Job Summary and Purpose
Under the supervision of the Head of Contracts and Senior Contracting Officers, the Contracts Administrator will be responsible for providing contracting support to the Contracts Team during the various stages of the tendering and procurement process lifecycle and will primarily be involved in the preparation and documentation of the entire contract process.
Accountabilities
Contract Administration
- Maintain an organized and accessible system for all contract-related documents.
- Serve as the primary point of contact for contract-related inquiries and communications.
- Facilitate effective communication between internal departments and suppliers/subcontractors regarding contract matters.
- Provide efficient administrative support to the contracts team.
- Identify opportunities for improving contract management processes and systems.
- Maintain the Contracts Database and monitor the renewal of contracts and advise the Senior Contracting Officers/Contracting Officers on the actions to be undertaken promptly.
- Assist the senior contracting officers/contracting officers in contract preparation.
- Assist and coordinate with senior contracting officers/contracting officers to prepare documentation for technical and commercial bid opening.
- Compile reports and minutes, and assist in the compilation of data for reporting.
- Assist and coordinate with the HSSE and QSA Departments for contractor/supplier audit visits.
- Maintain a database for sub-contractor performance on all awarded contracts in coordination with the Projects Team
- Maintain a database for subcontractor complaints.
- Ensure electronic archiving is completed in line with the documents available in hard copies.
- Coordinate with the finance department for any payment issues that may impact contract development and execution.
Tender Committee Administration
- Schedule Tender Committee meetings for internal discussion and send notifications to the committee members and end users for the scheduled Tender Committee meetings.
- Prepare Tender Committee minutes of meetings, capturing all discussions and decisions to be forwarded to the committee for review and approval.
- Assist the Senior Contracting Officer for the distribution/ sending tender documents, including invitations to tender, tender clarifications and all that is required in the tendering process.
- Serve as the point of contact between the Tender Committee and tenderers, assist in responding to queries and providing necessary information.
- Maintain comprehensive records of all tender activities, including documentation of decisions, communications, and evaluations.
- Maintain the confidentiality of sensitive information and ensure the secure handling of all tender documents.
- Assist in preparing regular reports on the status of ongoing/ running tenders and upcoming tenders to be presented to the management.
- Perform other duties as assigned.
- Employee should prioritize wellbeing of themselves and their colleagues while maintaining a safe and healthy work environment. Adhere to all health & safety protocols, participate in wellbeing & wellness programs, and promptly report any concerns regarding the wellbeing of oneself & others in order to foster a culture of best practice.
Competencies
- Achievement Oriented
- Collaboration & Teamwork
- Customer Centricity
- Drive Vision
- Empower & Nurture Talent
- Interactive Communication
- Solution-Oriented
Key Result Areas
- Strong organizational and multitasking skills.
- Excellent written and verbal communication skills.
- High attention to detail and accuracy.
- Traceability and organized documentation of Contracts and other related
- Contracts Administration
- Adhere to health, safety, security and environmental policies, procedures, instructions and controls for the safety of self & others to ensure Zero LTI & Recordable incidents by Qatar Shipyard Technology Solutions & Subcontractors.
- Time Management: Effectively manage time and prioritize tasks to meet deadlines.
- Problem Solving: Proactively identify problems and develop effective solutions.
- Team Collaboration: Work collaboratively with team members and across departments.
Interactions and Working Relations
Internal: Department/Section Heads, Operations/Project Team, P&SC Team
Purpose: Ensure accurate and compliant contract management, align on priorities and tasks, and assist any concerns.
External: Suppliers / Service Providers / OEMs and Clients
Purpose: Maintain positive working relationships and support business transactions.
Qualifications, Experience, and Job Skills
- A bachelor’s degree in business administration or an equivalent/related field from an accredited institution is preferred.
- A minimum of 3 years of experience in contract activities and/or supply chain operations in shipyards is a plus.
- Strong Coordination capabilities among suppliers/subcontractors and Internal Stakeholders
- Previous experience in working with SAP is an added advantage.
