CONTRACTS ADMINISTRATION EXPERT

Education and work experience:

Higher education (University degree or higher) in economical or finance area and not less than 10 years of work experience in Contracts.

Main functions:

• Manage aspects of project contracting activity as directed by Contracts Administration Manager, assuring the pre and post award administration of the contracts already in place or to be awarded; managing contractual correspondence, contractual payment, contract amendments and variations and managing contractor’s claims and developing KPO’s counter-claims during the contract’s execution.
• Preparation, development, submission and follow up of the entire supporting commercial and technical documentation for the process of contract agreements with contractor entities including preparation of Joint Procurement Committee (JPC) submissions at the required stages in the contract development and award process.
• Provide support to Department Management in the activities of the Contracts Administration Section and support development of national staff; including: providing input to the project contracting strategy and procurement plan; implementing the project contracting strategy; implementing individual contract strategies; development and implementation of project procedures; development of “Best Practice” processes and documentation for project, specifically contracts; ensuring that local content requirements are being met.
• Ensure that all Contracts are administered in accordance with KPO and JOC Tender pocedures and all contractual obligations are fully discharge.
• Monitor the overall status for Contracts in Department to ensure the expenditure rate and validity period are maintained and sufficient time is allowed for remedy actions.
• Prepare and annually review the Planned Work Allocation (PWA) for each contract to allocate sufficient funds supporting the approved Annual Work Programme and Budget.
• Prepare and monitor the Integrated and the Annual Contract Plan in coordination with Supply Chain and Strategy Department Planning Group.
• Prepare the Joint Procurement Committee (JPC) submissions and Tender Board submissions; including Tender Evaluation Plan and Company Estimate; provide input in to the Financial Evaluation Plans.
• Support to Contracts and Procurement Department and Contract owners in the compilation of Invitation to Tender packages, Tender Bulletins and Tender Clarifications as required during the tender period; and in compliance with contracts and procurement processes and protocols, as well as developing in conjunction with the project team, the tender evaluation plans and tender lists for all such project tenders.
• Ensure the specific needs of the project are being considered and met through all stages of the Contracting and Procurement Process including: the development of the prequalification (PQ) process and relevant recommended long list of bidders; assisting and being part of the process for reviewing and finalizing - the final PQ evaluation report, subsequent Technical Evaluation Plan for tenders,  scope of Works, the Invitation to tender packages (including the intended model forms of contract), assisting Contracts and Procurement Controllership in the preparation and review of call off notices for existing call-off contracts, interface with Contracts and Procurement Controllership for queries relating to the tender documents and project contracts preparation in co-operation with KPO Legal Directorate, Health, Safety, Environment (HSE), Quality Assurance/Quality Control (QA/QC) and Local Content to ensure their requirements are included in the contractual arrangements.
• Be responsible for post award administration of the contracts already in place or to be awarded through: assisting in the preparation of the recommendation for the award of contracts for the provision of project services/works in accordance with governing KPO procedures and using KPO model contracts, assuring all requirements and special terms and conditions are met throughout contractor’s performance, monitoring the quality of services in coordination with the user department and interfaces contractors/suppliers, administering feedback concerning the contracting activities, managing activities between internal department(s) and contractors/suppliers, preparing systematic reporting related to contracting activities i.e. on contract term, expenditure and amendments, administration and interpretation of contract terms and conditions in coordination with KPO Contracts and Procurement Controllership, proactively managing applications received from contractors for variations, extensions of time and claims for reimbursement of loss and expense, coordinating warranty notifications together with insurance related matters, 
• assisting in tender debriefing and contract close out activities, i.e. final accounts.
• Support to Project Management Team and Contract Owners in the evaluation of Contractors overall performance, contract managementand dispute resolution, completed works and development of the planned/estimated rates for construction and other services.
• Organise the meetings with Project Management Teams groups and Contractors and participate to resolve the Contract clarification issues. Take minutes of meetings as required.
• Support in the technical evaluation of tenders and perform commercial/financial evaluation and negotiation of tenders received under Department Call Off Contracts. Prepare the recommendations to award Call Off Notices.
• Review and resolve Contractors claims under operational Contracts in Department; maintain contemporary records and other relevant documents to assist defence against Contractor claims.
• Warrant notifications together with insurance related matters.

Necessary knowledge and skills:

• Upper-intermediate (B2) English level is an advantage on this role;
• Sound understanding of Contracts and Procurement Controllership procedures, procurement process, project management process, documentation management, project procurement management, service/work and supply contracts administration process;
• Understanding of Joint Operating Committee /Joint Procurement Committee procedures and their application;
• Contracts development and management for construction activities, including claims management;
• Procedures for works contracts awarding;
• Contractor Agreement signing procedures;
• Norms for price formation in construction;
• Procedures for statistical recording and records management and accountability;
• Computer literate with good communication skills;
• Ability to produce concise and accurate reports;
• Ability to administer pre and post award activities;
• Good team player;
• Able to work without constant supervision;
• Problem solver who understands sensitivity and complexity of delivering business within a complex joint venture and the RoK
• Coaching and influencing skills;
• Time management skills;
• Analytical and Mathematical skills.