Senior Associate - Contract Management

Job Purpose

Policies, Processes and Procedures

Procurement Activities

• Developing procurement strategies for the appointed commodities and contracts so it is aligned with organizational goals and objectives, including cost reduction, quality improvement, and supplier diversity initiatives.
• Identifying and evaluating potential suppliers, negotiating contracts, and managing relationships with key vendors to ensure the delivery of high-quality goods and services.
• Leading negotiations for major contracts, including terms, pricing, and service level agreements, while ensuring favourable terms for the organization.
• Assessing and mitigating risks associated with procurement activities, such as supply chain disruptions, quality issues, and regulatory compliance.
• Analysing procurement data to identify cost-saving opportunities, implementing cost reduction strategies, and optimizing procurement processes to maximize efficiency and savings.
• Ensuring compliance with relevant laws, regulations, and company policies throughout the procurement process, including contract drafting, execution, and management.
• Monitoring supplier performance against established metrics and key performance indicators (KPIs), and implementing corrective actions as needed to maintain service levels and quality standards.
• Driving continuous improvement initiatives within the procurement function, such as implementing best practices, streamlining processes, and leveraging technology to enhance efficiency and effectiveness.
• Collaborating with internal stakeholders across departments, including finance, legal, and operations, to ensure alignment of procurement activities with overall business objectives and priorities.
• Promoting supplier diversity and sustainability initiatives by engaging with diverse suppliers, supporting responsible sourcing practices, and promoting environmental and social responsibility within the supply chain.

Tendering

• Collaborating with internal stakeholders to define the requirements and specifications for the goods or services to be procured through the tendering process.
• Developing tender documents, including requests for proposals (RFPs), requests for quotations (RFQs), or invitations to tender (ITTs), outlining the scope of work, evaluation criteria, terms and conditions, and submission instructions.
• Identifying and prequalifying potential vendors or suppliers capable of meeting the organization's requirements and standards.
• Establishing evaluation criteria and processes for assessing vendor proposals, including price, quality, technical capabilities, and compliance with requirements.
• Engaging in negotiations with shortlisted vendors to clarify terms, address concerns, and optimize proposals before final selection.
• Selecting the preferred vendor based on the evaluation criteria and negotiating the final contract terms and conditions.
• Communicating the outcome of the tendering process to all participating vendors, providing feedback on their proposals, and maintaining transparency and fairness throughout the process.
• Ensuring that all tendering activities and decisions are properly documented and comply with applicable laws, regulations, and organizational policies.

Contract Development

• Working closely with legal experts to ensure that contracts comply with relevant laws, regulations, and organizational policies, while also protecting the organization's interests.
• Clearly defining the scope of work, deliverables, timelines, milestones, and performance metrics to be outlined in the contract.
• Drafting contractual terms and conditions that govern the rights, obligations, responsibilities, and liabilities of both parties, including pricing, payment terms, warranties, indemnification, dispute resolution mechanisms, and termination clauses.
• Identifying and addressing potential risks and contingencies associated with the contract, such as supply chain disruptions, quality issues, non-compliance with regulations, and changes in market conditions.
• Engaging in negotiations with suppliers or vendors to resolve differences, clarify terms, and achieve mutually beneficial agreements that balance the needs and interests of both parties.
• Documenting all aspects of the contract development process, including correspondence, revisions, amendments, and approvals, to maintain a comprehensive record of the agreement.
• Reviewing contract drafts with key stakeholders, including legal, finance, operations, and senior management, to ensure alignment with organizational objectives and requirements before final approval.
• Facilitating the execution of contracts by obtaining signatures from authorized representatives of both parties and ensuring that all necessary documentation is properly executed and archived.
• Monitoring contract compliance throughout the contract lifecycle, tracking performance against contractual obligations, and addressing any deviations or discrepancies that may arise.

Safety, Quality and Environment

• Complies with EHS policies, procedures and controls to ensure a healthy and safe work environment.
• Take an active role in the implementation of EGA and / or its subsidiaries quality, safety and environmental policies to ensure that materials and services purchased comply with these policies.

Minimum Qualifications

• Bachelor’s degree, preferably in Supply Chain / Material Management, or any related specialization.
• Diploma / Certification in Procurement and Contracts is preferred.

Minimum Experience

• Over 7 years relevant experience in contracts function in a similar industry.

Skills

• **Intermediate Negotiation Skills**
• : Expertise in negotiating complex and high-value contracts with a strategic mindset.
• **Communication Excellence**
• : Enhancing communication skills to convey nuanced information and requirements.
• **Analytical Proficiency**
• : Strengthening analytical thinking for in-depth contract analysis and decision-making.
• **Strategic Vendor Relationship Management**
• : Developing long-term, strategic partnerships with key suppliers for mutual benefit.
• **Expert Sourcing**
• : Demonstrate high level of proficiency in the procurement and acquisition of goods, services, or talents.
• **Expert Contract Management**
• : Expert in managing the entire contract lifecycle, from negotiation to renewal or termination.
• **Problem-Solving**
• : Addressing challenges and finding effective solutions during the procurement process.
• **In-depth Legal Knowledge**
• : Mastery of contract law and legal intricacies related to complex procurement agreements.
• **Advanced Technology Proficiency**
• : Mastering the use of advanced procurement software and tools.
• **Deepening Financial Understanding**
• : Expanding understanding of financial concepts relevant to advanced procurement processes