Contract Manager

Botlhaba Consulting; Mbombela; On-site; ZAR 600 000 - 800 000; Full time

Job summary

A procurement consulting firm in Mpumalanga seeks a Contract Manager to oversee contract management within Supply Chain Management. Responsibilities include managing the contracting life cycle, compliance oversight, and supplier negotiations. Candidates should have at least 8 years of experience in Supply Chain Management, with a minimum of 3 years in a managerial role. A relevant degree and strong negotiation skills are essential.

Qualifications

• 8 years' experience in Supply Chain Management, with 3 years in a managerial role.
• Strong understanding of PFMA, PPPFA, and BBBEE Codes.
• Valid driver's license.

Responsibilities

• Manage the contracting lifecycle and ensure compliance with standards.
• Develop and implement procurement risk management procedures.
• Draft and negotiate supplier agreements and SLAs.

Skills

Contract Management

Risk Management

Negotiation Skills

Stakeholder Management

Education

Bachelor of Commerce / B-Tech Degree in SCM / Logistics Management

Post Graduate Diploma in SCM

Job description

Overall Purpose of the Job

To manage a contract management function within Supply Chain Management department to ensure efficient facilitation, development and processing of contracts and service level agreements (SLAs) to the SCM process on behalf of THE CLIENT.

Manage, perform, and facilitate the contracting life cycle activities from preparation, review, and execution of new and existing contracts and SLAs. Strategy Execution

