Forest Program Contract Manager

Preferred location is Flagstaff, AZ. Other Arizona locations will be considered.

What We Can Achieve Together:

The Forest Program Contract Manager is responsible for a variety of contract, financial and related operations activities for the Arizona Business Unit’s Forest Program. This position reports to Arizona’s Forest Program Director and is based in Arizona. This is expected to be a temporary (up to 2 years) full-time position. 

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 with strong experience in leading a diverse, multi-disciplinary team.  

This position is responsible for performing multiple contract, agreement and financial related functions to support the strategic priorities of the Forest Program. In collaboration with the Forest Program Director, assists with developing and monitoring project contracts, budgets and funds across all strategies of the Forest Program. Understands the strategies and tactics of the Forest Program and understands the inter-related public agreement and vendor contractual responsibilities. Uses available systems and resources to maintain, and track agreements and contracts. Supports development and utilization of systems to assign responsibilities and execute tasks for the Program. Provides support and targeted training to the team related to program agreements and contracts. Implement processes and practices to improve efficiency and effectiveness. Coordinates activities with multiple variables, sets realistic deadlines and manages timelines. Provides guidance in satisfying requirements based on knowledge of organization policies and procedures. 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 Program activities. Communicate and distribute information to assist Program and Operations staff in making decisions, solving problems and improving workflow. Takes direction from and has accountability to the Forest Program Director.

Duties are anticipated in the percentages below, and may fluctuate based on the business needs:
 

A. Vendor Contract Management (65%)

Serves as Contract Manager and coordinates vendor contracting for multiple projects across the Forest Program. Supports preparation of scope of work for vendor contracts, working closely with Forest Program staff and external partners. Prepares internal documents associated with vendor contracts and supports approval processes. Assesses contract risk factors to determine whether legal approval is necessary and coordinates communication with legal and with Grants or Contracts staff. Collaborates closely with Grants staff regarding contracts funded by public awards, and with Contracts staff on contracts funded by private funds. Support Program Director and external partner in vendor selection. Engages directly with contractors under guidance of Program Director and external partner as appropriate. Approves invoices and takes appropriate action on questions or discrepancies; communicates approval to Contract or Grant staff for coding and payment. Maintains a system to identify late or missing invoices, provides reports and takes action accordingly. Responds to questions from Forest Program, Contract or Grant staff regarding Program contracts and contract payments. Develops and maintains tracking systems for projects, including tracking project cost against contracts and progress towards deliverables, ensuring Program Director, staff and primary contractors have access to relevant information. May become a TNC certified contracts specialist and share responsibilities with Arizona Operations / grant staff regarding vendor contracts.

B. Project Coordination on Agreements / Federal, Public, Private (20%) Support development of Program agreements. Support modifications of Program agreements. Support reporting on Program agreements. Support Program Director and external partner on development of project budgets associated with agreements. Supports internal processes associated with internal approvals.

C. Other (approximately 15%) 

Participates in Forest Program, Operations, AZ Business Unit, Division, Regional and TNC-wide meetings, trainings, etc. Performs other administrative tasks including processing forms, preparing manual and automated reports and forecasts. Performs own employee administrative tasks in an accurate and timely manner, such as expense reports, timecards, objective setting, performance self-evaluations, etc. May support office management functions. Meeting note taking. Other duties as assigned.

RESPONSIBILITIES & SCOPE

• Position executes all duties within the Conservancy’s policies, Standard Operating Procedures, business practices, processes and guidelines and Business Unit (BU) practices.
• Work within scope of Program’s strategic goals.
• Act independently on assigned tasks and exercise independent judgment based on analysis and experience, referring difficult questions and unusual problems to supervisor.
• Work is diverse and may not always fall under established practices and guidelines.
• Coordinate projects with several variables, working within a defined timeline and budget.
• Demonstrate sensitivity in handling confidential information.
• Perform non-routine analysis, research and follow-through.
• Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements, budget preparation and tracking.
• May act as a resource to others to solve problems and act in supervisor’s stead when instructed
• May supervise operations staff, volunteers, interns, or temporary staff.
• Provide input through project teams for the improvement of existing programs.
• Serve as a team member for assigned projects.
• Work is diversified and may not always fall under established practices and guidelines.
• Experience with strong attention to detail and accuracy.
• Occasionally travel within Arizona (including overnight at least twice annually) and occasional overnight travel to other U.S. locations for training, retreats, etc.
• Occasionally work long hours, evenings, weekends or holidays.
• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
• Occasionally lift, carry, push, pull 25 pounds.
• Valid driver’s license.

What You’ll Bring:

• Bachelor’s degree and 3 years’ related experience or equivalent combination.
• Experience required:

• • Organizing and tracking data, generating reports and interpreting data.

• Working with computers and related software, such as Windows, Microsoft Office (Outlook, Excel and Word), “Box”, Teams, web browsers and internet research

  • Business writing, editing, and proofreading.

  • Organizing time and managing diverse activities to meet deadlines.

  • Coordinating administrative processes.

  • Working and communicating effectively across teams and with a wide range of people.

• Youth certified (completes TNC training within initial 30 days of employment; annually thereafter).

DESIRED QUALIFICATIONS

• Five – 7 years’ experience in tracking financial data and product deliverables/ or working with contracts.
• Experience tracking incoming contracts and related outgoing expenditures.
• Experience reviewing vendor contracts.
• Experience interpreting guidelines to achieve desired results.
• Experience working in a metrics driven culture.
• Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated.
• Ability to analyze information for the purpose of coordinating and planning 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.
• Knowledge of current trends in specific field.
• Strong customer service skills and focus.
• Experience, coursework, or other training in relevant field.

Salary Information

The starting pay range for a candidate selected for this position is generally within the range of $57,000 – $70,000. This range only applies to candidates whose country of employment is the USA. Where a successful candidate’s actual pay will fall within this range will be based on a variety of factors, including, for example, the candidate’s location, qualifications, specific skills, and experience. Please note countries outside the USA would have a different pay range in the local currency based on the local labor market, and not tied to USA pay or ranges. Your geographic location will be confirmed during the recruitment.