Contract Manager
Contract Type: 12 months
Job Purpose
Why the position exists
The role will manage the delivery of contract management services from early project and tender phases until contract close out.
Advise the Project Manager or Project Director on effective contract planning, management, and performance control.
Ensure contract governance and compliance with legal and internal company policies.
Handle day-to-day contract administration activities.
Safeguard the project's contractual integrity and overall success.
Manage Contract Administrator(s) assigned to the project, including performance review with the Head of Contract Management.
Support the Tender Manager during the tendering process, including reviewing terms and conditions and providing qualification in accordance with internal contractual guidelines. Support the Head of Contract Management on review of technical and commercial qualifications to be in line with internal strategies.
Attend and provide input to risk review sessions during tender and project phases, including identifying contractual risks and the corresponding mitigation measures.
Attend and participate in various management meetings related to the project, including internal project reviews.
Key Accountabilities
Contract Drafting, Review and Negotiation (Tender / Pre-Contract)
- Provide input on contracting strategies for major contracting activities.
- Support drafting, review, and negotiation of contracts to ensure terms, obligations, and deliverables protect the company from potential contractual risks, meet client expectations, and satisfy project requirements.
- Provide contracts input into the ITT process and participate in negotiations with clients and potential partners.
- Liaise with legal and other subject matter experts on the resolution of contractual exceptions and assist in the negotiation of commercial terms.
- Ensure flow-down of head contract obligations are identified and provided to the subcontract and procurement team.
Contract Execution and Compliance Monitoring
- Attend tender-to-project transition kick-off meetings and ensure complete contract documents are fully handed over to the project team, including any pending or potential commercial and contractual issues or risks.
- Coordinate in securing the required insurances and performance guarantees (if any) as per contract and track their expiries and extensions.
- Conduct effective contracts and commercial familiarisation sessions, conveying project contract obligations, expectations, terms, conditions, contract risks, and mitigations to the Project Management Team. Provide training and coaching sessions on specific subjects on project contracts if necessary or requested.
- Conduct briefing or refresher sessions for field engineers and offshore operations units prior to the mobilisation phase for offshore operations.
- Manage and supervise the day-to-day administrative requirements under the contract, in compliance with internal policy and procedures, which typically involves:
- Record management - Maintain contract documentation and databases, including setting up and operating a records management system to record correspondence, site instructions, claims, meeting minutes, performance reviews, and other records, including tracking contract deliverables such as security bonds, insurances, expiration, renewals, and amendments.
- Administer progress claims - Prepare and submit interim payment applications or certificates to the client for approval in accordance with the contract timeline, and track status of payment receipt from the client.
- Support project cash flow management through timely submission of interim payment applications, monitoring certification status by the client, issuing accurate invoices, and following up to ensure receipt of payment from the client.
- Administer variations and change orders - Review all management-of-change requests raised by the project team and determine the contractual implications prior to Project Manager review and approval. Prepare and submit variations and change order proposals, and follow up for approval. Prepare and maintain change order logs and change order status reports, and monitor that variations and change orders are executed expeditiously.
- Correspondence - Draft contractual correspondence ensuring clear communication to prevent risk of disputes.
- Monitor Contract Administrators' performance related to claims and variations or change orders to ensure these are accurately evaluated, documented, and submitted in a timely manner.
- Liaise with the Legal department, Supply Chain Management, and Project Management to prepare the main contract flow-down analysis, and assist in reviewing or negotiating deviations from main contract flow-down requested by vendors.
- Participate in internal and external audits and comply with contractual deliverables requirements.
- Advise and support the Project Manager in organising periodic commercial meetings with the client to review any pending commercial issues.
- Provide advice to the Project Manager on contractual issues and drive resolution upon consulting with the Head of Contract Management.
- Support and advise the Project Manager at the contract and project close-out phase to properly formalise project completion, including negotiating claims for settlement, warranty management, archiving of project documentation, and preparation of the Statement of Final Account.
Contract Management Planning and Strategy
- Oversee the contract implementation process, ensuring that all parties fulfil their contractual obligations.
- Track contract obligation deadlines, deliverables, and milestones to ensure timely performance.
- Conduct periodic evaluations to assess contract performance, identify trends and areas for improvement, and drive value optimisation.
- Monitor contractual risks and ensure proactive and effective implementation of mitigation plans.
- Regularly review and update the risk management plan to adapt to any changes in the contract's scope, terms, or external factors.
Stakeholder Management and Advisory
- Liaise and communicate effectively with various stakeholders within the project, providing advice on contract management to enable achievement of desired outcomes.
- Keep the Head of Contract Management informed of any potential significant issues relating to contracts managed.
Process Improvement and Governance
- Continually assess contract management procedures and processes and implement improvements as required to support business needs.
- Review relevant procedures to address the lessons learned from previously executed contracts.
People Development
- Proactively join internal and external trainings related to both the role and the business.
Key Performance Indicators
- QHSE
KPI 1: Ensure identified QHSE risks in ITT or contracts are monitored for mitigation.
KPI 2: Best Practice Lesson Learned engagement sessions - participate and provide input. Raise contractual lessons learned on the project.
- Financial
KPI 3: Change orders - revenue improvement in individual project or projects.
KPI 4: Revenue collection - timely issuance of billing and collection as per contractual terms.
- Operational
KPI 5: Contract Management - ensure compliance by project teams including Contract Managers and Contract Administrators.
KPI 6: Contract governance and legal compliance - ensure contractual markers are issued and recorded, and ensure compliance with applicable law and regulatory requirements.
KPI 7: Contract risk management - risks of loss and opportunity are managed effectively, and transfer of potential risks is optimised. Provide contracts input into the ITT process and implement contracting guidelines.
KPI 8: Claim and dispute management - efficiency and effectiveness in dispute resolution.
- Stakeholder Management
KPI 9: Client requirement compliance rate - notices, non-time bars, and timely issuance of deliverables such as letters, progress reports, variation order requests, and others as per contractual timelines.
- People Development
KPI 10: Capability development - manage own competency development, including attending internal and/or external trainings, and coaching and mentoring Contract Administrators.
Qualifications and Certifications
- Masters or Degree in Business Management, Quantity Surveying, Law, Engineering, Project Management, or equivalent from a recognised higher learning institution.
- Legal qualification will be advantageous in addition to any technical qualification.
- Professional qualifications or certifications such as RICS, CIArb, CIOB,