ADVERT POSITION: SPECIALIST: CONTRACTS MANAGEMENT JOB LEVEL: 6 DURATION 3 YEAR CONTRACT LOCATION: NATIONAL OFFICE PORTFOLIO: DSU

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1 ADVERT POSITION: SPECIALIST: CONTRACTS MANAGEMENT JOB LEVEL: 6 DURATION 3 YEAR CONTRACT LOCATION: NATIONAL OFFICE PORTFOLIO: DSU PURPOSE: To lead and facilitate effective organisation-wide contracts development, administration and monitoring to maximise operational and financial performance while minimizing risks. REPORTS TO: Senior Manager: Programme Management Practice 1

2 JOB DESCRIPTION KEY RESPONSIBILITY AREAS KEY RESPONSIBILITIES Contracts establishment Contracts administration Develop a Contracting Framework to provide guidance on the best Form of Contract to be used for each programme and/or project, considering the following aspects: o Contractual risk identification and management guidelines; o Contract performance management framework (Standards; specifications; key performance indicators; dispute resolution, etc); o Supplier s performance reviews and feedback mechanisms; o Relationship management processes. Formulate and implement systems, procedures, approaches and tools to support operationalization of the Contracting Framework; Monitor and review the Contracting Framework to respond to the risks within the operating environment; Manage and/or undertake the drafting of business contracts; Scrutinise and/or oversee the review of contracts developed by external parties and facilitate adjustments to meet organisational interests; Establish a clear records management process for all contract documentation to ensure that hard copy contracts and soft copy files are logged, stored, and are easily accessible when required;

3 Establish and maintain a central contracts register and ensure that it is updated regularly; Lead in the development and/or adoption of a suitable contract management software and drive its utilisation in the recording of all agreed contract information; Develop clear mechanisms for identifying key contract trigger points (e.g. notice periods, insurance renewal requirements, surety and guarantee renewals, etc); Develop and monitor a contracts audit plan to ensure that contracts remain fully compliant. Develop and regularly review - contract management guidelines, processes, practices, procedures; standard templates for business contracts and ensure their ready accessibility; Contracts management Drive the successful and consistent organisation-wide application of, and compliance with good contract management practice; Ensure organisation-wide compliance with Legal services and Contracts management quality assurance measures; Support programme management staff in interpreting specifications of governing contracts and other relevant issues such as SLAs and KPIs; Contracts performance monitoring Monitor the performance of various contracts and proactively identify potential contract problems and provide the necessary solutions; Document significant events relating to contracts during the contracts implementation phase;

4 Continuous improvement Technical advice and capacity building Facilitate strategic contract review meetings to determine future of contract at expiry (e.g.: contract extension, new tender process, etc.); Formulate, facilitate implementation of, and monitor improvement plans stemming from regular contract review meetings and noncompliance issues to ensure suppliers perform at expected levels/kpi s; Undertake regular research to improve the contracts management practice within the organisation in line with changing operating environment (built environment contracting; procurement regulations, etc); Spearhead business process improvement initiatives in relation to contracts management practices. Spearhead adoption and adaptation of best practices in relation to contracts management. Advice on potential remedies, as appropriate, where a contractor s performance is deficient; Provide technical support in the identification of contracts management competency gaps and support operations in addressing the identified gaps; Manage the process of conceptualising and designing an internal operations on-thejob capacity building programme (i.e. formal or informal; accredited or nonaccredited; examinable or non-examinable; direct interface or online; curriculum, duration etc); Coordinate the process of identifying and appointing subject matter facilitators, when

5 required; Manage the development and review of the subject matter material, its storage, distribution and accessibility as well as intellectual property issues; Support in the contract procurement planning stage and advise on issues such as the type of specifications, the number of contractors, the length of contracts and the role of sub-contractors; Provide guidance on contract transition planning (from procurement & contracting to contract management) to ensure that expectations, roles and responsibilities are clear in the transition to the contract management phase. Support the contract manager in negotiating changes (variations) in scope/product/service and associated terms such as contract duration and pricing/rates; General functions Engage with Procurement and or supplier to resolve supplier/end-user generated complaints regarding contract compliance; Review and advise on contractual claims in consultation with the contract manager and Legal; Advise management on the appropriate contract management skills and expertise required to manage particular contracts. Ensure achievement of functional goals and targets. Manage the alignment of the functional mandate with Sub-Unit goals (clearly define, interpret, communicate and manage).

6 Support operational planning process for contracts management. Provide support in the management of different stakeholders relating to contracts management. Develop and manage functional budget and institute effective control measures. Manage the application of requisite resources to achieve functional goals. Compile functional and support compilation of sub-unit performance reports in accordance with the organization s governance protocol. Manage functional and support sub-unit risk management, statutory compliance and other governance matters. APPOINTMENT REQUIREMENTS / LEARNING INDICATORS COMPETENCY TYPE APPOINTMENT REQUIREMENTS DESCRIPTION Formal Qualifications Minimum of a Bachelor s degree (NQF level 6) in Contracts Management or equivalent Job Related Work Experience Minimum of 8 years relevant work experience of which 2 years were at a senior level in the built environment. Job specific competencies and Knowledge Contracts management Risk Management Strategy development

7 COMPETENCY TYPE DESCRIPTION Programme Management Programme management design and implementation Process mapping Coaching and mentoring Budget Management and Cost Control Facilitation Conceptualization Planning Research Content development Job related skills Communication Problem Solving Interpersonal Decision making Co-ordination Attributes Proactive Initiative Team player

8 COMPETENCY TYPE DESCRIPTION Analytical Innovative Interested persons are invited to submit their application together with a detailed CV to before the close of business on 7 th April REGRETTABLY, ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED