Contract Administration & Document Control

MAIN ACCOUNTABILITIES

Document Control

• Ensure all project documents are identified, captured, and controlled as appropriate, maintaining both electronic and hardcopy formats throughout the project such that all project information is secure, and readily available as required.
• Distribute documentation from Contractors/Vendors amongst Client team as defined. Prepare and distribute comment sheets amongst client team. Consolidate comments from Client team and send them to Contractor/Vendor as required.
• Provide regular reporting of document deliverables status to Project Management and expedite outstanding documentation / document process workflows as required.
• Plan and undertake regular audits / assurance of document management across the project (and as required with key Contractors / Suppliers), ensuring defined procedures and requirements are understood and adhered to.
• Plan and manage handover of project final documentation from Contractors and Suppliers to the project as part of the contract close out process. Support the overall handover of project information to Operations, undertaking document archiving at project completion as required.

Contract Administration

• Write contract letters and other communications and notices between the project and the contractors
• Undertake contract analysis to support the project when correspondence is required
• Create regular status reports regarding progress on contracts consumption and dates (e.g., expiration)
• Monitor the SAP POs against the total awarded amount
• Ensure all deadlines and conditions described on contracts are met (e.g., payments and shipping)
• Analyze potential risks involved with specific contract terms
• Monitor and advise on compliance with contractual obligations, including revisions to existing contracts
• Ensure that all contract records are accurate and up to date
• Support reviewing contract estimates, including proposed materials, production costs, etc. and determine whether they seem reasonable and accurate
• Support, if needed, the SCM team are when negotiating contracts with potential contractors

TECHNICAL COMPETENCIES

• Good knowledge of Microsoft Office tools and of Electronic Document Management and Collaboration Systems, e.g. Documentum, Sharepoint or similar one.
• Basic SAP knowledge

OTHER REQUIREMENTS

• 5+ years of experience in project environments in a project management and contracting position
• High level of accuracy and attention to detail, with an ability to spot errors
• Strong negotiation and mediation skills
• Bachelor’s degree or equivalent in engineering, economics, or management.
• English: Advanced written level and fluent speaking level
• Writing skills: coherence and fluency
• Good listener
• Able to apply logical thinking before performing tasks or delivering results
• Adaptability and tolerance of change and uncertainty
• Critical thinking
• Flexibility
• Problem-solving oriented
• Willingness to learn
• Ability to work in multicultural environments
• Ability to work in a team, sharing points of view and information