Senior Specialist, Contracts

Job Purpose

Tender Process And Contract Award

• Attend and provide input to a joint meeting between Contracts Department personnel and ADNOC
• Group End Users, to review End User’s draft planned Procurement requirements, guiding End User as
• to future aspects to consider and address when submitting Acquisition Requests.
• Formally submit a checklist of general and specific items that End User needs to address when
• submitting individual Acquisition Requests for Service or Work requirements, plus reconfirming whether
• an expression of interest or a prequalification exercise is to be initiated, so as to establish market
• interest in the future Tender.
• If applicable, prepare a memorandum for review, informing Category Management Team of potential
• Group Procurement / Category Management items identified within the draft planned Procurement

requirements received from End Users.

• Formally in writing, obtains a list of potential Bidders from ADNOC Supplier Management, together with
• checking that End User proposed Bidders are also registered with ADNOC Supplier Management and in
• a suitable work activity aligned with the scope of the future Bid.
• Prepare a write-up to the Contracts Manager (CM), desARibing and justifying that the work activity of the
• proposed Long List of potential Companies for an EOI / Prequalification Exercise is aligned to the scope
• of the future Bid.
• Prepare a standard correspondence template invitation letter (prepared within the SAP Ariba system)
• for an Expression of Interest (EOI) or Prequalification Exercise, with the invitation letter reviewed by
• CSH and issued by the Contracts Manager (CM).
• Review (as applicable) any EOI / Prequalification queries received from invited companies and as
• necessary, co-ordinate with End User to obtain a written answer to queries raised.
• Depending on
• answer(s) received, determine whether answer is to be provided only to the company raising queries, or
• to all companies invited as an update to earlier scope information.
• Receive, review and compile EOI / Prequalification response from invited companies, prepare a
• standard correspondence memorandum for forwarding received information and documents to End
• User for review or evaluation.
• Review End User response to EOI / Prequalification exercise, due diligence check that response aligns
• with information / documents received, with no anomalies – arithmetically check any prequalification
• evaluation scoring.
• Receive End User Acquisition Request (AR) through SAP Ariba (as allocated by CSH), reviews content
• of AR against previously established checklist of items informed to End User as to information /
• documents to be submitted with AR and determine whether:- 1) the AR is accepted as being complete
• for Tender purposes, or 2) AR is to be rejected due to being incomplete (formally confirm to CSH / CM to
• reject in SAP).
• If AR is rejected as incomplete, prepares write-up listing AR missing information and documents to be
• submitted by End User; CSH to review and issue when rejecting submitted AR.
• Receive End User updated Acquisition Request (AR) through SAP (as allocated by CSH) and as earlier,
• review content of updated AR against previously established checklist of items informed to End User, so
• as to confirm to CSH / CM that AR can be accepted as complete for Tender purposes.
• Prepare Contract Development Plan for the Tender and Award of Services / Works upon receipt of
• complete & acceptable AR, in co-ordination with CSH and in agreement with End User.
• Prepare Recommendation for Bidders List and Tender Strategy for approval by Management / Tender
• Board as per the Delegation of Authority.
• Determine in co-ordination with CSH the applicable Request for Tender (RFT) document to be selected
• from the General Procurement Initiative (GPI) suite of standard template RFTs and thereafter, using a
• Contracts Department checklist commence preparing and compiling the RFT from the AR documents
• for subsequent review by CSH and amendment as necessary.
• Upon receipt of approval of the Bidders List and Tender Strategy, prepares standard correspondence
• Bid invitation within SAP Ariba system, for review / endorsement by CSH, followed by review and issue
• by CM, with Bid document attached.
• Ensures Bidders formally confirm receipt of Bid document.
• Review and endorse standard memorandum (to be review and issued by CSH) for forwarding RFT
• document to End User for review and reference during the Bid Period.
• Following issue of the RFT and prior to the Bid submittal date, to co-ordinate, handle, arrange, prepare
• and formally in writing record for transparency and audit purposes the following activities:
• If applicable, receive Bidders’ request for a Letter of Assistance, review and endorse standard
• memorandum to Group Services & Special Tasks Function (Group S&A) requesting Letters, receive
• Letters from GROUP S&A and review and endorse standard letter informing Bidders to collect and
• process security passes for the forthcoming site visit.
• Follow Contracts Department checklist to co-ordinate and arrange with End User a Bid Clarification
• Meeting and Site Visit, together with inform Bidders of the arrangements and procedures to follow.
• Attends Bid Clarification Meeting and Site Visit.
• Receive Bidder queries through the SAP Ariba System, segregate as to who provides an answer (i.e.
• End User, Procurement, Legal, Finance, etc.) and obtain formal written answers to queries raised.
• Depending on answer(s) received, determine whether answer is to be provided only to company raising
• the query, or more likely, to be issued to all Bidders as a Bid Bulletin through SAP Ariba so as to update
• the RFT as required, including obtaining Bidder confirmation of receipt.
• Receive and open Technical and Unpriced Commercial Bids in SAP Ariba.
• Prepare standard correspondence informing End User the Technical Bids are available for evaluation
