Contracts Manager. Bio-Protection Research Centre. Te Waihora campus

Transcription

1 Position Description Contracts Manager Bio-Protection Research Centre Te Waihora campus 1

2 Position Description Contracts Manager Context Lincoln University is New Zealand s specialist land-based university, with a mission to tackle global challenges: Feed the World, Protect the Future, and Live Well. The University is committed to teaching and research excellence, and prides itself on its unique student experience and research culture that empowers its students, staff and graduates to make a real difference. With three academic faculties, two teaching divisions, several research centres, and a range of corporate service units, the University draws its students from throughout New Zealand and from over 60 countries. The University has a student roll of around 3,000 and approximately 600 staff. The Bio-Protection Research Centre is a government funded Centre of Research Excellence (CoRE) hosted at Lincoln University, Te Waihora campus. The Centre has five partner institutes (Lincoln University, Massey University, Plant & Food Research, AgResearch & Scion) and six other collaborating institutes. The Centre conducts research to meet the plant biosecurity and bioprotection needs of NZ s productive sectors. Within Lincoln University the Bio-Protection Research Centre functions as both a quasi University Department and the administrative unit for a national CoRE. Purpose The Contracts Manager will be an integral part of the administrative team of the Bio-Protection Research Centre. They will have primary responsibility for managing External Research contracts held in the Centres portfolio. This is a full-time, fixed term (54 months) positon Key Outputs External research contract bidding: This encompasses, but is not limited to, the following key tasks: Key responsibility as conduit of information flowing to researchers about bidding from LRI Provide bid writing support to academic staff, including but not limited to scientific and strategic writing, inputting information into portals, collecting Rfps and relevant documents, providing information on client contacts and proof reading. Scheduling of bid internal peer review Maintenance of bid database, both physical and on line Researchers are at all times up to date regarding bidding information from LRI. Information from LRI is quickly and accurately extracted from LRI and disseminated to researchers. Writing support is provided to academic staff as and when required; and is delivered on time and free from errors. Bid internal peer reviews occur on time, and bid database is up to date and error-free at all times Receive and address, or redirect as appropriate, all LRI and external communications 2

3 Key Outputs Oversee the process of coversheets/budgets (liaising with financial administrator) for bids Provide point of contact for LRI and external contractors/clients Contract/subcontract preparation: Key responsibility in working with LRI on contracts/subcontracts Key responsibility in scheduling/initiating new contracts and subcontracts in a timely manner Liaising with financial administrator on contracts under negotiation (with respect to assigning order numbers to invoicing schedules, accruing in advance) LRI provided with accurate information in a timely manner. Subcontract database is up to date and errorfree at all times. New subcontracts scheduled and action taken to renew. 3

4 Key Outputs Contract management This encompasses, but is not limited to, the following key tasks: Update and maintain the Centre s research contract and subcontract database and physical copies of contracts and agreements. Regular reporting to Centre Research management team on contract clauses/issues. Request, collate and manage contract internal reporting. Provide quarterly reports to the BPRC board on research administration. Assist in contractual report writing where required. Manage reporting to external parties including ensuring staff meeting contract requirements. Manage reporting to the TEC Manage the TEC Annual report, and associated Performance Management Framework Facilitate End of Contract Final reporting Research data Management This encompasses, but is not limited to, the following key tasks: Manage the Centre s Intellectual Property Manage the Centre s lab notebook system. Facilitate and monitor Centre researchers DMPs. Ensure Research Data Management needs are met Work with Records and Research Data Analyst and IT to ensure Centre researchers receive the training, storage and support they need. Research contract and subcontract database is up to date and error-free at all times Timely and accurate internal and external reports delivered to Centre Research Management team, BPRC Board, TEC and various external parties as and when required Manage BPRC Intellectual Property Coordinate with research funders to ensure proper protocols and restrictions for data management are met Coordinate a roster of current and former studies to ensure IP requirements are met. Ensure researchers are aware of IP requirements for their studies. Ensure researchers follow correct protocol for lab notebooks to include: Signing lab notebooks in and out Ensuring best practice is followed in entering information into the lab notebooks correctly Monitor development of Research Data Management best practice Ensure Ph.D. students and post-docs attend Research Data Management Basics workshop. Monitor use of DMPs by Centre researchers to include: Ensure Ph.D. students prepare a DMP as part of their research proposal. Create a registry of DMPs prepared by Centre researchers. Monitor Ph.D. students DMPs as part of existing research proposal monitoring to ensure they receive necessary training, storage and support. Work with Centre researchers to ensure they receive needed training, support and storage. 4

5 Key Outputs Other University Responsibilities Comply with all legal and University requirements in respect of the administration and management of all university records. Other reasonable duties, that are aligned to your skills and experience as required. Treaty of Waitangi Support the University to meet its obligations under the Treaty of Waitangi. Health & Safety Becomes familiar, and comply, with all H&S policies and procedures. Complies with all Lincoln University legislative requirements in respect of occupational H&S. Reports any hazard that has come to your attention. All legal and University requirements are complied with in respect of the administration and management of all university records. Agreed KPI s are met. Demonstrates, and encourages others to demonstrate, support for the University s commitment to the Treaty of Waitangi. All Lincoln University H&S policies and procedures are complied with. All LU legislative requirements in respect of occupational health and safety are complied with. The employer is notified of any hazard that has come to the employee s attention in the course of their employment. Staff Supervised The Contracts Manager is not responsible for the supervision of staff. Accountability The Contracts Manger reports to the Operations Manager, Bio-Protection Research Centre, and hence to the Centre Director. Key Relationships Bio-Protection Research Centre Administrative team. Bio-Protection Research Centre research staff and students. Lincoln Research and Innovation, Lincoln University. Contracts/research managers of Bio-Protection Research Centre Partner organisations and other collaborating parties. Other external funding agency portfolio managers. Person Specification Qualifications Postgraduate Tertiary qualification, ideally in a field relevant to the Bio-Protection Research Centre; and/or relevant experience within the New Zealand business, science and innovation sectors. ARMS accreditation desirable but not a prerequisite. 5

6 Experience The position requires: 1-3 yrs. experience in a research or c o n t r a c t management environment, with a successful track record in contract management; Highly developed communication and interpersonal skills appropriate to building constructive relationships with all levels at the university and external agencies and industry; Demonstrated experience in the management of projects, budgets and / or contractual negotiations within a university, research or business environment; Understanding of strong client-focused approach to the delivery of services; Ability to summarise issues/concepts and disseminate them (both verbally and non-verbally) appropriately for a range of audiences, including senior management and non-specialists; Experience with the New Zealand research and innovation sector would be advantageous. Technical Skills Aptitude to critically review guidelines, such as Request for Proposals (RfPs) and associated documents, and provide advice consistent with said guidelines; Ability to understand research ideas and technologies; Ability to think creatively and critically, to solve problems and manage risk; The necessary commercial acumen to review and manage research and commercial contracts; Knowledge of Research Data management and Intellectual Property (IP) management practices Familiarity with Microsoft Office software. Personal Attributes Excellent communication and influencing skills to ensure timely delivery from third parties; Ability to build and maintain a supportive, partnership approach to service delivery; Ability to cope with pressure, maintaining effectiveness when faced with demands of variable workloads or tight deadlines; Friendly, outgoing, positive personality and a sense of humour Ability to work within the Lincoln University policies and procedures and promote a harmonious working environment. 6