Contract Management Executive

Institute and Faculty of Actuaries; City of Edinburgh; Hybrid; GBP 31,000 - 37,000; Full time

Benefits offered by this job

35 days holiday

Pension 8%

Private healthcare

Employee Assistance Programme

Death in service 3.5x salary

Income protection

Agile & Hybrid working

Training & Development

Job summary

The Institute and Faculty of Actuaries (IFoA) in Edinburgh is seeking a contract manager to own our contract management system, maintain supplier relations and ensure renewals, terminations and payments are handled smoothly. You will read contracts, extract key terms, explain them clearly, support procurement processes and help develop templates.

Hybrid working with home and Edinburgh hub. Applicants must have experience with contract management tools and strong IT skills; willingness to engage

Qualifications

• Experience using a contract management tool to run day-to-day processes.
• Ability to extract key information from contracts and explain it in plain terms.
• Well organised with strong IT skills and the ability to manage multiple tasks.

Responsibilities

• Run the contract management system day to day, including renewals and reminders.
• Read contracts, pull out key information, and explain it in plain terms.
• Support contract managers through the journey from finalising to system capture.
• Manage the procurement inbox and route documents to the right people.
• Help develop templates for contracts, forms, ITTs and RFIs.
• Write processes and guidance on procurement, contract management, and risk.
• Prepare papers for Audit and Risk Committee and senior groups.
• Provide wider admin support to the legal and risk team.

Skills

Contract management

Clear communication

Attention to detail

IT skills

Microsoft Office

Databases

Tools

Contract management tool

Microsoft Office

Job description

Contracts only work if someone knows what’s in them, where they are and when something needs to happen. That’s the job.

We’re building a proportionate, workable approach to procurement, contract and supplier management at the IFoA, and we need someone to help make it real. You’ll own our contract management system and become the person colleagues come to when they need to know what a contract says, when it renews, or what they need to do before signing.

You’ll report to one of our Senior Corporate Lawyers and sit within a small legal and risk team. The processes you help shape will be used right across the organisation, so you’ll see the difference your work makes.

About Us

The Institute and Faculty of Actuaries is the UK’s chartered professional body for actuaries. We support members around the world through education, professional standards and our public interest work.

What You’ll Be Doing

• Running our contract management system day to day: uploading, organising, linking and archiving contracts, and setting up reminders so renewals, terminations and payment dates don’t slip
• Reading contracts and pulling out the key information colleagues need, then explaining it in plain terms
• Supporting contract managers through the contract journey, from finalising agreements through to making sure everything is captured on the system
• Managing the procurement inbox and making sure the right things reach the right people
• Helping develop our templates, including contracts, procurement forms, ITTs and RFIs, so we work with suppliers in a consistent way
• Writing up processes and guidance on procurement, contract management, legal and risk
• Helping prepare papers for our Audit and Risk Committee and other senior groups
• Giving wider admin support to the legal and risk team

What You’ll Bring

You’ll have used a contract management tool before and understand how commercial contracts are put together. You’re comfortable getting into detail and can make sense of complex information quickly. You write and speak clearly, and you’re confident talking to people at every level, including when you need to push back or flag a risk.

You’ll also be well organised and able to keep several things moving at once, with strong IT skills (Microsoft Office and databases). You’ll need to be happy turning your hand to whatever the team needs.

It would be great if you’ve worked in a professional or regulatory body, or have some hands‑on procurement experience. If you haven’t, we’d still like to hear from you.

What We Offer

This role is based at our Edinburgh hub, with travel as needed. Colleagues work flexibly between home and the hub in line with our hybrid working policy and can flex their hours around core business hours.

The starting salary is £34,010.

• Holiday entitlement of 35 days leave per annum (this includes the bank holidays)
• Pension contribution from the IFoA of 8% with a requirement for a personal contribution of at least 2%, plus matching of additional voluntary contributions of up to an additional 2%
• Private healthcare scheme
• Employee Assistance Programme
• Death in service cover of 3.5 times your annual pensionable salary
• Income protection
• Agile and Hybrid working
• Training & Development

Please note that this vacancy may close early if we receive a high volume of applications, so we’d encourage you to get your application in as soon as possible.

Applicants for this role must have the right to work in the UK.

Alternative format and adjustments

Please Email The HR Team If You Require

• any information regarding our vacancies in an alternative format
• any adjustments to support you to fully participate in any part of the application and recruitment process

Any information shared will be used only to enable us to make reasonable adjustments to support you to participate in the recruitment process and not to inform selection decisions.

You can reach us at [e-mail].

The IFoA encourages applicants from a variety of backgrounds and experience and welcomes diversity with regard not only to protected characteristics but also diversity of thought. Diversity, equity and inclusion are more than just words for us. That’s why we are committed to creating a culture where everyone feels included and respected, and where no one is unfairly discriminated against. Consequently, we promote diversity, equity and inclusion in all our policies, practices and procedures, and actively encourage applications from a diverse range of potential candidates. All applications for our roles are considered on merit alone, and if you don’t meet all the criteria but believe you have something to offer, we want to hear from you. For more information on our commitments, please see our DEI strategy page: https://ifoa.foleon.com/dei-strategy/ifoa-dei/

Read more on working for the IFoA: https://actuaries.org.uk/ifoa-jobs