• and listing the Technical Bid response, plus detailing aspects the End User Technical Team are to
• address during the evaluation.
• Perform Unpriced Commercial Evaluation using Contracts Department Checklist to review each Bid,
• with the completed Checklist forwarded to CSH for review / comment / concurrence as to issues to be
• addressed and closed with Bidders, or items to be addressed internally to Legal or Finance, for
• guidance regarding Bidder exceptions or deviations to the RFT.
• Co-ordinate, handle, arrange, prepare and formally in writing record during the End User Technical
• Team Evaluation of Bids and prior to the Commercial Bid Evaluation, for transparency and audit
• purposes the following activities:
• Receive, co-ordinate and consolidate End User requested Bid clarifications / queries, prepare individual
• Bid Clarification standard correspondence to each Bidder, including receiving and processing Bidders’
• response to End User, or other Business Departments.
• If applicable, receive and co-ordinate End User request for a Bid Clarification Meeting or visit to Bidder’s
• Facility, including formally documenting Meeting / Site Visit arrangements, together with receiving and
• forwarding to End User any additional Bidder information submitted.
• All associated correspondence to
• Bidders or End User.
• Receive Technical Evaluation Report issued by End User Function Manager, review Report and carryout
• “Due diligence checks” as per Contracts Department Checklist, if corrections, shortfalls or anomalies
• are found, prepares standard correspondence memorandum to End User highlighting said matters, in
• order for End User to correct / revise the Technical Evaluation Report.
• Receive and open Commercial Bids in SAP Ariba.
• Performs Commercial Evaluation, plus incorporating In-Country Value (ICV) component using Contract
• Department Checklist guidelines and prepares Commercial Summary Sheet, together with determining
• the potential negotiation strategy and proposed sequence of negotiation meetings with Bidders, for
• CSH/CM review and concurrence / comment as to proposed negotiation meetings.
• Arrange Commercial Bid Meetings with Bidders, review standard correspondence letters formally
• confirming meeting time, date, location, procedures, etc.
• Attend and provide support to Contracts Department personnel during the Commercial Bid Meeting with
• individual Bidders and upon Bidder’s reply to the negotiations, review and update the Commercial
• Evaluation Summary Sheet for further review by CSH and CM.
• Prepare Recommendation for Award of Services / Works for approval by Management / Tender Board
• as per the Delegation of Authority.
• Prepare Letter of Award (LOA) as per standard correspondence template registers Contract in SAP to
• obtain Contract Number, upon receipt of Award approval, forward LOAs for ADNOC delegated
• signature and then arranges for Contractor’s collection and confirmation of receipt.
• Upon return of 1No. fully signed Letter of Award (LOA) from Contractor, review and check that LOA is
• correctly executed, review and endorse standard correspondence memorandum distributing LOA to
• End User; CSH to review and issue memorandum.
• Prepare Contract Document (in co-ordination with End User as necessary) through consolidating
• Tender Bulletins, Bidder’s Technical Bid submittal and Bidder’s replies to Tender Clarifications into the original RFT document, using Contracts Department Checklist guidelines, for review and checking by
• CSH.
• Review / endorse standard correspondence forwarding Final Contract Document to End User Function
• Manager for review / concurrence.
• Upon receipt of End User Department Manager’s concurrence (or comments) to the Contract
• Document, review comments and update Contract if comments are technically correct and / or
• contractually acceptable.
• Arrange for 2No. original Contracts to be printed, then page checks and initials
• each page of both Contracts.
• Reviews / endorses standard correspondence letter issuing Contracts to
• Contractor for signature; CSH to review and issue letter if award has previously been confirmed by a
• Letter of Award, otherwise letter issuing Contracts will need to be signed by ADNOC’s delegated
• signatory.
• Upon Contractor’s return of 2No. signed original Contract Documents, review documents against
• Contracts Department checklist to ensure Contracts have been correctly executed by Contractor.
• Arranges for internal circulation for ADNOC signature as per Delegation of Authority and thereafter:
• Review / endorse standard letter issuing 1No. fully signed Contract to Contractor; CSH to review and
• issue letter.
• Obtain contractor confirmation of receipt of Contract.
• Review / endorse standard regret letter informing unsuccessful Bidders of the close of the Bid process.
• Prepare and follow Contracts Department Checklist of items to be raised / addressed with End User’s
• Contracts Administrator prior to the Kick-off meeting with the appointed Contractor, together with those
• items to be raised / addressed to the appointed Contractor by the Contracts Administrator during the
• Kick-off Meeting.
• CSH & CM to be kept informed of Contracts Administrator’s arranged Kick-off meeting,
• should there be a need to attend.
• Receives End User Acquisition Request (as allocated by CSH) for commercial evaluation of an ADNOC
• generated Variation or a Contractor submitted Claim; obtain End User’s concurrence to Variation
• technical elements and that an approved budget is available.
• Obtain Management approval and
• formalize Variation with Contractor.
• Track progress of Contract duration, in order to initiate reminder to End User’s Contracts Administrator,
• regarding the time period and requirements for implementing optional years, requesting extensions of
• Contract, confirming the completion certificates are to be issued as per the Contract Completion date,
• with no Liquidated Damages applicable.

