Contracts Administrator

Reporting structure

Reports To    
Senior Contracting Officer

Direct Reports    
Nil

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 primarily involve in the preparation and documentation of entire contract process. 

Accountabilities

Contract Administration:
1.    Maintain an organized and accessible system for all contract-related documents.
2.    Serve as the primary point of contact for contract-related inquiries and communications.
3.    Facilitate effective communication between internal departments and suppliers/ subcontractors regarding contract matters.
4.    Provide efficient administrative support to the contracts team.
5.    Identify opportunities for improving contract management processes and systems.
6.    Maintain the Contracts Database and monitor the renewal of contracts and advise the Senior Contracting Officers/ Contracting Officers on the actions to be undertaken in a timely manner. 
7.    Provide assistance to the Senior Contracting Officers/ Contracting Officers in Contract preparation.
8.    Assist and coordinate with Senior Contracting Officers/ Contracting Officers to prepare documentation for Technical and Commercial Bid Opening.
9.    Compile reports, minutes and assist in the compilation of data for reporting.
10.    Assist and coordinate with the HSSE and QSA Departments for Contractor / Suppliers’ Audit Visits
11.    Maintain database for sub-contractor performance on all awarded contracts in co-ordination with the Projects Team
12.    Maintain database for Subcontractor Complaints 
13.    Ensure Electronic Archiving is completed in line with the documents available in Hard Copies.
14.    Co-ordinate with the finance department for any payment issue which may impact contract development and execution.

Tender Committee Administration:
15.    Schedule Tender Committee meetings for internal discussion and send notification to the committee members and end users for scheduled Tender Committee Meetings.
16.    Prepare Tender Committee minutes of meetings, capturing all discussions and decisions to be forwarded to the committee for review and approval.
17.    Assist the Senior Contracting Officer for the distribution/ sending tender documents, including invitations to tender, tender clarifications and all required in the tendering process.
18.    Serve as the point of contact between the Tender Committee and tenderers, assist in responding to queries and providing necessary information.
19.    Maintain comprehensive records of all tender activities, including documentation of decisions, communications, and evaluations.
20.    Maintain the confidentiality of sensitive information and ensure the secure handling of all tender documents.
21.    Assist in preparing regular reports on the status of ongoing/ running tenders and upcoming tenders to be presented to the management.
22.    Perform other duties as assigned.
23.    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

Key Result Areas

1.    Strong organizational and multitasking skills.
2.    Excellent written and verbal communication skills.
3.    High attention to detail and accuracy.
4.    Traceability and organized documentation of Contracts and other related
5.    Contracts Administration
6.    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.
7.    Time Management: Effectively manage time and prioritize tasks to meet deadlines.
8.    Problem Solving: Proactively identify problems and develop effective solutions.
9.    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 / OEM’s and Clients 

Purpose: Maintain positive working relationships and support business transactions.
 

Qualifications, Experience and Job Skills

Qualifications: 
Bachelor’s degree in Business Administration or equivalent/ related field preferred from an accredited institution.

Experience:
•    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.

Job Specific Competencies:

i.    Behavioral (Refer to Qatar Shipyard Technology Solutions Competency framework for competency definitions)
1.    Drive Vision
2.    Interactive Communication
3.    Customer Centricity
4.    Solution Oriented
5.    Empower & Nurture Talents
6.    Collaboration & Teamwork
7.    Achievement Oriented

ii.    Technical 
1.    Understanding of Procurement & Supply Chain Procedures.

iii.    Generic 
1.    Commitment to Health, Safety and Environment
2.    Customer Focus
3.    Global Mindset
4.    Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
5.    Analytical Thinking: Ability to analyze complex information and identify key issues.
6.    Computer Literacy (Microsoft Office/Excel/ERP)
7.    Interpersonal Skills
8.    Verbal and Written Communication Skills in English
9.    Time Management Skills
10.    Coordination Skills