Contracts Administrator

Roles and responsibilities

• Responsible for pre – award activities including bid invitation preparation, processing queries from bidders, preparation of bid evaluation programmes, evaluation of bids, negotiation, contract preparation and award formalities;
• Responsible for post – award activities including conducting kick – off meetings, coordinating all contract submittals and correspondence, preparation and processing of variation orders, claims and close out;
• Manages the drafting of Invitation to Tender packages for contracts for large O&G facilities projects. Review and, if necessary, proposes comments on and propose alternative text/clauses to client contract conditions;
• Reviews issues with legal, risk management, tax, and accounting personnel as a condition precedent to submitting to management for approval;
• Functions as a part of a negotiating team consisting of project management staff, to establish the terms and conditions of a contract;
• Monitors and ensures the business provisions of assigned contracts are administered to ensure compliance with contractual terms and conditions. Keeps the Projects Contracts Manager advised as to the scope, financial, and risk features of applicable contracts;
• Ensures documentation to negotiate change orders are properly produced and maintained;
• Prepares letters to clients requesting approvals and interpretations necessary to comply with the provisions of the contract;
• Ensure project/facility acceptance documents are prepared and are followed through and that acceptances are signed by the client;
• Furnishes business and financial information requested by the client concerning the project, as delegated by the Project Manager;
• Identifies contractual problems and take appropriate action to ensure a satisfactory resolution. Follows up on those problems which demand management attention, to ensure timely response to the client; and
• Management of Contract Quality standards.

Desired candidate profile

• Bachelor’s degree in science or arts
• Chartered status (MRICS) or equivalent professional qualification
• Extensive knowledge of Contractual Terms & Conditions and Commercial Contract Law;
• Excellent understanding & extensive experience of the procurement and contract administration processes and principles from preparation and issue of Bidders Lists, Contracting Plans and bid invitation package preparation through to award, administration and close out of Contracts;
• Strong grasp of procedural requirements & necessity of providing an Audit Trail for Management purposes; and
• Middle East/Arabian Gulf experience is preferred but not mandatory.

• Contract Law Knowledge: Strong understanding of contract law, regulations, and best practices relevant to the industry.

• Contract Management: Expertise in managing contract processes, from drafting and negotiation to execution and monitoring compliance.

• Risk Assessment: Ability to identify and assess risks associated with contracts, implementing strategies to mitigate potential issues.

• Negotiation Skills: Proficiency in negotiating contract terms with clients, suppliers, and subcontractors to achieve favorable outcomes.

• Attention to Detail: High level of accuracy in reviewing contracts to ensure all terms and conditions are clearly defined and adhered to.

• Communication Skills: Excellent verbal and written communication skills for effectively conveying contract details to stakeholders.

• Project Management: Skills in managing multiple contracts simultaneously, ensuring deadlines and deliverables are met.

• Interpersonal Skills: Ability to build strong relationships with internal teams and external partners, fostering collaboration.