General Day-To-Day Work Tasks

• Update the status of Tenders / Contracts on weekly basis in SAP systems to generate and provide
• reports as required and provide input for Key Performance Indicators (KPI).
• Assist as required and provide input to End User regarding potential prequalification or technical
• evaluation Criteria, in order to achieve a balanced and meaningful evaluation of companies / bidders.
• Follow up with concerned End Users on the performance evaluation of Contractors and complete closeout
• of Contract files, together with ensuring the Supplier Management are fully informed of the
• performance evaluation.
• Ensure all workflow correspondence and associated documentation, starting from the request to End
• User for a draft Procurement Plan and onwards through until the issue of the Completion Certificate(s)
• and Contract close-out are correctly and fully filed within the SAP systems, in order to provide a central
• library of Tender and Contract correspondence, so as to provide continuity, transparency and ease of
• Audit, should there be a request to Audit the Tender / Contract at any time.
• Provide input and update to the annual Employee Performance Assessment System, including
• necessary review with CSH or CM.
• Review, provide input / recommend enhancements and changes to the Procurement Policies and
• Procedures of the ADNOC Group Procurement Function, as and when directed by the Management.
• Liaise with Supplier Management in respect of surveys for qualifying new contractors / service
• providers, including participation in shop surveys as and when required.
• Prepare and update standard correspondence, checklists, tender documents and standard forms as
• necessary to keep them relevant and valid, including co-ordination with Legal, Audit & Assurance
• Departments and Finance Directorate, as necessary.
• Supervise the Contracts Engineers in developing contracts, consultancy, change orders and claims.
• Receive and verify claims and requests for variations, applies judgement and advise, propose
• negotiation strategies, meetings and attends such meetings to settle claims.
• Prepare recommendations for management approval and finalize the issue as appropriate.
• Perform other similar or related duties, as assigned, including preparing necessary documents / reports
• and analyses information as directed from time to time.

Supervision

• Plan, supervise and coordinate all activities in the assigned area to meet functional objectives.
• Train and develop the assigned staff on relevant skills to enable them to become proficient on the job
• and deliver the respective business objectives.

Budgets

• Provide input for preparation of the Function / Division / Department / Section budgets, assist in the
• implementation of the approved Budget, and work plans to deliver business objectives.
• Investigate and highlight any significant variances to support effective performance and cost control.

Policies, Systems, Processes & Procedures

• Implement approved Function/ Division/ Department/ Section policies, processes, systems, standards
• and procedures in order to support execution of the work programs in line with Company and
• International standards.

Performance Management

• Contribute to the achievement of the approved Performance Objectives for the Function/ Division /
• Department/ Section in line with the Company Performance framework.

Innovation And Continuous Improvement

• Design and implement new tools and techniques to improve the quality and efficiency of operational
• processes.
• Identify improvements in internal processes against best practices in pursuit of greater efficiency in line
• with best industry standards in order to define intelligent solutions for issues confronting the function.

