Contract Advisor

Contract Advisor

Location: Warsaw, hybrid work (3 days from the office per week)

Contract Advisor will provide advice and services directly to line managers, normally dealing with the less complex contracts where precedents have already been set or contract renewals and referring more complex issues to more senior contracts personnel.  Will typically work on their own. Is responsible for managing group of 60+ contingent workers, managing site budget on behalf of budget owner and supporting Site Management Team with minor project management activities. As a person responsible for providing contractors for all AZ business units located in Poland, he/she driving the end-to-end process from managing the relations with careers offices of universities (and other possible sources of candidates), through selecting, recruiting, contracting and settlement of contingent workers providing the full service for their respective line managers.

Contract Advisor will also help with the collection, storage, ordering and filing of documents. Besides, prepares, makes available and secures all archival materials. Creates databases that are used by interested persons and authorized to read the materials collected in the archives. It is office work that largely consists in digitizing materials, i.e. converting their paper version into electronic one. All documents and other materials that are only available on paper must be converted into a digital version. Handles electronic documents, including electronic document management in appropriate system.

Typical Accountabilities:

• Works within defined guidelines and policies, applying judgement to their application, this role will also identify issues with current processes and provide input on proposed changes to enhance effectiveness of contingent workers delivery and services
• Assists line managers to understand, interpret and apply AZ policies related to contingent workers
• Prepares all contractual data according to established contracting policies, practices and delegations
• Works within a team to deliver day-to-day advice on and administration of policies and programs covering one or a number of contingent workers delivery and maintenance process (e.g. recruiting, renumeration, training, employee relations, etc).
• Manages own tasks and operates independently to interpret, diagnose and resolve identified problems, escalating only complex issues for resolution
• Act as business supervisor for the Site Budget, working with finance to provide all necessary reports to senior stockholders including budget owner and proposes changes to the budget during the financial year to provide best business results while staying in the approved plans
• Works with Site Management team to help initiate the planned activities in assumed time and budget
• Initiates and leads minor project activities in the scope of Site Management remit
• Negotiates agreements to establish business relationships
• Usually works within requirements and definitions of an established Master Service Agreements
• Liaises with purchasing and legal where applicable to clarify and obtain sign off of any non-standard content and terms
• Support the Warsaw Site during internal and external control, additionally audit projects;
• Close cooperation with the Legal Department, Compliance Department, Procurement;
• Corporate contracts development, management, and administration in Contract + system;
• Policy compliance analysis, check, and reporting (3PRM, PoA & DoA policy)
• Appropriate contract language review, if applicable (ABAC, Confidentiality, oth);
• Vendor Management: New vendors registration in Contract +; Vendor changes Management;
• Review of required documents & approvals before contract signing;
• Assesses whether the collections are still fit for use - send damaged and unnecessary documents for destruction;
• Deals with the digitization of collections, that is, transferring them to the digital environment - in the form of catalogs, copies; Stores and makes available documents to requestors via Contract+ system;
• Ensures that unauthorized persons do not have access to the files; and issues certificates for people looking for certain documents;
• Agrees on the manner of storage and arrangement of files

Education, Qualifications, Skills and Experience:

Essential

• Previous contract management experience
• Previous recruitment and administration experience

Desirable

• Degree qualified in a relevant discipline
• Previous contract management experience
• Previous recruitment and administration experience
• Excellent communication skills
• Experience in negotiating with 3rd parties
• Basic understanding of the functions whose contracts they are servicing