Contract Administrator

1 - Job Details

Job Title             Contracts Administrator

Reports To         Head of Contracts  

Department      Procurement & Supply Chain Manager 

Section              Contract           

Location             Ras Laffan 

2 - Job Summary and Purpose

Under the supervision of the Head of Contracts and Senior Contracting Officers, the Contracts Administrator will be responsible for providing contracting support to the Contracts Team during the various stages of the tendering and procurement process. Work will mainly involve the preparation and documentation of entire contract process.

3 - Accountabilities:

Contract Administration:

1.           Maintain an organized and accessible system for all contract-related documents.

2.           Serve as the primary point of contact for contract-related inquiries and communications.

3.           Facilitate effective communication between internal departments and suppliers/ subcontractors regarding contract matters.

4.           Provide efficient administrative support to the contracts team.

5.           Identify opportunities for improving contract management processes and systems.

6.           Maintain the Contracts Database and monitor the renewal of contracts and advise the Senior Contracting Officers/ Contracting Officers on the actions to be undertaken in a timely manner.

7.           Provide assistance to the Senior Contracting Officers/ Contracting Officers in Contract preparation.

8.           Assist and coordinated with Senior Contracting Officers/ Contracting Officers to prepare documentation for Technical and Commercial Bid Opening.

9.           Compile reports, minutes and assist in the compilation of data for reporting.

10.        Assist and coordinate with the HSSE and QSA Departments for Contractor / Suppliers’ Audit Visits

11.        Maintain database for sub-contractor performance on all awarded contracts in co-ordination with the Projects Team

12.        Maintain database for Subcontractor Complaints

13.        Ensure Electronic Archiving is completed in line with the documents available in Hard Copies.

14.        Co-ordinate with the finance department for any payment issue which may impact contract development and execution.

Tender Committee Administration:

15.        Schedule Tender Committee meetings for internal discussion and send notification to the committee members and end users for scheduled Tender Committee Meetings.

16.        Prepare Tender Committee minutes of meetings, capturing all discussions and decisions to be forwarded to the committee for review and approval.

17.        Assist the Senior Contracting Officer for the distribution/ sending tender documents, including invitations to tender, tender clarifications and all required in the tendering process.

18.        Serve as the point of contact between the Tender Committee and tenderers, assist in responding to queries and providing necessary information.

19.        Maintain comprehensive records of all tender activities, including documentation of decisions, communications, and evaluations.

20.        Maintain the confidentiality of sensitive information and ensure the secure handling of all tender documents.

21.        Assist in preparing regular reports on the status of ongoing/ running tenders and upcoming tenders to be presented to the management.

22.        Perform other duties as assigned.

4 - Key Result Areas

1.           Strong organizational and multitasking skills.

2.           Excellent written and verbal communication skills.

3.           High attention to detail and accuracy.

4.           Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

5.           Analytical Thinking: Ability to analyze complex information and identify key issues.

6.           Time Management: Effectively manage time and prioritize tasks to meet deadlines.

7.           Problem Solving: Proactively identify problems and develop effective solutions.

8.           Team Collaboration: Work collaboratively with team members and across departments.

5 – Interactions and Working Relationships

Internal: Department / Section Heads, Operations/ Project Team, P&SC Team

Purpose: Ensure accurate and compliant contract management, align on priorities and tasks, and assist any concerns.         

External: Suppliers / Service Providers / OEM’s and Clients

Purpose: Maintain positive working relationships and support business transactions.

6 – Qualifications, Experience and Skills

Qualifications: Bachelor’s degree in business administration or equivalent/ related field preferred.

Experience:

A minimum of 3 years of experience in contract activities and/or supply chain operations in shipyards is a plus.

Strong Coordination capabilities among Suppliers/ Subcontractors and Internal Stakeholders.