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Contract Administrator - London Victoria
London, .Contract Administrator (procurement role, with contracts evaluation experience)
London Victoria
Procurement department
PAYE / INSIDE IR35 – please advise rate sought
Hybrid working – 3 days office, 2 days remote
Purpose:
The role holder is responsible for Contract Administration activities reporting into the Procurement function and supporting the Contract Holder/Contract Company Representative, in the effective administration of Contracts within the area of competence.
Main Accountabilities and Responsibilities:
Contract Administrator:
Main Interfaces:
INTERNAL:
EXTERNAL:
Qualifications & Experience:
Significant relevant experience in Contract Administration (at least 5 years)
Required Skills:
- Health Safety and Environment requirements in the contracts
- Technical Specifications and standards
London Victoria
Procurement department
PAYE / INSIDE IR35 – please advise rate sought
Hybrid working – 3 days office, 2 days remote
Purpose:
The role holder is responsible for Contract Administration activities reporting into the Procurement function and supporting the Contract Holder/Contract Company Representative, in the effective administration of Contracts within the area of competence.
Main Accountabilities and Responsibilities:
Contract Administrator:
- is responsible for the Contract Administration activities within their competence in accordance with applicable Regulatory Framework;
- provides support/assistance to Contract Holder / Compliance, Vendor Management, and Reporting Coordinator / Procurement Manager to address issues relevant to post-award contract management (such as procedural clarifications, disputes, contractual changes, etc.);
- attends handover meetings and receives relevant information from competent Company’s internal functions to carry out their tasks in a proper and efficient manner;
- attends the contractual kick-off meetings together with the Contract Holder and any involved internal functions as well as progress meetings;
- prepares minute of meetings within their competence;
- performs monitoring activities with respect to specific key performance indicators of assigned contracts, such as the progress of the spending against the relevant administrative contract value and expiry date of contracts;
- verifies that the awarded contractor has supplied all the documentation required and requested under the contract to ensure that all contractual obligations and requirements are fully met in accordance to Regulatory Framework;
- ensures that the competent Contract Holder/User Unit is notified of any irregularities identified during the execution of the contract within his/her area of competence;
- collects information on the awarded contractor's performance during the contract execution phase and gets Contract Holder relevant approval to enable the issue of appropriate feedback;
- reviews any requests for changes to the contract and assesses any disputes that might arise during contract execution phase by verifying their admissibility and applicability under the terms of the contract;
- captures and disseminates contract administration lessons learned within the Company;
- reviews the admissibility of any claims and the applicability of any liquidated damages or volume discounts provided for in the contract;
- Assists Head of Procurement / Contract Administration, Compliance, Vendor Management & Reporting Coordinator / Contract Holder with preparation / review of correspondence with contractors on post-award contractual / commercial matters within the area of competence;
- liaises and handles correspondence with Contractors, ensuring traceability and involving, if necessary, all relevant functions;
- files the contract management documentation.
Main Interfaces:
INTERNAL:
- Reports directly to Contract Administration, Compliance, Vendor Management and Reporting Coordinator
- Liaise with other roles involved in Contract Management activities (e.g. Contract Holder, User Unit, Receiving unit)
- Liaise regularly with other competent functions/departments within the organisation (e.g. Legal, Finance, HSE)
EXTERNAL:
- Liaise with Contractors
Qualifications & Experience:
Significant relevant experience in Contract Administration (at least 5 years)
Required Skills:
- Contractual requirements
Knowledge of:
- Regulations applicable to contracts and subcontracts
- Health Safety and Environment requirements in the contracts
- Technical Specifications and standards
- Systematic thinker and good organisational skills/time management.
- Strong Communication: Effective communication skills are crucial for liaising with various stakeholders and ensuring that all parties understand the contract terms.
- Analytical Thinking: The ability to analyse contract terms, identify potential risks, and ensure compliance with regulatory frameworks.
- Project Management: Skills in managing multiple contracts simultaneously, including tracking progress.
- Attention to Detail: Ensuring that all contractual obligations and requirements are fully met and documented accurately.
- Problem-Solving and effective negotiation: Addressing issues relevant to post-award contract management, such as procedural clarifications, disputes, and contractual changes.
- Organizational Skills: Managing internal processes, facilitating review and sign-off processes, and acting as a central point of contact.
- Legal Knowledge: Understanding relevant regulations and industry standards to ensure all agreements comply with legal requirements.
- Liaison Skills: Acting as a liaison between the company and external parties during contract negotiations and execution.
- Knowledge of the post award contract management process: application of post award procedures.
- Basic knowledge of pre-award activities: Procurement planning and management – Technical Bid Evaluations – Knowledge of various types of contracts and different Procurement Strategies.
- Fluent in English, both written and spoken. Italian preferred but not strictly required.
- Proficient computer skills (MS Office, SAP, etc.)
- To be proactive and self-starter and have the ability to work with minimum supervision.