Deputy Manager – Contracts

The Citizen Foundation; Karachi Division; On-site; PKR 1,800,000 - 3,000,000; Full time

Job summary

The Citizen Foundation seeks a Dept Manager - Contracts to lead the Contracts function within the Engineering Department. You will oversee the full tender, bidding, award and contractor evaluation process, ensuring transparency and timely award decisions in line with approved SOPs.

You will coordinate with Design and Costing teams, conduct bid clarifications, prepare contracts and ensure documentation and performance securities are properly managed.

Responsibilities

• Lead and manage the Contracts function covering tendering, bidding, award and contractor evaluation.
• Prepare and review tender documents including instructions to bidders, contract conditions, specs, BOQs and bid forms with Design and Costing teams.
• Lead tender openings and ensure Finance/Audit representation for transparency.
• Review bids to identify calculation errors and missing rates for accurate comparisons.
• Prepare Bid Evaluation reports to support awarding decisions.
• Share awarding decision points with internal committees to maintain transparency.
• Conduct bid clarifications and negotiation meetings with contractors and document outcomes.
• Prepare, review and issue Letters of Award, work orders and contract agreements; verify performance securities, bonds and insurances.
• Enlist contractors through KYC processes as per SOPs.
• Manage contractor prequalification, onboarding and preferred list processes with transparency and compliance.
• Establish and maintain a contractor performance evaluation system and advise on upgrading, retention or blacklisting.
• Support contract administration including variations, time extensions, claims and closeouts with PM and Costing teams.
• Maintain records of tenders, bids, evaluations, awards and contracts for audit and management review.
• Lead process improvement initiatives such as tender cycle tracking and provide visibility via dashboards.
• Contribute to Tender and Contract SOPs and monitor implementation.
• Supervise and develop Contracts team members; perform other tasks as assigned by the Line Manager.

Job description

The Dept Manager - Contracts will lead the Contracts function within the Engineering Department, managing the complete tender, bidding, award and contractor evaluation process for TCF's new construction and repair & maintenance works. The role ensures transparency, fairness and visibility across the process - from contractor enlistment and prequalification through tendering, bid evaluation, award and contract administration - in line with approved SOPs, while supporting management with accurate bid analysis and timely award decisions.

• Lead and manage the Contracts function, including the complete tender, bidding, award and contractor evaluation process, ensuring transparency and visibility at every stage
• Prepare / review tender documents, including instructions to bidders, conditions of contract, specifications, BOQs and bid forms in coordination with Design and Costing teams
• Lead tender opening and ensure inclusion of Finance / Audit representatives for visibility
• Ensure accurate preparation of comparative statements by thoroughly reviewing bids to identify calculation errors and missing rates
• Review bids and prepare Bid Evaluation reports to support awarding decisions
• Compile and share awarding decision points with the internal committee to maintain transparency
• Conduct bid clarification and negotiation meetings with contractors and record outcomes
• Prepare, review and issue Letters of Award, work orders and contract agreements, and ensure timely collection and verification of performance securities, bonds and insurances
• Enlist contractors through the KYC (Know Your Contractor) process as per approved SOPs
• Manage contractor prequalification, onboarding and preferred list processes, ensuring transparency and compliance
• Establish and maintain a contractor performance evaluation system, and recommend contractors for upgrading, retention or blacklisting
• Support contract administration, including review of variations, extension of time requests, claims and contract closeout in coordination with Project Management and Costing teams
• Maintain proper records of all tenders, bids, evaluations, awards and contracts for audit and management review
• Lead process improvement initiatives, i.e. tender cycle tracking system, and provide visibility through dashboards
• Contribute to the preparation of Tender and Contract SOPs and monitor their proper implementation
• Supervise, guide and develop the Contracts team members
• Perform any other tasks assigned by the Line Manager.