CONTRACTS ADMINISTRATION COORDINATOR

Education and work experience:

Higher education (University degree or higher) in economic, finance sphere and not less than 4 years of work experience as per speciality.

Main functions:

• Work closely with Contract Holders, Budget and Cost Control Section to keep records and maintain contracts administration of the structural units reporting to Vice General Director. Effect coordination of the Contracts Administration Specialist to timely and due performance;
• Demonstrate efficient performance through the effective contract management, ensuring goods and services requested by contracts are timely delivered. The contract terms are timely implemented and fulfilled by Contractors;
• Being a focal point of contact between KPO Contracts and Procurement Controllership Departments and requisition initiator. Interface, coordination and cooperation with KPO Contracts and Procurement Controllership Departments, Contractors and other KPO Departments;
• Organise activities on preparation and issuing purchase requisitions and ensure contract award in accordance with original user requirements and Contracts and Procurement Controllership Departments timelines. Provide uninterrupted services rendering by timely initiating contract renewals or new tender exercises;
• Analyse the received documentation required to raise a Purchase Order in terms of the comprehensive preparation of the Scope of Work, cost estimation, Single source justification form;
• Chair the kick off meetings with the contractors for the newly awarded contracts;
• Perform when required the market research namely the price lists for further preparation of cost estimations for a new type of the business activities;
• Coordinate the maintenance of records of live contracts and all documentation related to the contracts;
• Check the costs of impending works to be executed by contractor. Verify costs of performed works provided by contractor;
• Keep account of Call-Off Notices commitment as per call off contracts and be responsible for the internal registration of application for payment. Perform the regular review and analysis for cost optimization and efficient utilization of contract funds and resources;
• Participate in Audits of the structural units reporting to Vice General Directorate activities;
• Assist to prepare and update Integrated Contract plan on a monthly basis;
• Assist in preparation of JPC Submissions for all the structural units reporting to Vice General Director contracts, ensure their timely approval and submittal to Contracts and Procurement Controllership Departments;
• Participate in the negotiations on contract terms, conditions and work scopes with Contractors’ representatives;
• Obtain and keep records of contractual obligations and provide compliance check.

Necessary knowledge and skills:

• Preferred level of English language proficiency should be above average (B1);
• Legislative acts, resolutions, statements, orders, other management directives, methodical and norm documentation;
• Understanding of JOC/JPC procedures and their application;
• Design-estimate documentation development procedure, coordination and approval procedure; sequence of company prospect and annual plans development;
• Contractor’s agreement making rules;
• Composition, content, sequence of estimate development and approval;
• Planning-account documentation;
• Routine and statistical records management and reporting procedure;
• Economics, industrial engineering, labour and management;
• Capabilities for computers application to perform calculations and work recording, operating manuals;
• Use of SAP program;
• Computer literate and be familiar with the compilation of spreadsheets and other data filing systems;
• Conversant with technical terminology.