Senior Associate - Contract Management

Job description:

Senior Associate - Contracts Management

Supply Chain / Contracts Management

 JOB PURPOSE

 Takes a leadership role in strategic procurement and manages high-stakes contract negotiations.

Contributes significantly to shaping the organization's procurement strategy and provides expertise in optimizing procurement processes

KEY ACCOUNTABILITIES

Policies, Processes and Procedures

Implements approved departmental policies, processes, procedures, and advances subordinates and monitor their adherence so that work is carried out in a controlled manner.

Procurement Activities

• Developing procurement strategies for the appointed commodities and contracts so it is aligned with organizational goals and objectives, including cost reduction, quality improvement, and supplier diversity initiatives.
• Identifying and evaluating potential suppliers, negotiating contracts, and managing relationships with key vendors to ensure the delivery of high-quality goods and services.
• Leading negotiations for major contracts, including terms, pricing, and service level agreements, while ensuring favourable terms for the organization.
• Assessing and mitigating risks associated with procurement activities, such as supply chain disruptions, quality issues, and regulatory compliance.
• Analysing procurement data to identify cost-saving opportunities, implementing cost reduction strategies, and optimizing procurement processes to maximize efficiency and savings.
• Ensuring compliance with relevant laws, regulations, and company policies throughout the procurement process, including contract drafting, execution, and management.
• Monitoring supplier performance against established metrics and key performance indicators (KPIs), and implementing corrective actions as needed to maintain service levels and quality standards.
• Driving continuous improvement initiatives within the procurement function, such as implementing best practices, streamlining processes, and leveraging technology to enhance efficiency and effectiveness.
• Collaborating with internal stakeholders across departments, including finance, legal, and operations, to ensure alignment of procurement activities with overall business objectives and priorities.
• Promoting supplier diversity and sustainability initiatives by engaging with diverse suppliers, supporting responsible sourcing practices, and promoting environmental and social responsibility within the supply chain.

Tendering

• Collaborating with internal stakeholders to define the requirements and specifications for the goods or services to be procured through the tendering process.
• Developing tender documents, including requests for proposals (RFPs), requests for quotations (RFQs), or invitations to tender (ITTs), outlining the scope of work, evaluation criteria, terms and conditions, and submission instructions.
• Identifying and prequalifying potential vendors or suppliers capable of meeting the organization's requirements and standards.
• Establishing evaluation criteria and processes for assessing vendor proposals, including price, quality, technical capabilities, and compliance with requirements.
• Engaging in negotiations with shortlisted vendors to clarify terms, address concerns, and optimize proposals before final selection.
• Selecting the preferred vendor based on the evaluation criteria and negotiating the final contract terms and conditions.
• Communicating the outcome of the tendering process to all participating vendors, providing feedback on their proposals, and maintaining transparency and fairness throughout the process.
• Ensuring that all tendering activities and decisions are properly documented and comply with applicable laws, regulations, and organizational policies.

Contract Development

• Working closely with legal experts to ensure that contracts comply with relevant laws, regulations, and organizational policies, while also protecting the organization's interests.
• Clearly defining the scope of work, deliverables, timelines, milestones, and performance metrics to be outlined in the contract.
• Drafting contractual terms and conditions that govern the rights, obligations, responsibilities, and liabilities of both parties, including pricing, payment terms, warranties, indemnification, dispute resolution mechanisms, and termination clauses.
• Identifying and addressing potential risks and contingencies associated with the contract, such as supply chain disruptions, quality issues, non-compliance with regulations, and changes in market conditions.
• Engaging in negotiations with suppliers or vendors to resolve differences, clarify terms, and achieve mutually beneficial agreements that balance the needs and interests of both parties.
• Documenting all aspects of the contract development process, including correspondence, revisions, amendments, and approvals, to maintain a comprehensive record of the agreement.
• Reviewing contract drafts with key stakeholders, including legal, finance, operations, and senior management, to ensure alignment with organizational objectives and requirements before final approval.
• Facilitating the execution of contracts by obtaining signatures from authorized representatives of both parties and ensuring that all necessary documentation is properly executed and archived.
• Monitoring contract compliance throughout the contract lifecycle, tracking performance against contractual obligations, and addressing any deviations or discrepancies that may arise.

 Safety, Quality and Environment

• Complies with EHS policies, procedures and controls to ensure a healthy and safe work environment.
• Take an active role in the implementation of EGA and / or its subsidiaries quality, safety and environmental policies to ensure that materials and services purchased comply with these policies.

QUALIFICATIONS and SKILLS

Minimum Qualifications:

• Bachelor’s degree, preferably in Supply Chain / Material Management, or any related specialization.
• Diploma / Certification in Procurement and Contracts is preferred.

Minimum Experience:

• Over 7 years relevant experience in contracts function in a similar industry.

Skills:

• Intermediate Negotiation Skills: Expertise in negotiating complex and high-value contracts with a strategic mindset.
• Communication Excellence: Enhancing communication skills to convey nuanced information and requirements.
• Analytical Proficiency: Strengthening analytical thinking for in-depth contract analysis and decision-making.
• Strategic Vendor Relationship Management: Developing long-term, strategic partnerships with key suppliers for mutual benefit.
• Expert Sourcing: Demonstrate high level of proficiency in the procurement and acquisition of goods, services, or talents.
• Expert Contract Management: Expert in managing the entire contract lifecycle, from negotiation to renewal or termination.
• Problem-Solving: Addressing challenges and finding effective solutions during the procurement process.
• In-depth Legal Knowledge: Mastery of contract law and legal intricacies related to complex procurement agreements.
• Advanced Technology Proficiency: Mastering the use of advanced procurement software and tools.
• Deepening Financial Understanding: Expanding understanding of financial concepts relevant to advanced procurement processes