SENIOR EXECUTIVE, CONTRACT

Pelabuhan Tanjung Pelepas Sdn Bhd; Malaysia; Hybrid; MYR 90,000 - 150,000; Full time

Job summary

Pelabuhan Tanjung Pelepas Sdn Bhd is seeking a Senior Executive, Contract Management to support effective administration of contracts across pre- and post-contract lifecycles. You will work with Business Owners to develop strategies, SOPs and KPI-based terms while ensuring compliance and governance.

You will lead negotiations, monitor supplier performance, and drive cost reduction initiatives, with a focus on risk mitigation and timely contract renewals.

Qualifications

• Bachelor or recognised professional qualification in procurement or related field.
• Degree in procurement, supply chain management, business administration, contract management or engineering is advantageous.
• CIPS and/or CILT certifications are an added advantage.

Responsibilities

• Lead pre- and post-contract administration to support procurement activities.
• Develop contracting strategies, SOWs, KPIs and commercial terms with stakeholders.
• Negotiate terms to protect commercial interests and drive cost reductions.
• Manage vendor relationships and supplier performance throughout contract lifecycle.
• Ensure contract governance, compliance and record-keeping across processes.
• Monitor renewals, amendments and contract expiring dates for timely action.
• Support audit activities and provide timely contract management reporting.
• Collaborate with internal business owners to align contractual requirements with needs.

Skills

Contract negotiations

Vendor management

Procurement governance

Stakeholder management

Communication

Education

Bachelor's Degree in relevant field

CIPS certification

CILT certification

Tools

SAP

Oracle ERP

Job description

Job Summary

The Senior Executive, Contract Management is responsible for supporting the effective management and administration of the Company's contracts throughout the pre-contract and post-contract lifecycle, ensuring that procurement and contracting activities are executed in accordance with established policies, procedures, commercial requirements and governance standards.

The role supports the development and execution of appropriate contracting strategies, ensures timely contract availability and renewal, and works closely with Business Owners and relevant stakeholders to ensure the effective delivery of works, goods and services.

The position also plays an important role in contract negotiation, commercial optimization, supplier performance, cost reduction initiatives, contract compliance and stakeholder management, while ensuring that contractual risks and obligations are appropriately managed.

Key Responsibilities

1. Pre-Contract Administration

• Manage and support the effective implementation of appropriate contract and agreement types across the Company's business requirements.
• Work closely with Business Owners to understand requirements and develop suitable contracting strategies, Scope of Work (SOW), Key Performance Indicators (KPI), commercial terms and contractual arrangements.
• Ensure the appropriate contract type and commercial terms are selected based on the nature, scope and requirements of the procurement.
• Coordinate with relevant stakeholders throughout the pre-contract process to ensure requirements are clearly understood and appropriately documented.
• Facilitate effective communication between Procurement, Business Owners, vendors, consultants and other stakeholders while maintaining professionalism and integrity.
• Coordinate and monitor the preparation and issuance of contractual documents, including:
• Letter of Award;
• Contract/Agreement;
• Letter of Extension; and
• Letter of Offer.
• Monitor the relevant approval processes to ensure timely completion of pre-contract activities.
• Ensure contractual documentation is accurate, complete and aligned with the Company's procurement requirements and applicable procedures.

2. Post-Contract Administration

• Manage post-award contractual matters throughout the contract lifecycle.
• Coordinate and administer contract addendums, extensions, Variation Orders and other contractual changes.
• Ensure all amendments and contractual changes are properly documented and updated in the relevant records.
• Monitor contract expiry dates and proactively coordinate with Business Owners to facilitate timely renewal or other appropriate action.
• Maintain an accurate and up-to-date Contract Master List.
• Monitor the status of active contracts and ensure appropriate follow-up actions are taken within the required timeline.
• Ensure contract records and supporting documentation are maintained accurately for governance, operational and audit purposes.

