Intake Analyst - Contract Management
John Hancock Manulife
The Opportunity:
Are you looking for a supportive, collaborative workplace with great teams and inspiring leaders? You’ve come to the right place. We’re looking for ambitious people who share our values and want to make every day better for people around the world. If this sounds like you, and the career below sounds exciting, we’d like to hear from you.
We are seeking a highly organized and detail-oriented Intake Analyst to join our Contract Management team. The successful candidate will be responsible for overseeing the intake and management of contracts, ensuring compliance with company policies and legal standards. This role involves close collaboration with various departments, vendors, and stakeholders to facilitate smooth contract processing and management.
Position Responsibilities:
Vendor Management
- Vendor Governance
- Maintain and update the capacity plan of each Vendor as needed. Ensure all demands are logged, status of interview per date are written, assign resource to project and communicate roll off plans.
- Prepare and/or review monthly governance deck with Vendors that consist of topics covering delivery updates, resourcing updates, financials and important item to highlight before discussing with management team.
- Attend weekly and monthly governance and ensure all topics are discussed. Address any inquiries and concerns accordingly.
- Document any action items or ask Vendor to document it as needed
- Upload the monthly governance deck to the Sharepoint site and the minutes of meeting
- Address concerns relating to contingent workers such as issues in onboarding, timesheets, work performance, and other issues that may arise. Gather concerned people and establish common communication (i.e meetings) to come up with a solution to mentioned issues
- Coordinate with Vendor or management such as Hiring updates, aging of open demands, headcount report, etc.
Contract Management
- Contract Governance
- Manage overall progress of all contracts initiated by ETS Regional with partners (MITDC, MBPS, and Third Party)
- Maintain and update accordingly a contract tracker which monitors each contracts focusing on budget and renewal timings. Coordinate with SOW owners on requirements both in resources and timelines
- Prepare and present monthly contract updates and address any inquiries and concerns
- Prepare adhoc report pertaining to SOW overall progress as needed (Management report/update, Service Catalogue, Serve Level review, etc)
- Contract Documentation and Sign off
- Coordinate with vendor all requirements raised by ETS Regional and liaise to draft contracts
- Create procurement requisition to initiate process and ensure closure at each stage or until the contract is signed and executed.
- Create and/or review cost estimation file which will then be incorporated with the contracts.
- Endorse and manage the review of contracts and cost estimation with Finance team, PMO Leaders and Delivery Managers
- Address any concerns from the contract and cost estimates from Finance, PMO Leaders and Delivery Managers before endorsing to Business Units
- Endorse the contract and cost estimation to Business Units and ensure any concerns are addressed.
- Upon approval of the contract and cost estimation, manage the signing of the documents.
- Once signed, communicate updates to the project team and attach a soft copy of the signed contracts.
- Endorse the contract to Ivalua Procurement team for upload in procurement tool and Finance team for reference in the invoicing.
- Upload signed contracts in Sharepoint site.
Invoice Management and Payment
- Facilitate and validate the payment of invoices with BUs or consumers ensuring timely closure to avoid penalties.
- Monitor invoice payments to respective vendors.
Procurement Management
- Regional Procurement
- Participate in the RFP (Request for Proposal), proposal presentation and bidding for Strategic Vendors
- Work with Procurement team in gathering and consolidating requirements, follow through any open inquiries and concerns and archive documents in SharePoint site
- Participate and provide feedback in the evaluation and selection of strategic vendors based on Procurement guidelines and documents
- As needed, conduct walkthrough with selected Strategic Vendors on the expectation and requirements for contingent workers based on demands.
- As needed, monitor and address any concern with the performance of Strategic Vendor. Work with Procurement in identifying gap, coming up with resolution to address concerns and monitor for at least 1 month on any progress.
- Draft, update and maintain Vendor spend analysis for all strategic vendors to ensure running spend is within the contract. Work with procurement for any needed contract negotiation and addendum as needed
- Draft and/or review Master Service Agreement, Statement of work and change request with Vendor based on the agreed work engagement
- Diligently upload request in Procurement tool to track progress of contracts with Vendor
- Attend calls for review of Vendor contracts with Procurement Intake Team and Paralegal team. In case of any changes in the Vendor contract, address as needed with Vendors.
- Attend regular Procurement governance call and prepare needed data and reports accordingly.
- Participate in any procurement related adhoc reports, presentation and discussion as needed.
Required Qualifications:
- Bachelors degree at minimum.
- At least 3 years’ experience in contract management or in combination with management of cloud-base and on-premise software licenses, network technologies, data center operations, manpower augmentation, vendor management, risk and compliance, and invoicing and payment.
- Prior experience managing staff in a dynamic, fast-paced work environment required.
- Able to lead, structure, draft and negotiate complex client transactions in a fast-paced corporate environment including: master services agreements, outsourcing agreements, statements of work, service level agreements, licensing agreements, SaaS agreements, data transfer agreements, requests for proposals and agreements involving cloud, automation, systems integration and agile development and tools.
- Coordinate with legal and risk associated with transactions and good understanding of the larger market
Preferred Qualifications:
Previous experience of end to end contract and invoice management.
Previous experience in reviewing contract is a plus.
When you join our team:
- We’ll empower you to learn and grow the career you want.
- We’ll recognize and support you in a flexible environment where well-being and inclusion are more than just words.
- As part of our global team, we’ll support you in shaping the future you want to see.
About Manulife and John Hancock
Manulife Financial Corporation is a leading international financial services provider, helping people make their decisions easier and lives better. To learn more about us, visit https://www.manulife.com/en/about/our-story.html.
Manulife is an Equal Opportunity Employer
At Manulife/John Hancock, we embrace our diversity. We strive to attract, develop and retain a workforce that is as diverse as the customers we serve and to foster an inclusive work environment that embraces the strength of cultures and individuals. We are committed to fair recruitment, retention, advancement and compensation, and we administer all of our practices and programs without discrimination on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, religion or religious beliefs, creed, sex (including pregnancy and pregnancy-related conditions), sexual orientation, genetic characteristics, veteran status, gender identity, gender expression, age, marital status, family status, disability, or any other ground protected by applicable law.
It is our priority to remove barriers to provide equal access to employment. A Human Resources representative will work with applicants who request a reasonable accommodation during the application process. All information shared during the accommodation request process will be stored and used in a manner that is consistent with applicable laws and Manulife/John Hancock policies. To request a reasonable accommodation in the application process, contact recruitment@manulife.com.
Working Arrangement