Contracts Specialist

Job Purpose

The contract specialist is responsible for performing contract assignments in support of local or centralized procurement activity. Work involves developing and evaluating purchase orders and contracts in line with the contract process, and providing reporting and special project coordination.

Key Roles & Responsibilities

• Support the implementation of contractual strategies, policies and procedures, to enhance the quality, reliability and cost effectiveness of supplies/goods provided by suppliers/contractors.
• Ensure that all contracting services are fully compliant with the established contracting policies and procedures.
• Assist in designing and developing contracts’ standards, including the creation, maintenance, and approval of clauses, variables, deliverables, and contract templates.
• Assist in preparing and issuing tender invitation packages in close coordination with end-users, and act as a focal point for requests for clarifications and external communication with bidders.
• Assist in developing and reviewing agreements’ documentation in coordination with the Legal Department with regards to contractual matters, particularly those related to terms and conditions, contractual claims and counter claims, as appropriate.
• Coordinate the technical evaluation process, and participate in the commercial evaluation on the technically acceptable bids, and prepare award recommendations.
• Participate in negotiating contracts and agreements.
• Assist in analyzing business risks associated with specific contracts and contract provisions, and communicate risks to the management to facilitate the decision making process.
• Draft procurement contracts, agreements and formal correspondences
• Maintain various contractors and contracts records, covering contractors’ performance and contract documentation which include bank guarantees, performance bonds, insurance policies, etc.
• Maintain an updated database on active contracts, reports on status and expenditure, and advise end users on any required actions.
• Assist in managing the signing and distribution of contracts, and ensure their timely renewal/replacement.
• Advise end-users on the suitable contract and award strategy, and assist them with the post-contract administration activities.
• Periodically evaluate procurement contracts, agreements, and suppliers objectively, in terms of performance, commitment and adherence to the set terms and conditions, etc, and accordingly decide whether to renew contracts and agreements or search for new sources and suppliers.
• Develop reports and statistics regarding contract related aspects.
• Adhere to the University's information security and confidentiality policies and procedures, and report breaches or other security risks accordingly
• Coordinate with other departments to facilitate the accomplishment of tasks and responsibilities, as and when needed
• Demonstrate a strong commitment and practice to maintaining a safe and healthy work environment.
• Perform any other tasks assigned by the Line Manager

Qualifications & Experience:

Bachelor’s degree in Business Administration or any other related field.

A minimum of 5 years of relevant experience