IT Vendor Management Associate
at Heartland Alliance

Date Posted: 11/23/2019

Job Description

Summary:  The IT vendor manager associate is responsible for managing the contract life cycle, which includes changes, modifications, and enforcement of performance clauses, including incentives and remedies. The IT vendor manager acts as the key contact and subject-matter expert for all contract-related and tender activities. This includes assisting with negotiating contract terms, conditions, modifications, incentives, and remedies, while working with key stakeholders to ensure that their requirements are met. This position will assist in managing the contract execution process, resolving problems, mitigating delays, assisting with audits, mediating disputes, and escalating issues.  This position will report to the CIO directly.


Vendor Contract Process Development

  • Establish contract management objectives, procedures, templates, and workflow processes for vendor contracts and deliverable schedules.
  • Work with IT as the procurement point of contact to assist with developing statements of work (SOWs) and understand any current requests for information (RFIs), requests for proposal (RFPs), and requests for quotation (RFQs) that are in the pipeline.
  • Maintain a contract management database that contains all executed contracts, as well as contracts that are under development but are not yet active.
  • Work with vendors and key stakeholders to establish clear contract change control processes.

Vendor Relationship Management

  • Develop strong relationships with IT team members and business owners. This will help to support enterprise objectives, influence key stakeholders (CIO, IT Managers, etc.), and jointly develop strategic sourcing strategies.
  • Establish governance to be applied, particularly during the contracting process. This will identify and limit points of contact for vendors, and clarify rights of authority for decision making.
  • Handle internal contract-related complaints or disagreements from the business or other internal stakeholders.

Vendor Contract and Market Insight

  • Understand relevant market trends and vendors. Track, gather, and analyze market and industry data.
  • Be responsible for ensuring that pricing is competitive by commissioning benchmarks as needed during the lifetime of the deal.
  • Manage contract review meetings to ensure delivery against objectives and contract budgets. Develop regular reports on contract milestones, execution, and risk, and inform internal customers, vendors, and management of activities and progress through regular written and verbal communication.


  • 1-3 years’ experience negotiating and managing contract life cycles, with an emphasis on technology or IT service agreements required
  • Experience managing large complex contracts in one or more IT categories, including hardware, software, service, and communication.
  • Experience working with all key departments (security, compliance, finance, tax, AP, legal and procurement), and knowledge of procurement and vendor management practices and certifications preferred ( ITIL, and COBIT).
  • Deep market knowledge of the category of IT vendor for which the contract manager is responsible.
  • Strong project and process management skills, with the ability to handle multiple vendors and multiple contracts, as well as a wide range of tasks.
  • Knowledge of best practices for IT contract negotiation tactics and strategies.
  • Customer-focused approach to delivering contract management services to internal customers.

Strong relationship and interpersonal skills to be applied in working with vendors across the entire contract life cycle.

Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Education and/or Experience (strongly recommended)  Bachelor’s degree (B.A.) from a four-year college or university, or five years of related experience or training in project management work or equivalent combination of education and experience. Certification in project management preferred.
  • Technology Skills

  • Proficiency with Microsoft Office Suite and Adobe Acrobat.Advanced skills with Outlook scheduling, Visio for floor plans and flow charts, and complex Excel formulas are preferred.

  • Proficient with web-meeting and teleconferencing technologies.

  • Prior exposure to project management or implementation projects is preferred.

  • Prior experience with corporate purchasing processes

  • Other skills

  • Strong communication skills to be able to translate business needs into technical specifications

  • Ability to explain complex technical systems and solutions in terms understandable to non-technical staff.

  • Strong time management skills

    Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is regularly required to talk and hear.

  • The employee is regularly required to sit, stand and walk.

  • The employee is regularly required to use hands to key, handle, or feel and reach with hands and arms.

  • The employee must occasionally lift and/or move up to 25 pounds unassisted and up to 100 pounds assisted.

  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

    Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The noise in the work environment is moderate.

  • Moderate exposure to outdoor elements at all times of year when traveling to and from work sites via public transportation.

  • Must be able to legally operate an agency owned motor vehicle for transportation of equipment.

  • Program sites are located throughout the Chicago area, including North and South sides of Chicago, suburbs and Wisconsin.Some travel to the various facilities will be required.

  • This position requires carrying an agency issued communication device such as a mobile cellular device.

  • This position may be responsible for responding to on-call requests.

  • Heartland Alliance makes all hiring and employment decisions without regard to race, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, physical or mental disability, sexual orientation, sexual identity, immigrant status, political affiliation or belief, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the Organization's AIDS Policy Statement of September, 1987. Individuals with disabilities requiring accommodation should contact the Employee Services Office at (312) 660-1431.

Job Snapshot

  • Employee Type: Full-Time
  • Location: Chicago, IL
  • Job Type: Management
  • Experience: Not Specified
  • Date Posted: 11/23/2019

About Us

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Heartland Alliance—the leading anti-poverty organization in the Midwest— believes that all of us deserve the opportunity to improve our lives. Each year, we help ensure this opportunity for nearly one million people around the world who are homeless, living in poverty, or seeking safety. Our multicultural staff are passionate about our mission and make Heartland Alliance a dynamic and exciting place to develop your career.

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