Contract Admin

**JOB PURPOSE**

To provide a procurement contract administration service to the relevant business unit through frequent reporting and

ensuring that goods are delivered on time, within budget and compliant with procurement policies and within the expected

quality requirements. Including contracts administration of the various supply, services and construction contracts and where necessary offer input into the relevant Head EPC Contract administration.

To prepare contract documents and Contract administration documents in accordance with the corporate standards, policies and procedures.

To assist the contract representatives with the pro-active administration to secure the cost, time and quality as envisaged in the contracts.

**RESPONSIBILITY**

Administer the complete procurement cycle on major construction packages and major supply contracts associated with the Project.

Tender, bid evaluations, contact award and execute contract administration in accordance with project procedures cost targets and requirements of the law.

Where necessary support on procurement activities for supply contract package.

Project Penalties: Ensuring on time completion to avoid penalties from the Owner of the project

Defend and prevent contractor / supplier claims and r variations.

Mitigate cost and time risk through hands on contract administration and pro-active engagement with Contractors/Suppliers and relevant stakeholders.

**KEY PERFORMANCE**

**_ The Contracts Administrator is expected to support any of the business units as assigned from _**_time to time._**
- ** Operating System**
- Follow the guidelines and prescribed structures as outlined by the operating system
- Provide continuous input towards improvement and optimization of the operating system
- Successfully implement the operating system throughout the structuring and execution phase of the Project
- Understand how the Supply Chain business unit fits into the wider organization.

**2. Tenders**
- Prepare tender documents with the input of engineering, quality, HSE and other relevant departments in accordance with policies and procedures.
- Issue tenders into the market, manage clarifications, expedite return of tenders and validate compliance.
- Coordinate the evaluation of the tenders and the post bid clarifications.
- Manage tender clarification meetings.
- Write the tender evaluation and recommendation reports.
- Issue letters of award and regret.
- Ensure all tender documents are filed in accordance with the corporate standards and procedures.

**3. Preparation of contracts**
- Prepare contracts for major purchases, consultants and construction.
- Expedite the contract schedules and returnable documents such as bonds, programmes and guarantees.
- Follow through on signatures and store contracts and contract documents in accordance with the document management procedure.

**4. Management of contracts**
- Pro-actively draft contract correspondence, variation orders and notices in accordance with the contract.
- Maintain a contract register depicting correspondence in and out, variations, contract risks and final account details.
- Ensure that in house legal counsel is kept abreast of critical topics that have the potential to affect time, cost or quality.
- Attend internal and external progress meetings in coordination with the project manager.
- Manage site quantity surveyors and expedite measurements for payment validations.
- Settle site disputes on quantities and minor contract issues.
- Expedite the deliverables under the contracts.
- Keep contractor relations and correspondence open and clear.
- Liaise with Project Controller and set up a system to ensure all Contract changes are traceable from start to finish so that an auditable trail is available.
- Receive and check invoices, prepare payment certificates in accordance with the contracts.
- Prepare final account agreements.
- Monitor retention and bond periods in accordance with the contract, raise alert when bonds need to be extended or released.

Lead and direct the relevant package quantity surveyor(s) in relating the commercial purposes of the Contract

**QUALIFICATIONS**

**Min**:

- Degree in Supply Chain Management or Engineering or Quantity Surveying
- Excellent knowledge in Excel, MSWord, and PowerPoint
- Good understanding of accounting systems like SAP / D365
- Knowledge and experience in Wind Projects in India, Wind related Contracts, indemnity
- 5+ years Construction Contract Administration experience with the FIDIC suite of contracts in companies with strong procurement and Supply Chain Management practices
High Voltage Construction and transmission lines, heavy civils and earthworks (min 3 years)
Demonstrate familiarity with contract terms and conditions and the FIDIC suit of contracts
Proven track record in affecting contract savings

**Ideal**: Legal, Financial or Quantity Surveying qualification
- 3+ years’ experience in renewable energy construction projects.
- Wind expe