Team Leader Contracts Maintenance Operations

<br> <p><strong>JOB PURPOSE</strong></p><p> </p><p>Supervise and control the tendering, implementation and administration of relevant Contracts, while working</p><p>with Users so as to ensure that services and assets are acquired with favourable terms and conditions, at</p><p>optimal cost, as per Users’ requirements and complying with relevant legal requirements, policies, and</p><p>standards.</p><p>Supervise the activities related to the preparation of routine and complex tender documents for evaluation and</p><p>execution of contract documents, together with post contract administration including Amendments, Variation</p><p>order, Claims and disputes for all tenders and contracts. </p><p> </p><p><strong>KEY ACCOUNTABILITIES</strong></p><p> </p><p>Contracts Planning & Assessment</p><p> Lead the development of accurate and clear ‘Statement of Requirements’ to determine technical</p><p>adequacy of work-scope and specifications; Review end users’ requirements, develop and recommend</p><p>optimum contracting strategy based on work-scope, and ensure the timely and accurate development</p><p>of the Annual Acquisition Plan. </p><p> Assess the effectiveness of existing Contractual Practices against departmental and corporate</p><p>objectives amongst which value for money rank high in priority. Recommend appropriate changes in</p><p>order to mitigate contractual risks and to safeguard the Company’s interests. Liaise with the user for pre-tendering activities; i.e. via probing market; and strategizing sourcing,</p><p>tendering, awarding etc.; and allocating contracts resources e.g. assigning a team leader to handle pre</p><p>CR activities.</p><p> Establishing a Service Level Agreement (SLA) with the user, if applicable, to ensure a full compliance</p><p>of all requirements of Contracts request for tender documents preparation to reduce time, efforts and</p><p>clarifications of tendering process and awarding a contract.</p><p>Contracting Process:</p><p> Advise, finalize probable bidders list and conducts pre-qualification exercise in conjunction with the User</p><p>to establish the pre-qualification elements and criteria for the proposed bidders list for subsequent</p><p>Tender Board / Shareholders approval</p><p> Supervise the development of tender evaluation procedures, seeking approvals for contracts strategy,</p><p>contract award and other approvals as required, providing advice to modify technical scope, reviewing</p><p>commercial, and contractual evaluation and checking the final contracts before approval to ensure they</p><p>are consistent with Company approved policy</p><p> Supervise the preparation of complete tender enquiry documentation and manage the tendering</p><p>process including:</p><p>o Leading technical clarification meeting with bidders and end users</p><p>o Receiving proposals from the bidders; reviewing the Technical offers and resolving the</p><p>contractual exceptions if any</p><p>o Receiving the final technical report and arranging to obtain the commercial offers. </p><p>o Receiving, opening and evaluating the commercial offer in line with tendering policies &</p><p>procedures.</p><p> Conduct negotiation of contracts, amendments and variations with an optimum mix of price, In-Country</p><p>Value (ICV) and quality bases while assessing the quotations submitted and concluding</p><p>commercial/financial negotiations at the appropriate management level.</p><p> Lead the development and finalization of award proposal to obtain Tender Board / Shareholders</p><p>approval for the award of contracts. Review and ensure issue of Letter of Award / interim agreement,</p><p>acceptance by Contractor and reviewing the Performance Bonds and insurance certificates.</p><p> Ensure that final contract documents are complete and accurate in all respects prior to timely execution</p><p>(signing off) and distribution to concerned parties.</p><p>Contracts Administration</p><p> Provide expert support to the end uses, in the "Interpretation" of contracts during the course of</p><p>administration or at contracts "close-out".</p><p> Monitor post contract activities for affecting Contract Amendments with respect to any amendment /</p><p>variation in coordination with User, Finance and Legal (examples extra / additional works, extension of</p><p>completion period etc.) and seeking Tender Board / Shareholders approval for the amendment of the</p><p>contract as required.  </p><p> Review ‘Variation Orders’ and ascertain with the end user the reasons for such variations and their</p><p>compatibility with the contracted rates. Lead negotiations with the contractor and seek Tender Board /</p><p>Shareholders approval for the additional scope of work.  Issue amendment to the contract with respect</p><p>to cost and time for the variation in scope of work.</p><p> Review, analyse, and settle claims and disputes from contractors taking into account the Legal and</p><p>contractual framework.  Organize meetings with facts an