Procurement and Contract Specialist

Job Title:

Procurement and Contract Specialist

About the Role:

We are seeking a highly skilled Procurement and Contract Specialist to join our team. As a key member of our organization, you will be responsible for managing contracts, procurement processes, and vendor relationships.

Key Responsibilities:

• Assist in the preparation, review, and negotiation of contracts for goods, services, and construction projects.
• Ensure contracts align with project requirements, timelines, budgets, and compliance standards.
• Work closely with legal teams to ensure contracts are legally sound and mitigate risks related to terms and conditions.
• Maintain a database of all contract documents, ensuring they are updated and stored in an accessible and secure manner.
• Monitor the performance of contracts, ensuring that both parties are meeting their obligations.

Collaboration with Stakeholders:

• Work with the project management team, procurement, and other departments to ensure contract terms are clearly understood and adhered to throughout the project lifecycle.
• Support the PMO in managing contract risks, ensuring effective communication with all stakeholders.
• Provide advice on contract clauses, risks, and dispute resolution to project managers and other teams.

Contract Administration and Compliance:

• Administer the contractual process, including reviewing and ensuring the timely execution of contracts, amendments, and renewals.
• Monitor project timelines and ensure that contract deadlines are met, providing updates to senior management as necessary.
• Ensure contracts comply with company policies, local regulations, and industry standards.
• Conduct regular reviews of contracts to ensure that they remain relevant and compliant with current laws and regulations.
• Identify potential risks and non-compliance issues in contracts and proactively work to resolve them.

Procurement and Vendor Management:

• Support the procurement team in sourcing and selecting suppliers, contractors, and service providers in accordance with the project needs and contractual requirements.
• Assist in managing vendor relationships, ensuring that all parties meet contractual obligations.
• Prepare and manage procurement documentation, including Request for Proposals (RFPs), contracts, and purchase orders.
• Ensure that vendor performance is aligned with contractual terms and that any discrepancies are addressed in a timely manner.

Reporting and Documentation:

• Provide regular reports to senior management and the PMO on the status of contracts, including key milestones, any issues or delays, and financial tracking.
• Assist with the preparation of contract-related documents, including correspondence, reports, and presentations for internal stakeholders and clients.
• Maintain accurate records of all contract-related activities, including amendments, variations, and claims.

Risk Management:

• Identify potential risks related to contract execution, including financial, legal, and operational risks, and work with relevant teams to mitigate these risks.
• Support the contract dispute resolution process, managing any issues that arise with vendors, subcontractors, or clients.
• Ensure that any changes to contracts are well-documented and managed in a structured manner to avoid scope creep or contractual breaches.

Continuous Improvement:

• Stay informed of industry trends, legal changes, and best practices related to contract management and procurement.
• Propose improvements to the contracts management process, ensuring efficiency, transparency, and compliance across all projects.
• Collaborate with the PMO and other departments to ensure continuous improvement in the management of contracts across the organization.

Qualifications:

• Education: Bachelor's degree in Engineering, Business Administration, Law, or a related field.
• Experience: 3-5 years of experience in contract management, procurement, or project management, with a focus on construction, engineering, or similar industries.

Skills:

• Strong knowledge of contract law, terms and conditions, and project management principles.
• Proficiency in contract management software and tools (e.g., Procore, SAP, or similar systems).
• Strong negotiation and communication skills, both written and verbal.
• Knowledge of procurement processes and vendor management best practices.
• Excellent attention to detail and organizational skills.
• Strong analytical and problem-solving abilities to manage contracts and resolve issues effectively.
• Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.

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