Health, Safety, Environment (HSE) and Sustainability

• Comply with relevant HSE policies, procedures, controls, applicable legislation, and sustainability
• guidelines in line with international standards, best practices and ADNOC Code of Practices.

Reports

• Provide inputs to prepare MIS and progress reports for Company Management.

Supervision

• Plan, supervise and coordinate all activities in the assigned area to meet functional objectives.
• Train and develop the assigned staff on relevant skills to enable them to become proficient on the job
• and deliver the respective business objectives.

Budgets

• Provide input for preparation of the Function / Division / Department / Section budgets, assist in the
• implementation of the approved Budget, and work plans to deliver business objectives.
• Investigate and highlight any significant variances to support effective performance and cost control.

Policies, Systems, Processes & Procedures

• Implement approved Function/ Division/ Department/ Section policies, processes, systems, standards
• and procedures in order to support execution of the work programs in line with Company and
• International standards.

Performance Management

• Contribute to the achievement of the approved Performance Objectives for the Function/ Division /
• Department/ Section in line with the Company Performance framework.

Innovation And Continuous Improvement

• Design and implement new tools and techniques to improve the quality and efficiency of operational
• processes.
• Identify improvements in internal processes against best practices in pursuit of greater efficiency in line
• with best industry standards in order to define intelligent solutions for issues confronting the function.

Health, Safety, Environment (HSE) and Sustainability

• Comply with relevant HSE policies, procedures, controls, applicable legislation, and sustainability
• guidelines in line with international standards, best practices and ADNOC Code of Practices.

Reports

• Provide inputs to prepare MIS and progress reports for Company Management.

Internal

• Regular contacts up to Section Head /Department Manager/ Function VP levels with respective ADNOC
• Directorates, who are initiating or administering contracts, so as to obtain clarifications and bid technical
• evaluations, give advice, etc.
• Occasional contacts with personnel of Finance Directorate, Audit &
• Assurance Department and Legal Department on matters related to commercial and contractual terms
• and conditions, claims, etc

External

• Frequent contacts with Contractors, Consultants, and Service Providers at senior management / top
• management level on matters of technical, commercial or contractual importance and regular contact
• with other ADNOC Group Companies equivalent personnel for discussion on corporate areas of cooperation
• or exchange of information / views.

Minimum Qualification

• Bachelor’s Degree in Engineering discipline (preferably Civil, Mechanical or Electrical Engineering or
• Quantity Surveying) or Business Administration, or other equivalent professional qualifications

Minimum Experience & Knowledge & Skills

• 10 years of professional experience in contract development, preferably in an oil / gas or petrochemical
• environment.
• Sound knowledge of commercial practices, legal aspects and negotiation skills.
• Computer literate and able to use or quickly adapt to specialized software utilized by ADNOC.
• Fluent in English. Fluency in Arabic is an advantage.
• Knowledge of contract law and commercial practice.
• Drafting terms and conditions of contract.
• Knowledge of key areas, such as indemnities, insurances, guarantees, warranties, liquidated damages,
• etc.
• Excellent communication skills, both verbally and written.
• Ability to lead issues and proactively obtain resolution to problems.
• Ability to work on own initiative, without close supervision.
• Good negotiation skills.
• Able to handle multiple contract interactions (multi-tasking), manage a high workload, work in a
• demanding environment and demonstrate commitment.
• End User focused, responsive with positive outlook.
• Decisive and confident.
• Experience of working in a commercial / projects / business role and interfacing and liaising directly with
• Contractors, Consultants, etc.
• Extensive experience and expertise in tender development, preparation and evaluation.
• Thorough knowledge and understanding of Oil and Gas Industry’s Operations.
• Demonstrated experience in Contract Management.
• Good organizational and project management skills.
• High level problem solving skills to resolve complex and sensitive issues.
• Proficiency in the use of a range of office software.
• Interfacing with the Legal, Finance and Insurance Team.
• Safety Awareness
• Take responsibility for supporting and developing the Health and Safety programme for the Department.
• Set an example for all employees and demonstrating commitment to the Company’s Health and Safety
• Policies and Safety Promotions.
• Inform and train employees in the Department so they can participate in the development and
• maintenance of safe and healthy working conditions and systems, plus at all times to encourage
• workers to work safely and without risk to health.
• Identify, control and report hazards or incidents.

Professional Certifications

• Professional qualifications, such as CIPS, etc.
• Additional qualification in Business Administration / Legal will be preferred).