Position Summary The Contract Specialist is responsible for supporting the end-to-end contract lifecycle within the Contracting Unit, from preparation of Tender and RFP documentation through contract drafting, execution, variation, renewal and close-out. The Contract Specialist executes contracting activities in accordance with the Procurement and Contracts Policy and Procurement Procedure Manual, working closely with the Procurement Sr. Specialist, who reviews and approves the Contract Specialist's work at each stage of the process.
Responsibilities Prepare and issue Tender and RFP documents using approved templates, incorporating scope of work, requirements, evaluation criteria and contractual terms;Collect and validate technical specifications, scope of work and evaluation criteria from the requesting department to support tender and RFP preparation;Draft contracts based on approved templates and prepare pro-forma contracts for management review;Review supplier tender terms and conditions, and flag non-standard clauses or compliance concerns for resolution;Coordinate with the requesting department, Legal Business Unit and Finance Department throughout contract preparation, obtaining and consolidating legal, budget and technical input;Manage the end-to-end contract lifecycle, including preparation, execution, monitoring and close-out, keeping the contract register updated in the procurement system;Maintain contract files and records, and track all assigned contracts, amendments, extensions and related documents;Monitor contract expiry dates and initiate the contract renewal process on a timely basis, submitting renewal recommendations for review and approval;Prepare contract variation and change order documentation, ensuring changes to scope, price, duration or terms are properly recorded and routed for approval in line with policy;Prepare contract purchase orders, verify accuracy of orders, and process amendments, extensions and change orders;Support the resolution of supplier disputes and claims, and maintain records of correspondence and outcomes;Participate in supplier performance evaluation activities for assigned contracts and document evaluation results;Respond to routine questions concerning the interpretation, requirements, terms and limitations of contracts, escalating complex matters to senior procurement / contracting staff;Prepare periodic contract activity reports for management as needed; and Ensure all contracting activities comply with the Procurement and Contracts Policy, Procurement Procedure Manual and Delegation of Authority.
Competencies Communication skills: Excellent written and spoken English, with strong skills in preparing written contract and tender documentation;Expertise and Technical Knowledge: Proficiency in Oracle ERP (or equivalent procurement/ERP system) and advanced Microsoft Excel skills for contract tracking and reporting;Expertise and Technical Knowledge: Working knowledge of Microsoft Office programs including Word and Power Point;Analytical Skills/ Problem Solving/ Decision Making: Strong problem solving skills and attention to detail;Analytical Skills/ Problem Solving/ Decision Making: Ability to understand contractual risk and business requirements and translate them into contract documentation;Interpersonal/Group Skills: Strong interpersonal and coordination skills to work effectively with the requesting department, Legal, Finance and procurement management; and Ownership & Accountability: Ability to manage assigned contracts end to end with accuracy and accountability, escalating matters requiring review or approval to procurement management.
Qualification Bachelor’s degree in Business, Finance, Law or Engineering. Other degree holders will also be eligible assuming they have demonstrated ability and experience in the contracting field.
Experience:Minimum 3-6 years applicable experience in contract administration or procurement.
Additional Requirement:Fluent English;Working knowledge of Oracle ERP and Microsoft Excel;CIPS accredited or working towards CIPS accreditation, or any other Contracting or equivalent accreditation, is desired.