Contract Specialist

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The Nature Conservancy

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Tucson, AZ, United States

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30+ days ago

OFFICE LOCATION


Tucson, Arizona, USA

#LI-POST

WHO WE ARE


The mission of The Nature Conservancy (TNC) is to conserve the lands and waters upon which all life depends. As a science-based organization, we develop innovative, on-the-ground solutions to the world’s toughest environmental challenges so that people and nature can thrive. Our work is guided by our values, which include a commitment to diversity and respect for people, communities, and cultures. From a rewarding mission to career development and flexible schedules, there are many reasons to love life #insideTNC. Want to know more? Check out our TNC Talent playlist on YouTube to hear stories from staff or visit Glassdoor.

One of TNC’s primary goals is to cultivate an inclusive work environment so that employees around the globe have a sense of belonging and feel that their unique contributions are valued. We know we’ll only achieve our mission by hiring and engaging a diverse staff that reflects the communities in which we work. Recognizing that people bring talent and skills that have been developed outside the scope of a job, we take a holistic approach to recruitment that considers life experience in addition to the professional requirements listed in our postings. Please apply – we’d love to hear from you. To quote a popular saying at TNC, “you’ll join for the mission, and you’ll stay for the people.”

WHAT WE CAN ACHIEVE TOGETHER


The Contract Specialist is responsible for a variety of vendor contract and related operations activities for the Arizona Business unit. This is a full-time (35 hour / week) benefitted position working primarily at TNC’s Tucson Conservation Center with some telecommuting flexibility. Reports to the Director of Finance and Operations (DFO).

Position will be responsible for performing multiple financial and administrative functions. May perform other financial administrative tasks including processing forms, preparing manual and automated reports, and monitoring budgets. Uses available systems and resources to maintain, track, and research data, and to produce and review reports. Applies established processes and practices to improve effectiveness and document program procedures for reference by staff. Coordinates activities with multiple variables, sets realistic deadlines and manages timelines. Works cooperatively with Conservancy staff, providing information necessary to make decisions and solve problems. 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 Business Unit activities. The Specialist will execute all duties within the Conservancy’s Policies, Standard Operating Procedures, business practices, processes and guidelines and Business Unit (BU) practices.

  • Vendor Contract & Purchase Order Administration (approximately 85%)
  • Coordinates the vendor contracting & purchase order process on behalf of various BU contract managers.
  • Prepares and secures approvals / signatures on contract routing form.
  • Prepares initial drafts of vendor contracts based on information from contract manager; chooses and uses appropriate TNC template.
  • Assess contract request for risk factors and to determine whether legal approval is necessary; communicates with legal and secures approval as appropriate.
  • Reviews contract for reasonableness, thoroughness, and accuracy; offers recommendations and makes corrections as appropriate.
  • Secures signatures and contract-related forms from vendors.
  • Secures AZ BU leadership signatures on contracts.
  • Maintains all relevant contract information in defined shared electronic location and structure.
  • Processes vendor payment requests for all relevant contracts.
  • Maintains a system to alert contract manager and / or vendor of late or missing invoices as appropriate.
  • Responds to questions by contract/program/budget managers, DFO and others regarding contracts and contract payments.
  • Maintains a “tickler” system to alert contract manager of upcoming contract termination dates and to determine whether an extension amendment is needed.
  • Coordinates all relevant activities above for contract amendments.
  • Provides DFO with contract invoices that should be accrued at fiscal year-end
  • Provides similar support for Alaska BU (contract preparation only, not invoicing, etc).
  • Processes contract invoices for other staff with vendor contract responsibilities.
  • Serves as an in-chapter resource to various staff regarding vendor contracts and all related TNC SOPs, processes, practices, etc. Includes becoming a TNC certified contract specialist. Includes participating in training for Arizona and Alaska staff.
  • Participates in TNC Certified Contract Specialist and similar / related training and community-of-practice meetings.
  • Collaborates closely with other Arizona staff with vendor contract responsibilities on Arizona practices, forms, training and systems.


  • Finance tasks (approximately 5%)
  • Process accounts payable adjustments as needed to correct or adjust payables issues.
  • May process accounts payable invoices on occasion.
  • May download, save, print, and organize various financial reports at request of DFO.
  • May provide back-up to make Tucson deposits.
  • May processes and / or enter journal entries.
  • May prepares Excel spreadsheets with various data and for various purposes at request of DFO.


  • Other (approximately 10%)
  • Assists and provides backup to other AZ operation staff with operations, administrative and facility related tasks as needed or as directed by DFO.
  • Collaborates closely with Conservation Financial Specialist and Sr. Grants Specialist on overlapping responsibilities.
  • Participates in Operations, AZ Business Unit, Division, Regional and TNC-wide meetings, trainings, etc.
  • Other duties as assigned.

