Contract Specialist

About the Role

The Contract Specialist will manage the complete contract lifecycle within the Contracting Unit. Responsibilities span from drafting tender and RFP documentation through to contract execution, variations, renewals, and closures. This role follows Procurement and Contracts Policy and Procedure Manual standards, working closely with the Procurement Senior Specialist for approvals at every step.

Key Responsibilities

• Create and issue Tender and RFP documents using approved templates, incorporating scope, requirements, evaluation criteria, and contractual terms.
• Gather and verify technical specifications, scope, and evaluation criteria from requesting departments to support tender preparation.
• Draft contracts based on established templates and prepare preliminary contracts for management review.
• Review suppliers’ tender terms, highlight any unusual clauses or compliance issues for resolution.
• Collaborate with requesting departments, Legal, and Finance teams to consolidate inputs during contract preparation.
• Oversee full contract lifecycle including preparation, execution, monitoring, and close-out, maintaining records in the procurement system’s contract register.
• Maintain contract documentation, track amendments, extensions, and related documents precisely.
• Keep track of contract expiry dates and start renewal processes promptly, submitting renewal proposals for approval.
• Prepare documentation for contract variations and change orders, ensuring changes in scope, price, duration, or terms are documented and approved per policy.
• Issue contract purchase orders, confirm order accuracy, and handle amendments or extensions.
• Assist in resolving supplier disputes and claims, maintaining detailed records of correspondence and resolutions.
• Participate in supplier performance evaluations and document results for assigned contracts.
• Address routine contract interpretation queries, escalating complex issues to senior staff.
• Generate periodic reports on contract activities for management review.
• Ensure compliance with procurement policies, procedures, and delegation authorities.

Required Expertise and Skills

• Excellent written and spoken English with strong contract and tender documentation skills.
• Proficient use of Oracle ERP (or equivalent) and advanced Microsoft Excel for contract tracking and reporting.
• Familiarity with Microsoft Word and PowerPoint.
• Strong analytical skills with attention to detail and effective problem-solving abilities.
• Ability to assess contractual risks and business needs, translating them into contract documents.
• Excellent interpersonal skills to collaborate effectively with multiple departments.
• Strong sense of ownership and accountability managing contracts end-to-end and escalating issues when necessary.

Qualifications and Experience

A Bachelor's degree in Business, Finance, Law, Engineering, or equivalent demonstrated contracting experience is required. Candidates should possess 3 to 6 years of relevant experience in contract administration or procurement.

Additional Requirements

• Fluent in English.
• Experience with Oracle ERP and Microsoft Excel.
• CIPS accreditation or work towards it, or an equivalent contracting certification, is preferred.