Jan 18, 2020
Job Purpose: We are currently seeking a Paralegal /Contract Manager to work with IB's business teams in Schools Division (Authorization, IB World Schools and Professional Delivery departments), legal team, finance, tax, HR and insurance brokers to fulfil and manage contractual requirements for IBO's agreements with external stakeholders to whom IB provides services including US public school districts, Ministries/Departments of Education, etc. in the US as well as other countries. Job Duties: Manage and coordinate contract development internally through review, comments, negotiations, basic drafting, signature, notarization if needed, and delivery This might include the need to setup or establish business arrangements It will include proactively coordinating review and comments on contract drafts with IB's internal teams, consolidating them and circulating to the external party; managing the drafting/negotiation process and acting as the main point of contact at the IB for districts'/counter parties' procurement or purchasing agents/contract managers during the process, using guidance and standard terms provided by IB's legal department Coordinate all documents and information needed for contract completion and compliance including sole source letters, W-8EXP tax forms, appendices (e.g. IB fees, price book, scope of services, etc); certificates of insurance and related renewals, informational/declaration forms and annual reporting requirements) and more Respond to any requests for proposals (RFPs, quotations, etc.) in consultation with IB Schools Divison's business teams as well as IB Finance, legal, HR and tax teams Maintain repository of executed contracts on behalf of the business teams using contract management databases or other tools; assist IB procurement and legal teams in reviewing and assessing contract/matter management tools and solutions as needed Assist business owners with their obligations under IB's Contract Legal Review policy and develop procedures and processes for contract review and management by business teams Maintain status lists of open agreements, issues lists and other metrics/data relating to such contracts as requested by business teams Maintain calendar of contracts, including values, expiration and effective dates Maintain contact with appropriate district personnel to allow time for renewal and execution of contracts and related forms and vendor registrations Communicate with district procurement/contract management/purchasing agents/financial offices on status of contracts and financial obligations thereafter. Maintain contractual templates and standard terms for in-scope agreements based on guidance from legal team Generally, establish and ensure strong processes and procedures for matter management and knowledge management for these contracts and IB's relationship as supplier/vendor to districts and other external stakeholders, including records and electronic filing systems Assist with the development and maintenance of SOP, documents, templates, and staff trainings on contract management as needed Work closely with Finance and IB World Schools, to maximize the customer experience, optimize internal contract workflows, and educate external stakeholders on the IB's contract processes Communicate to IBWS whenever there is a need to update district contacts in Salesforce or other contract management database and to log communications Communicate to IB legal team about trends, issues and developments in the contracting experience to ensure contract templates and standard terms are up to date Act as point of contact for, and maintain, IB's vendor registration/applications and other procurement requirements with districts, as well as all updates and filings (ethics form, verification of policies, business license and tax requirements, political disclosures, conflict of interest forms, etc.) Update IB's vendor accounts in systems that require documents (e.g. business license, insurance details, etc) Work closely with finance to maintain database of IB accounts log-in/passwords for IB's district financial/vendor registration or other procurement-related systems and requirements. +++ Finance login to district portals to upload invoices for processing Maintain registered agent/business registration (CT Corporation) registrations in multiple states/jurisdictions in close consultation with legal department Provide linguistic and cultural advice and guidance to authors and other IB staff as required Job Requirements: 3+ years' contract management or paralegal experience, preferably in government contracting or public procurement BA degree or equivalent combination of education, training and experience a must Ability to actively provide contract management, coordination and support, including contract event tracking, record keeping, filing and proof-reading tasks, entering contracts electronically (when applicable), and other transactional documents as needed by school districts and IB business teams Familiarity with legal research, business registrations, tax registrations and certificates of insurance Excellent written and verbal communication skills, including telephone etiquette Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook) required Excellent computer skills, including typing Familiarity with CRM (Customer Resource Management) systems such as SalesForce Must be detail-oriented and possess ability to work in a team environment Excellent time management skills - deadline and detail-oriented and able to work across time zones Ability to prioritize and multitask About the IB: The IB is a leading global not-for-profit educational organization that offers curriculum and assessment to over 5,000 schools worldwide to children aged 3-19, as well as comprehensive professional development to support schools and educators. Our educational programmes encourage students across the world to be active, compassionate, and lifelong learners who understand that other people, with their differences, can also be right. We are seeking talented individuals who thrive in a global and dynamic environment with amazing benefits and opportunities for career growth and development. This is the place where your ideas are welcome and global perspectives are encouraged. Be a part of an organization that wants to make the world a better place. Apply now! *The IB is an equal opportunity employer. It provides employment opportunities to employees and applicants for employment without regard to race, color, religion, sex, pregnancy, ethnicity, national origin, age, physical or mental disability, marital status, sexual orientation, gender identity, genetic status, or status in any group protected by federal, state, or local laws.* "This job is offered on local terms and conditions and is at will."
Arlington, VA, USA