Contracts & Admin Specialist – Basamh Trading Company
Manage and oversee all matters related to procurement contracts in terms of drafting, reviewing, and maintaining, in compliance with the local laws and regulations, group’s policies and procedures, and department’s policies. In addition to monitoring the administrative operations of the procurement department.
Key Job Responsibilities
Ramp up and review existing contracts from various Business Units, to ensure centralization of the contracting function.
Review new contracts received from suppliers, to ensure conformity with accepted specifications, laws, group’s standards and regulations.
Establish an archiving system to archive original contracts, to ensure proper documentation.
Develop contracts master file, to have direct access on contracts data.
Assist in setting up contracting policies and procedures.
Develop bidding forms for complex and high value purchases, to ensure clarity for suppliers during the bidding process.
Develop contracts templates and liaise with legal advisor (internal or external) during contracts review to obtain clear guidelines with regards to legal responsibilities.
Draft official letters to contractors and suppliers addressing different topics.
Assist in sourcing best in class contracting systems and approaches, to digitize the contracting process.
Follow up and advise on contract execution, in collaboration with relevant purchasing officer and end user (performance, delivery dates, contract amendments, violations, etc.), to support in the decision-making process.
Participate in contractual related disputes resolution, in order to advise and support with the decision-making process.
Administrative Tasks – Systems & Processes
Monitor and assess the fulfillment of agreed enhancements on the ERP system, to match procurement’s actual needs and processes.
Administrative Tasks – Reporting / Communication
Develop internal and external communication materials (i.e. SLA, awareness, surveys, etc.), to ensure standardization of the department’s documentation.
Monitor purchasing dashboard, reports, and performance metrics covering approved vendors List, purchasing cycle time, payment processing time, annual procurement plan, saving report, cost per transaction, etc., to ensure visibility of achievements vs. targets.
Act as document controller to consolidate all working templates and forms.
Maintain Department’s agenda: vacation plans, meetings calendar, engagement activities, etc.
Dispatch notifications within the department addressing closing dates, management decisions, meetings invitations, Minutes of Meetings, etc.