Contract Administrator at Scruples Resources

Main Functions

• Ensure Contractors work in accordance with contract terms and conditions.
• Ensure timely placement of Purchase Orders that support contract services for production work in compliance with corporate controls and best practices.
• Track progress, and support Supervisors with coordinating Contractor’s compliance regarding company systems and controls. Oversee the administration and performance of service contracts.
• Ensure contract payments are executed accurately and anomalies are identified.
• Ensure payments are made to Contractors in accordance with requirements of Company agreements held with Contracts in a timely manner.
• Advise on contract risks and support the stewardship of gap closure and opportunities for improvement, assisting with prioritization where required.

Key Responsibilities

• Create Service Entries and amend Service Requests for Production Operations contract services providers that exist on Company’s SAP system.
• Liaise with Contractor Representatives on a daily basis to address issues that may arise from the placement and amendment of purchase orders and the payment of invoices for work executed against those purchase orders.
• Foster positive, constructive relations and dialogue between Contractor and Company representatives, as well as assist in facilitating resolution to issues or problem-solving.
• Ensure sound systems are in place by Field Supervisor:
  • Maintain critical contractual documentation, including SOA’s, Purchase Orders, Records of Meetings and decisions.
  • Monitor the expiration dates of contracts o Monitor and analyze the spend of contracts
  • Monitor the status of Invoice receipt and payment.
  • Ensure contract costs are allocated to correct cost centers or end users.
  • Accurate records of Agreement Numbers, Purchase order numbers and Contract Owners/Admin.
• Ensure effective contract administration through records management, advice and compliance with procurement, controls and business requirements.
• Provide Production Department support to Accounts Payable as required.
• Help direct Contractors to in-house and external resources that can assist in achieving compliance and safe work practices (e.g., training opportunities, Subject matter experts that can assist).
• Work with Contract Administrator to identify performance and efficiency improvement opportunities in contracts, including arranging performance reviews and meetings to identify opportunities.
• Perform assignments in a safe and diligent manner, timely inform the supervisor about any incidents, injuries, near misses and potential hazards at his/her working place or at others’ working places if witnessed
• Promptly flag with Supervisors any observed or potential controls gaps or non-compliances with Company policies.
• Report contractor compliance with all applicable Company standards.
• Ensure Company’s Procurement and Financial processes are adhered to.
• Report contractor performance and status

Qualification and Skills

• Interested candidates should possess a Bachelor's Degree 7 -10 years’ experience with Contract administration, with service-contractor environments preferred.
• Microsoft Excel and other analysis tools
• Experience of using SAP (or other) computerized maintenance management tools.
• Safety leadership qualifications or certifications.
• Experience within a large corporation or complex organizational setting.
• Experience working with developing businesses, and also Landowner Companies (LANCO’s).
• Experience in engaging with contractors, in a developing country environment.
• Experience and confidence working in field or industrial environments, including remote locations.
• Business and ethics compliance.
• Understanding of company expectations relating to controls, reporting and compliance
• Understanding and knowledge of the host country’s commercial environment, and the role of government and regulatory authorities.
• Ability to integrate security and community objectives into plans for Service Contracting.
• Good interpersonal and motivation skills, with ability to manage discipline and performance issues in the workplace.
• Strong understanding of International Production Enterprise System (IPES/SAP)
• Knowledge of safety management tools and systems
• Budgetary reporting and analysis skills
• Solid written communication and reporting skills.
• Highest standard of Safety, Health, Environment aptitude and cultivates the same in others
• Good observation and listening skills
• Demonstrates high level of initiative.
• Good interpersonal and motivation skills.
• Good communications and presentation skills
• Good organizational and administrative skills
• Good communication skills (oral & written) in English
• Ability to interact in a multI-cultural environment
• Good Planning, execution and organizational skills
• Excellent computing skills
• Ability to work independently