3. Contract & Commercial Negotiation

• Lead and/or support contractual and commercial negotiations with suppliers for both new contracts and contract renewals.
• Negotiate contractual terms and conditions that protect the Company's commercial and operational interests.
• Identify opportunities for:
• Cost reduction;
• Discounts and rebates;
• Improved commercial terms;
• Supplier performance improvement;
• Improved quality and delivery; and
• Stronger KPI and service performance commitments.
• Recommend appropriate performance security and penalty provisions where required.
• Negotiate effectively with OEMs, direct-source and sole-source suppliers to achieve commercially competitive outcomes.
• Obtain and analyze price breakdowns to support negotiations and commercial decision-making.
• Negotiate individual pricing elements and components where appropriate.
• Pursue annual cost-reduction opportunities, volume-based discounts and other value improvement initiatives.
• Ensure suppliers understand and comply with relevant contractual requirements, regulations, standards and industry practices.

4. Vendor & Stakeholder Management

• Develop and maintain effective working relationships with key vendors and contractors.
• Manage ongoing vendor relationships to support sustainable commercial and operational performance.
• Work collaboratively with internal Business Owners to ensure contractual requirements remain aligned with business needs.
• Engage relevant internal stakeholders, including divisional and departmental management, Business Owners and other functions involved in procurement and contracting activities.
• Provide relevant input to the Vendor Management team on supplier performance and vendor ratings.
• Support initiatives to improve supplier quality, delivery, cost effectiveness and contractual performance.

5. Contract Governance & Compliance

• Ensure contract management activities comply with applicable Procurement policies, SOPs, procedures and relevant governance requirements.
• Maintain appropriate contractual documentation and records to support transparency, accountability and audit requirements.
• Identify contractual issues or areas requiring improvement and recommend appropriate corrective or preventive actions.
• Ensure relevant rules, regulations, standards and best practices are appropriately considered in contract administration and negotiations.
• Support internal and external audit requirements relating to procurement and contract management activities.

6. Performance Management & Reporting

• Maintain and regularly update relevant KPI databases and performance records.
• Prepare weekly, monthly and periodic reports relating to contract management activities.
• Monitor assigned KPIs and ensure agreed deliverables are achieved within the required timeline.
• Analyze contract and supplier performance information to identify potential improvements.
• Provide relevant contract management information and updates to Management and Business Owners as required.

7. Functional Support

• Support the Manager/Head of Section in the execution of day-to-day Procurement and Contract Management activities.
• Provide appropriate functional support during the absence of the Head of Section where required.
• Participate in procurement and supply chain improvement initiatives.
• Undertake other duties and responsibilities assigned by Management from time to time.

8. Information Security, HSSE & Corporate Compliance

• Comply with the Company's Information Security and IT policies relating to the protection of information, assets, confidentiality and intellectual property.
• Ensure appropriate handling and protection of commercial, contractual and supplier information.
• Ensure compliance with applicable HSSE and Integrated Management System (IMS) requirements.
• Support internal and external audit activities and address relevant findings or requirements.
• Uphold the Company's anti-bribery and anti-corruption principles.
• Demonstrate integrity and ethical conduct when dealing with suppliers, contractors and other stakeholders.

Requirements

1. Academic Qualification

• Bachelor's Degree or recognized professional qualification from an accredited institution.
• Degree in Procurement, Supply Chain Management, Business Administration, Contract Management, Logistics, Engineering, Finance, Commercial Management or other relevant discipline would be advantageous.
• Professional certification from the Chartered Institute of Procurement & Supply (CIPS) is an added advantage.
• Certification from the Chartered Institute of Logistics and Transport (CILT) is also an added advantage.

2. Professional Experience

• Minimum 5 years of relevant experience in purchasing/procurement, with at least 1 year of supervisory experience.
• Proven exposure to procurement and contract management.
• Practical experience in pre-contract and post-contract administration.
• Experience in supplier negotiations, contract renewals, commercial evaluation and vendor management.
• Exposure to computerized purchasing systems and SAP or Oracle ERP would be advantageous.
• Experience within a large operational, logistics, port, maritime, manufacturing, engineering or similarly complex business environment would be advantageous.