(Archived) Contract Management Officer

Summary of job function:
To ensure the efficient, systematic, effective monitoring of tender contracts, development of transparent progress reports on all contracts/ delivery schedules, good record keeping and to contribute towards the successful operations of the team. A few of the main duties of the Contracts Management Officer are ensuring all orders have been shipped, tracking orders, handling delivery delays and ensuring effective communication between the supplier, organisation and client. The incumbent will be required to create reports based on the shipping health of the organization.

Principal Duties and Responsibilities

• Maintain, monitor and manage all tender contracts with clients; establish and maintain a work schedule for all on-going and newly established contracts to ensure they are in keeping with their contractual period.
• Develop a quality assurance plan to provide a systematic method to monitor contract performance.
• Create and maintain contract databases/ progress reports (using Microsoft Suite Application) and share weekly follow ups on contracts. For example, ETA of shipments of items on contracts, contracts expirations, delivery delays and work on contract close out plans.
• Participate in the assessment of contract performance, including advice and action to address instances of poor performance and/or non-compliance with contractual obligations.
• Within the terms and conditions of the contract, works towards resolution of conflicts or performance issues arising in cases of poor performance and/or non-compliance with contractual obligations.
• Ensure the organization’s internal contract documents are accurate and well maintained.
• Maintain electronic and hardcopy files and records to ensure proper accountability.
• Ensure relevant budget inputs and Procurement planning, when required.
• Liaise with suppliers to ensure all deadlines are adhered too.
• Develop strategies to expedite shipments within the agreed performance criteria to ensure quality, cost and time targets to meet contractual obligations.
• Resolve general logistics problems, variations, delays and dispute issues with an appreciation of the overall value effectiveness of solutions.
• When notified of shipment delays, set up a virtual meeting to understand where the issues in deliveries are and communicate with the client requesting an extension on the contract period.
• Prepare and issue addendums for extended contract periods.
• Analyze and achieve the requirements for all shipping and commercial documentations for all deliveries and identify correct approvals, handling and packaging.
• Inspect and review logistics deliveries for completeness and liaise with suppliers, logistics vendors and end users to resolve any outstanding issues.
• Ensure all shipments are received, tracked and dispatched to the client and verify that the product arrived on time and to the right person.
• Initiate contract close outs by ensuring payments are completed and processed for all fully completed contracts.
• Liaise with other departments, including Procurement, in relation to claims and disputes, claiming against warranties, and other contractual remedies.
• Create and maintain relationships with team members and clients to serve as the point of contact for matters concerning tender contracts.
• Drafts relevant audit response on contract management related issues, as required.
• Identify and recommend areas of operational improvement.
• Perform any other related duties as required
• Meet KEY PERFROMANCE INDICATORS (KPI’s) as set out in the Department

• Able to analyze information quickly and solve problems
• Time management skills are critical – must adhere to deadlines
• Attention to detail and able to work on own initiative
• Able to think strategically, position and formulate appropriate recommendations
• Ability to interpret complex documentation, identifying the key requirements and respond appropriately
• Able to work flexible hours

• A BSc. in Business Management or Supply Chain Management or any equivalent combination of education and experience.
• A minimum of three (3) years’ experience in procurement and/ or contract management
• Must be proficient in Microsoft Office

• An appreciation of the basic concepts of risk management in an operational environment.
• Ability to interact at different levels in and outside the organization, keep good relationships and influence senior level staff and customers.
• Excellent written and oral communication and negotiation skills.
• Proactive, independent work approach and a high attention to detail and accuracy.
• Highly developed skills and demonstrated capacity developing accountability strategies and mechanisms, including implementation and training in accountability principles and practice.
• Advanced knowledge and demonstrated ability of principles and practices related to professionally managing confidential information.
• Demonstrated capacity to work collaboratively in a multi-dimensional environment with competing priorities and tight deadlines
• Exemplify creative problem-solving abilities