Senior Officer, Contracts

Job Purpose

Compile and prepare accurate documentation, and coordinate various tendering and contracts services while maximizing the utilization of available systems in line with Company’s standards, policies and procedures.

Job Specific Accountabilities (Part 1)

Contracts Administration Services:

• Handle all the Tendering activities, starting from the Expression of Interest till distribution of the Agreement, for the all works and services related Company contracts.
• Maintain scheduling of Tendering process, follow-up with Contracts Engineers and End Users on the status of contracts handled by the concerned Section and clarify related queries to maintain continuation of services.
• Update and maintain standard forms of communication, Tender Document, Tender Board Submissions. Coordinate, compile and prepare Tender Documents as per User requirements, and handle necessary formalities and preparations based on Company procedure related to Tender Invitation
• Coordinate and make necessary arrangements for third party site visit, including the Letter of Assistance, in coordination with the Bidders and end-user. Assist in solving system based problems faced by bidders during online bid submission.
• Arrange Technical Bid Opening Session and forward the Technical Bids for review.
• Arrange Commercial bid opening and prepare price comparison of bids submitted by the bidders.
• Arrange for Agreement signature and carryout distribution formalities including, Agreement document preparation, forward the document for user’s review & initialling, send the Agreement to Contractor’s signature and follow-up, Management signature and final distribution of the Agreement document after both parties signature.
• Follow-up and communicate with Finance, Insurance and Contractors with regard to the bank guarantees and insurance documents submissions
• Liaise with users and bidders to upload the documents in the appropriate systems, and report any required IT technical related issues to IT.
• Run various computer-based reports to advice on the status of the pending activities with the Contractors and End Users related to the submission of offers, evaluations and clarifications.
• Maintain Tender status in the system in order to have proper and up-to-date reports for the Management

Job Specific Accountabilities (Part 2)

Job Specific Accountabilities (Part 3)

Generic Accountabilities

Supervision

• Plan, supervise and coordinate all activities in the assigned area to meet functional objectives.
• Train and develop the assigned staff on relevant skills to enable them to become proficient on the job and deliver the respective section objectives.

Budgets

• Provide input for preparation of the Department budgets and assist in the implementation of the approved Budget and work plans to deliver Section objectives
• Investigate and highlight any significant variances to support effective performance and cost control

Policies, Systems, Processes & Procedures

• Implement approved Section / Department policies, processes, systems, standards and procedures in order to support execution of the Section’s / Department work programs in line with Company and International standards.

Performance Management

• Contribute to the achievement of the approved Performance Objectives for the Section / Department in line with the Company Performance framework.

Innovation and Continuous Improvement

• Design and implement new tools and techniques to improve the quality and efficiency of operational processes.
• Identify improvements in internal processes against best practices in pursuit of greater efficiency in order to define intelligent solutions for issues confronting the function.

Health, Safety, Environment (HSE) and Sustainability

• Comply with relevant HSE policies, procedures & controls and applicable legislation and sustainability guidelines in line with international standards, best practices and ADNOC Code of Practices

Reports

• Provide inputs to prepare Section MIS and progress reports for Company Management.

Generic Accountabilities (continue)

Internal Communications & Working Relationships

Contact with line Manager/ peers and other employees within the company/Group as required

External Communications & Working Relationships

Contact with external parties including consultants, third party service providers, and government agencies as required

Minimum Qualification

Bachelor’s degree in Administration.

Minimum Experience, Knowledge & Skills

• 8 or more years of experience in tendering and contract management within a large industrial organization, preferably in the Oil and Gas industry
• Good knowledge about tendering process, technical bids, commercial bids, etc.
• Demonstrated ability to manage Contractual/Commercial activities
• Effective interpersonal skills to interface with contractors and business clients
• Knowledge about UAE laws and regulations

Revenues/ Budget: As per approved financial budget

Direct Reports: As per organization chart

Indirect Reports: As per organization chart

Professional Certifications

As applicable

Work Condition, Physical effort & Work Environment

Additional Details

Job Family / Sub Job Family: Commercial / Contracts