;
c. Be responsible for ensuring that pricing is competitive by commissioning benchmarks as needed during the lifetime of the deal;
d. By default, will not intervene in the day-to-day operational execution of the contract managed by line management. Hence, upon request will support line management with info, advize and recommendations, or assist line management in escalation meetings related to contractual matters.
e. Coach IT line managers (SLA manager, Project Manager, resource managers, …) in proper formalization. Raises alarms and red flags where IT operational practice is not in line with contractual commitments obtained. Proactively identify and anticipate potential contract risks and problems, and take appropriate measures to mitigate or resolve these;
f. Manage contract review meetings to ensure delivery against objectives and contract budgets. Develop regular reports on contract milestones, execution and risk, and inform internal customers, vendors and management of activities and progress through regular written and verbal communication.
4. active alignement with:
a. Financial Performance Office on KPI, budget and contract matters as he/she will maintain clear view on cost impact (implementation and recurrent) of new contracts concluded on IT Budgets (PMT) both in baseline and variance impact;
b. Sourcing Performance Office acting in line with Sourcing strategy defined;