Responsibilities

• Implement SCM strategy by ensuring that contracts management plans are in place and executed to support the delivery of THE CLIENT's strategic objectives.
• Develop and implement standard operating procedures, templates, terms of references and processes for contracts management. Contracts Development & Management
• Draft and develop contractual agreements post award of tender / bid and ensure validation of such by relevant stakeholders e.g., Legal department, end-user or as per business process and arrangement.
• Review contracts for all new and existing service providers and propose necessary updates to ensure compliance with standards and regulations.
• Collaborate with various functions to evaluate performance, pricing, and compliance against established contract.
• Ensure the finalisation of contracts and facilitate the negotiation of realistic delivery dates of goods / services.
• Evaluate existing contract terms and recommend updates for future contracts.
• Act as a primary liaison with all delegated subcontractors.
• Address and resolve questions or issues related to existing or new contracts / SLAs.
• Facilitate and give inputs to contract audit and compliance requirements.
• Prepare and maintain all relevant contract documentation and update JDE or relevant system / s accordingly – including contract templates, BU's specific rules and regulations and goods or service specifications. Financial Management
• Provide inputs to the divisional budgets and ensure adherence thereto.
• Ensure contracts remain within approved budget / tender award.
• Ensure accurate maintenance and reliable contracts register in order to inform effective and efficient financial management.
• Account for financial disclosure during internal and external audits of transactions resulting from contracts.
• Negotiate and generate savings through contract negotiations according to market indications and relevant indices.
• Assist with achieving THE CLIENT savings objectives.
• Collaborate and communicate with Manager : Purchasing, Manager : Strategic Sourcing and Manager : Demand Planning to align financial commitments of all pre-approved budgets. Contracts Risk Management / Internal Controls
• Establish internal contracts management controls, correspondence, data, and reports.
• Evaluate contract management process that exist within THE CLIENT specific to contracting with vendors. Assess processes in place to monitor compliance with contracts (both vendor and internal compliance), how changes in contracts are managed and the approval process for new contracts.
• Develop and implement contract management instructions, policies, and procedures.
• Ensure procurement risk monitoring and reporting and comply with all aspects when compiling reports, submitting updates, or advising line management.
• Ensure compliance with regulatory requirements that have an impact on the business area and communicate these requirements to the line managers in the business area.
• When the Risk & Compliance department highlights new and updated compliance, operational risk, or regulatory requirements, Legal or any other central function, obtain the relevant communication, support materials from the source, and distribute to the supported line management.
• On an annual basis compile a contracts risk management plan with all the deadlines and report requirements that need to be covered, obtain sign off from line manager.
• Based on interaction with line managers and employees in the area, identify gaps in their knowledge and understanding of operational risk and make recommendations to the senior manager of the area of training available to close the gaps.
• Conduct sample-testing exercises on procurement risks, monitor and evaluate processes to ensure controls are in place.
• Compile and maintain the Contract Management Records and ensure all necessary information is captured and documented as required.
• Conduct bid clarifications with Suppliers and end user when drafting the contracts.
• Facilitate resolution of contractual disputes as and when required. Stakeholder Management
• Establish and maintain strong business relationships with stakeholders and suppliers, including effectively managing contract enquiries, issues, disputes, variations, risks, and undertaking negotiations with suppliers as required.
• Foster stakeholder's relationships e.g., suppliers, internal customers, industry peers, support functions etc. to achieve strategic business objectives.
• Develop and maintain internal stakeholder relationships.
• Maintain contract expiry dates and ensure that enquiries, renewals and or extensions are communicated to the relevant business unit / end user timeously.
• Ensure and manage the appropriate levels of communication with all contractors and partners. Supplier Management / Supplier Performance Management
• Manage and measure Service Provider performance to ensure goods and services conform to the contract requirements and compile monthly reports to management.
• Monitor the performance of suppliers against SLAs, resolve issues or queries, and develop appropriate recovery plans when performance targets are not met.
• Develop existing and new suppliers to effectively reduce the total cost of ownership associated with the procurement of goods and services.
• Negotiate optimum supplier agreements for short (one year) and medium term (three year) contracts.
• Draft SLAs.
• Draft supplier agreements and ensure implementation timeously.
• Develop and execute cost savings plans.
• Manage and share contract management knowledge and information. Reporting, Research & Benchmarking
• Produce timely contracts status reports for Senior Manager.
• Produce contract performance reports.
• Conduct research for best practices and new alternative solutions.
• Drive the development, implementation, and monitoring of best practice in supply chain contracts management and SLAs across the organisation, identify efficiencies where appropriate, ensuring all activities comply with the relevant contracts management legislation within an effective contracts management framework. Operational Delivery
• Ensure all commercial activities of the unit and business departments meet all legal, contractual, financial, and commercial requirements.
• Undertake regular contract audits to minimise deficiencies in project deliveries.
• Ensure contracts adhere to Occupational Health and Safety or professional body requirements.
• Ensure that contracts adhere to current B-BBEE Good Practices.
• Ensure all contract related documents are signed and kept up to date: variation orders, rules and regulations for on-site contractors, appointment of signee, Insurance, workman's compensation etc.
• Perform contract administration to perform ad hoc procurement and order management activities as required by the SCM department.
• Develop and manage all administrative aspects of contract register and contract management.
• Provide the advanced coordination assistance and scheduling of resources to ensure contract administration.
• Establish scope of authority, clear lines of communication and reporting, and specific individuals who will interact directly with the contractor.
• Provide auditors with the required information on queries.
• Contribute to THE CLIENT achieving a clean administrative audit outcome, from a contract management perspective.2.

Education

Essential:

• Bachelor of Commerce / B-Tech Degree in / SCM / Logistics Management / Procurement / Purchasing Management / Commercial Law / Contracts Management (NQF Level 7)

Ideal:

• Bachelor of Commerce Honours / Post Graduate Diploma in SCM / , Logistics Management / , Procurement / Purchasing Management / , Commercial Law (NQF Level 8) or in SCM / Logistics / Logistics / Procurement / Purchasing / Commercial Law

Certifications:

• MCIPS or CSCP Certification3.

Experience

• 8 Years' experience in Supply Chain Management within the field of Contracts Management of which 3 years should be in a Managerial role as a Contracts Manager
• Practical and sound knowledge of PFMA, PPPFA, BBBEE Codes of Good Practice, Treasury Regulations is key for this role, Policy development and management
• Valid driver's licence4.

Competencies

• Leadership: Driving Change, Operational Delivery, Self-Awareness, Commercial Insight, Strategic Thinking
• Behavioural: Planning & Organising, Communication (incl. report writing), Persuasiveness / Influencing, Attention to Detail, Negotiation Skills, Communication
• Technical: Contract Management, Risk Management, Stakeholder / Supplier Management, Project Management, Supplier Performance Management