Senior Contracts Specialist (Pre/Post)

Job Summary

The Senior Contracts Specialist (Pre/Post) has the full responsibility for the support in the development of:

- Contracts management & procurement process review

- Supplier performance policies, procedures, methodologies, data capture and reporting methods, dashboards and input into Key Performance Indicators

- Operating practices and performance standards for contracts and supplier/contracts agreements

- Business continuity and Risk management policies, procedures and application to the contracts

Key Responsibilities

1. Leadership

• Contribute and engage within Asset Management Contracts Team to ensure delivery of best value and efficiency for the client from its contracts, inventory, supply chain management, HS&E procedures and legal obligations in line with the Asset Management department objectives, best practice, quality and governance assurance principles

• Work collaboratively with wider Contract and Procurement team members and champion the ethos of best practice value to develop clear SLA’s and KPI’s for each contract and service type

• Facilitate Contract variation and TPS management, in coordination with Contracts Leads/Manager, Asset Management team and Procurement department

• Manage self and team to comply with all Facilities Management, Company and relevant client policies and procedures as applicable for each site and contract

• Manage operational and financial performance relationships with internal departments to maintain and continually improve clear, decision-useful and objective reporting backed by clear templates for data collection and necessary documentation procedures

• Propose best use of resources and develop processes supporting clear asset life-cycle and CAPEX vs OPEX reporting

• Any other tasks as requested by the Contracts Leads/Manager.

1. Contracting

• Develop contract and compliance policies, procedures and processes in alignment with the applicable regulations and standards as well as internal and Group processes

• Periodically review the processes and procedures to maintain continuous improvement and efficiency aligned with the business models

• Develop, scrutinize, update, review and execute contracts as well as periodically assess contractor performance review in alignment with the contract KPIs and objectives

• In conjunction with other team members and client stakeholders ensure technical scoping and technical evaluation activities are detailed, clear and support decisions (e.g. commercial evaluation) and outcomes to deliver against procurement, contract plans and validate client’s objectives

• Provide the client interface for obtaining the necessary objectives and approvals, including the client submissions to obtain such necessary approvals

• Monitor and analyze the time taken for the signing, scope amendment, distribution and administration steps of contracts at each stage, and their timely renewal/replacement; escalate areas and delays of concern whilst providing recommendations for process improvement to reduce procurement delays

• Assist in contracts negotiation and influence the development of contract SLA’s and KPI’s

• Examine the clarification of contract requirements, and act as the intermediary between the Client and Procurement department to resolve contract discrepancies, promote dispute resolution and ensure they are in accordance with the applicable Client/AFM policies and regulations

• Review document records of all supplier and contracts covering supplier’s performance and contract documentation in line with the internal policies

• Supervise and influence the contract management services as defined in Company’s contract scope of services and as detailed in the Service Provider Contract Management Manual, including contract administration, support, change orders, extensions, etc.

• Oversee and challenge the development of the supplier onboarding and blacklisting plan, the onboarding and off-boarding process, and required follow-ups

• Assist in the development of an approved vendor panel, from process and evaluation inception through to panel engagement and management

• Develop warranty and DLP tracking plan for goods and services, provide data to FM team

1. Supplier Performance Management

• Manage Supplier Performance Management process to drive performance and maintain pipeline of value delivery

• Create policies and procedures to govern supplier performance system (tender process, recommendation and award) and achieve government as well as internal compliance

• Raise awareness of the under-performing suppliers backed by transparent communication and evidence-based analysis

• Challenge metrics, monitoring and reports using supplier scorecards for key suppliers

• Influence the development and continuous improvement of business and supplier KPIs and establish targets and processes to maintain delivery of performance

• Work with senior management and property group leads to define and create strategic supplier relationship program

• Review effective subcontractor performance with program objectives and requirements

• Conduct timely assessments of supplier contracts and change orders to identify areas of potential non-compliance, adverse supplier performance and other issues that could have an adverse impact on the company in order to effectively communicate with DoMP and senior management while raising awareness of non-compliance

• Influence, track and subside supplier and contracts risk

• Challenge the negotiation with suppliers regarding capabilities and performance for procured products and returns due to quality inconsistencies

• Work cross functionally (quality, production, planning, finance) to deliver tasks of the role.

Qualifications

Education

• Bachelor degree Level – Engineering, Contract Management, Property Management , Facilities Management, Operations Management, Business Management

Experience

• >5 years’ experience in relevant management roles, with increasing levels of responsibility.

• Proven delivery of results at similar level, particularly around contract performance, contractor management, consolidation, cost/value management, process implementation, and review.

• MS Office including Presentations and MS Projects expert.

Knowledge & Skills

• Residential Properties contract management

• Commercial contracts assessment and negotiation/arbitration

• Contractor performance management and analysis

• Procurement process review and analysis

• Business management

• Performance management

• Policies and procedures development and implementation

• Primary client objectives fulfilment with value add

• Complex and critical environment operation

KPI Indicators

• Meet agreed contract management strategy objectives

• Review service performance management and reporting to design/amend (where necessary) KPI’s as per contractor agreements

• Scrutinise annual procurement/inventory management objectives and value improvement plans