Contract Administrator Job in Kenya

Position: Contract Administrator

Industry: Manufacturing

Reports to: Contract & Procurement Manager

Location: Nairobi

Our client in the manufacturing
industry is seeking to recruit a Contract Administrator.

Successful candidates will be
responsible for supporting the Contract Holder in carrying out the day-to-day
administration and management of the executed Contracts; to verify Contractor
compliance with the terms and conditions of the contract.

Main Accountabilities and Responsibilities

• Assist relevant Contract Holders in the management of
  Contracts in compliance with applicable procedures and guidelines.


• Verify Contractor compliance with Contract Terms and
  Conditions, Scope of Work, Deliverables and Schedule, and report to CH any
  deviation or missing part.


• Constant monitoring of Contract Value vs Contract duration in
  order to request Amendment process in due time


• Provide general contractual/commercial advice to the Contract
  Holder and User Department members.


• Administer and maintain traceability and records of all
  correspondence, meetings, actions and decisions relating to the assigned
  contract(s).


• Provide necessary assistance in contractual negotiation and
  dispute resolution. Liaise with Procurement, Finance and/or Legal
  Department with reference to significant Contractual/Commercial issues.


• Liaise with Contract Holder to anticipate changes and
  together with Cost and Planning provide Management with advance notice of
  potential Trends.


• Participate and lead the kick-off meetings to review contract
  terms and conditions, the change order process and claims avoidance.
  Making sure all the contractual documents (insurances, bonds, guarantees,
  subcontractors list, org chart, etc.) are delivered by the Contractor in
  due time, as agreed during KoM and as per Contract provisions.


• Preparation and constant updates of the Contracts file, which
  contains all main contractual information of the assigned Contracts.


• Attend the Handover meeting with C&P and verify the
  completeness of Contract documents.


• Coordinate and maintain a register of contractual and
  commercial issues.


• Prepare correspondence, drafting official letters to the
  Contractors on routine contractual/commercial matters, for signature by
  the Contract Holder/Company Representative.


• Review correspondence from Contractors and monitor &
  expedite response times by Company.


• Attend and lead meetings with Contractors at which
  contractual/commercial matters may be discussed. Review the Contractor’s
  (or in the absence prepare own) minutes of all such meetings prior to
  verification by the Company.


• Ensure all required guarantees, insurance and tax
  certificates have been received from the Contractor and forwarded to
  Company Legal, Insurance and Tax departments for verification, as required
  and report to CH any deviation or missing part. Corrective actions to be
  undertaken in the case are expired.


• Review draft sub-contract enquiries, bid evaluations and
  draft sub-contracts, as prepared by Contractors, and obtain appropriate
  Company approvals/comments if required. Proper archiving and traceability
  of Subcontractor’s documents for Compliance checks.


• Following the Contract variations - maintaining the tracing
  file for Company Instructions, Variation Order Proposals and Variation
  Orders. Ensuring the rates proposed are in line with the market. The file
  needs to be complete in all parts, the file needs to be a comprehensive
  source of information.


• Ensure compliance with ERP procedures and processes regarding
  timely management of Call Offs and Service Entries.


• Facilitate and maintain positive interface and communication
  between all the functions involved in the Contract execution.


• When applicable, coordinate the settlement of the final
  account and processing of the Completion Certificate and preparation of
  the Close-out Report for the Contract Holder’s signature.


• Assist and support contract compliance review and audit
  activities and ensure implementation of audit report recommendations by
  the teams involved.


• Provide feedback on lessons learnt from Contract
  Administration activities to CA Focal Point and to the Contract Management
  Support unit in HQ.

HSE

The Contracts Administrator
should ensure that all contracts comply with the company's HSE policies and
procedures, and that suppliers and contractors adhere to these policies as
well.

They must also ensure that any
products or services procured do not pose any safety risks to employees or the
environment. This includes conducting HSE assessments of suppliers and
contractors and ensuring that they have appropriate safety measures in place.

Qualifications and Experience

• Education: Engineering bachelor’s degree preferred; Administration
  and Finance Bachelor/Master degree preferred


• Licenses or certifications (if applicable): CIPS as a plus,
  not mandatory


• Minimum of 5 years’ experience of which a minimum of 3 years
  as a Contract Administrator involved in the preparation, negotiation and
  administration of a broad range of complex technical contracts/purchases
  with the attendant knowledge and experience of commercial, insurance and
  legal issues is essential.

Technical knowledge and professional skills

• Ability to write, read, analyse, and interpret common
  scientific, technical, financial and legal documents. Ability to apply
  concepts such as fractions, percentages, ratios, and proportions to
  practical situations.


• Ability to respond to common inquiries or complaints, both verbally
  and in writing.


• Ability to write reports and information that conforms to
  prescribed style and format.


• Proficient personal computer skills including electronic
  mail, record keeping, routine database activity, word processing,
  spreadsheet, graphics etc.


• Ability to solve practical problems and deal with a variety
  of concrete variables in situations where only limited standardisation
  exists.


• Ability to interpret a variety of instructions provided in
  written, oral, diagram, or schedule form. Ability to handle multiple
  projects/Contracts simultaneously.


• Be proactive, a self-starter and ability to work with minimum
  supervision.


• Systematic thinker and good organisational skills/time
  management.

Apply at ats.flexi-personnel.com latest by 4th
May 2023 under Contract Administrator job posting.

NB: Flexi Personnel does not
charge candidates for job placement