RESPONSIBILITIES & SCOPE

  • Perform duties under general supervision and established guidelines
  • Make day-to-day decisions within the scope of work assignments and prioritize work independently
  • Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor
  • Demonstrate sensitivity in handling confidential information
  • Does not supervise any staff, but may supervise volunteers, interns, or temporary staff
  • Financial responsibility may include purchasing, processing invoices, contracting with vendors, and assisting with budget tracking
  • Serve as a team member for assigned projects
  • Occasional travel within Arizona (including overnight at least twice annually) and occasional overnight travel to other U.S. locations for training.
  • Occasionally work overtime, evenings, or weekends.
  • Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.

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 to problem-solve and assist multiple departments!

The ideal candidate should have exceptional communication and collaboration skills and experience assisting in a variety of tasks. This is an exciting opportunity to contribute to the ongoing mission of conservation by directing and shaping the work of our team!

WHAT YOU'LL BRING

  • Bachelor’s degree and 1-year experience or equivalent combination
  • Experience organizing and tracking data and tracking
  • Experience with strong attention to detail and accuracy
  • Experience with Windows, Excel, and Outlook
  • Experience in business writing, editing, and proofreading
  • Experience organizing time and managing diverse activities to meet deadlines
  • Experience performing one or more administrative processes
  • Experience working and communicating effectively with a wide range of people
  • Valid Driver’s license
  • Lift, push, pull, and move a minimum of 25 pounds
  • Youth qualified (within first 30 days)


DESIRED QUALIFICATIONS

  • Three – five years’ experience in tracking financial data and processing accounts payable
  • Experience tracking incoming grants and related outgoing expenditures
  • Experience reviewing vendor contracts
  • Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated
  • Ability to analyze information for the purpose of preparing reports, coordinating 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
  • Strong customer service skills and focus
  • Experience, coursework, or other training in relevant field

WHAT WE BRING


Since 1951, TNC has been doing work you can believe in. Through grassroots action, we have grown from a small non-profit into one of the most effective and wide-reaching environmental organizations in the world. Thanks to more than 1 million members, over 400 scientists, and the dedicated efforts of our diverse staff and partners, we impact conservation around the world!

TNC offers a competitive, comprehensive benefits package including health care benefits, flexible spending accounts, a 401(k) plan with an 8% employer match, parental leave, accrued paid time off, life insurance, disability coverage, employee assistance program, other life and work well-being benefits. Learn more about our benefits on our Culture Tab on nature.org/careers.

We’re proud to offer a flexible work environment that supports of the health and well-being of the people we employ.

ADDITIONAL JOB INFORMATION


The Nature Conservancy offers a competitive, comprehensive benefits package including; health care benefits, flexible spending accounts, 401(k) plan including employer match, accrued paid time off (including annual, personal, and sick leave), life insurance, disability coverage, employee assistance program, other life and work wellness benefits. Benefits may be subject to generally applicable eligibility, waiting period, contribution, and other requirements and conditions. Learn more about our benefits at nature.org/careers. We’re proud to offer a work-environment that is supportive of the health, wellness, and flexibility needs of the people we employ.

AUTO SAFETY POLICY


This position requires a valid driver's license and compliance with TNC’s Auto Safety Program. Employees may not drive Conservancy-owned/leased vehicles, rental cars, or personal vehicles on behalf of the Conservancy if considered "high risk drivers." To learn more about the Auto Safety Program, visit https://www.nature.org/en-us/about-us/careers/recruitment/ under the FAQ section.

Employment in this position will be contingent upon completion of a Vehicle Use Agreement, which may include a review of the prospective employee's motor vehicle record.

APPLY NOW


To apply for Job ID 52974, submit your CURRENT RESUME and a COVER LETTER online by using the Apply Now button at https://careers.nature.org/. Need help applying? Visit our recruitment page or contact applyhelp@tnc.org.

The Nature Conservancy is an Equal Opportunity Employer. Our commitment to diversity includes the recognition that our conservation mission is best advanced by the leadership and contributions of people of diverse backgrounds, beliefs and culture. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority and we encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status protected by law.

Do you have military experience? Visit our U.S. Military Skills Translator to match your military experience with our current job openings!

TNC is committed to offering accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or an accommodation due to a disability, please send a note to applyhelp@tnc.org with Request for Accommodation in the subject line.

Where legally permissible, TNC requires all new employees to be fully vaccinated and willing to keep up to date with vaccines that protect against COVID-19. By accepting an offer of employment, you agree to comply with this requirement, unless you are entitled to a legally mandated exemption.

An attractive salary and benefits package is part of TNC’s value proposition to our employees. TNC strives to provide competitive pay and bases salaries on the geographic location of the role committing to being equitable across groups and providing hiring salary ranges when possible.

Since we support flexible and remote work for our employees, many positions have a flexible location within countries where we’re registered as a Non-government Organization and established as an employer. This may mean we’re unable to provide a hiring salary range in the posting for some of our positions. However, candidates invited to be part of our interview process will be provided their location specific range upon request.


  • Health insurance