JOB TITLE: Contracts Administrator
CLIENT: Global Energy Operator - TotalEnergies
LOCATION: Paris, France
ASSIGNMENT TYPE: Residential
START DATE: ASAP
CONTRACT LENGTH: 12 Month Annually Renewable Contract
PROJECT CONTEXT
The service holder shall help carrying out Contracts and Procurement activities:
- To provide continuous support to the project team and thereby increasing the efficiency of C&P
- To participate in the development of the C&P activities of the projects
- Ensure complete administration of the C&P activities
ACTIVITIES
The service holder will primarily be responsible for administration tasks of Contracts & Procurement (C&P) activities related to the Danish Jammerland Bugt and Lillebaelt south ("NorthBreeze") projects, he/she will be responsible for:
Contracts activities
- Ensure proper execution of the C&P process by supporting tendering processes, contributing to tender evaluation and selection recommendations;
- Review and edit contract documentation in order to ensure interfaces are clearly defined, all documents are consistent, and all aspects of contract documents are comprehensive and clear;
- Organize the receipt and recording of incoming contracts from other Calls for Tender (CFT);
- Other C&P administrative duties as assigned.
Processes / Procedures / Organization and Administration
- Guarantee the procurement process control and properly coordinate the day to day activities;
- Ensure compliance of the procurement process with all internal Company rules (including Total Code of conduct) and all applicable laws and regulations.
- Organize, update and assist the C&P Manager and project team in implementing referential procedures and the Company Rules relating to procurement activities;
- Analyze the procurement process and identify improvements opportunities;
- Administer contractual correspondence, change orders logs and filing; - Ensure consistency and compliance of C&P referential and its respect by users;
- Organize and structure documentation and archiving of the C&P entity;
- Prepare and participate in any (internal or external) audits when needed.
Analysis / Reporting / Due diligence
- Making analysis, adding revisions and contributing to the preparation of the call for tender lists, contract strategies and call for tender evaluation plan;
- Ensure definition and implementation of an integrated C&P reporting process;
- Ensure C&P weekly, monthly and annual reporting;
- Support PMO function in defining and maintaining up to date the Contract Register: follow financial commitments, previous period payments and next period payments;
- Perform and/or verify Due Diligence activities on suppliers (Market intelligence, compliance review, commercial benchmark, supplier risk review);
- Conduct both initial and periodic Due Diligence screenings with respect to suppliers;
- Keep record of due diligences performed in relation with Compliance officer.
Tools
- Use systematically the tools and systems available (E-sourcing, ERP, AGORA etc) for the C&P process;
- Ensure use of current ERP "MBC" (link with Finance department, Technical Entities...);
- Participate or ensure Vendor Master Creation and Purchase Orders in ERP "MBC";
- Ensure all tools are properly managed and administered;
- Participate in C&P trainings for end users.
In addition:
- Travel as needed between company and project offices, and to meet with suppliers
- Perform other tasks and take on additional duties as reasonably assigned by C&P Lead
- Provide C&P feedback to relative departments in the interest of continuous improvements.
- The Position holder is accountable for demonstrating an exemplary behaviour with regard to HSSE rules & requirements, with regards to the Company Ethics and "Code of Conduct" policy and for implementing and controlling these rules and requirements within the said area of responsibility.
QUALIFICATIONS & EXPERIENCE REQUIRED
- Qualification: Bachelor degree in Contracts & Procurement, Business, Accounting or other field with suitable (ideally 5+ years) experience in contracts administration.
- Previous experience in procurement process including: market competitive analysis, international tenders, standards, regulations and procedures
- Experience with procurement software: Ariba, ERP (MBC), Microsoft Office (Excel & Power point specifically)
- Requires team spirit with ability to work closely with various stakeholders including but not limited to diverse international teams, vendors & subcontractors, affiliates, HQ, etc.
- Personal and business organizational skills - Languages: English (fluent), French (Beneficial - Not mandatory)