Contract Administrator at Council for Scientific and Industrial Research (CSIR)

About the job:

The CSIR has a vacancy for a Contract Administrator in the Strategic Procurement Services portfolio.  The successful incumbent will provide administrative support in the management of CSIR supplier contracts and contract management systems, in compliance with procurement processes. This includes the effective and efficient monitoring of the Contract Management processes. This position is based in Pretoria.

Key responsibilities:

Contract administration

• Manage the entire adminsitrative process associated with contracts management, including maintaining accurate and current contract records, classification and filing of contracts in a central repository, for management purposes.
• Manage the contract register, including updates, controls and reviews.
• Maintain  contract management strategy and system for all supplier contracts administered by the Strategic Procurement Unit (SPU), including, records management and record keeping of all contract related matters.
• Monitor the validity period of contracts and notify contract owners in advance about contract expiry dates, ensuring no performance of service outside the contract period
• Assist with the implementation of contract management, as well as ensuring timely and accurate contract approval.
• Advising the Contract Owner of the procurement process that may need to be followed, the risks thereof, as well as the required approvals for contract variations and extensions.
• Ensuring, where possible savings opportunities for the organisation, within their framework of authority and recording same.
• Assist in coordinating SLA meetings with suppliers on key contracts to track and monitor performance against the agreed milestones.

Provide Legal Services with necessary contract documentation, including:

• Terms of Reference, including Supplier / Procurement Selection committee (where applicable);
• Bid Proposal/s;
• Letter/s of Appointment;
• General Conditions of Contract (GCC;
• Contract Form (where applicable)
• Assist in the preparation and filing of a close out report, at the end of a project.

General Contract Office management

• Ensure that there is scheduling of meetings and taking of minutes in SLA meetings with suppliers on key contracts.
• Coordinating adhoc training programs on Contract Management
• Assistance with relevant and reasonable ad hoc projects related to contract administration and management.

Governance, compliance and reporting

• Maintain a contract tracking and monitoring system.
• Maintain all contract audit trails.
• Submitting contracts to the appropriate authorities.
• Assist with development and/or review of contract management related policies and documents (e.g., contract management framework, contract templates etc).
• Ensure continuous compliance to Contract Management Policy and Framework.
• Maintaining regular interactions with Contract / Project Managers and note and follow up on any non-conformance and poor performance for escalation to SPU Management for further action on any key contracts.
• Assisting in the preparation of reports, including accurate and timeous reporting to all relevant stakeholders. This might include CSIR Board, Auditor General of South Africa, CSIR management, etc.
• Routing contracts for review or approval and institute mitigation strategies for quick delivery by stakeholders.
• Tracking, monitoring and recording any contract variation requests and ensuring  that relevant approvals are obtained in line with the Approval Framework.
• Maintain the contract risk register in line with the procurement risk management processes.
• Where the Service Provider is in breach of a contract, assist to escalate the matter to Legal Services.

Stakeholder engagement

• Maintain strategic, professional and ethical relationships with internal and external customers / suppliers

Qualifications, skills and experience:

• A Bachelor`s degree within Supply Chain environment or equivalent qualification (NQF Level 7)
• Three years’ experience in a contract administrative role
• e-procurement knowledge
• Computer literacy
• Commercial law
• High degree of numeracy and accuracy
• Excellent Communication and Negotiation Skills
• Ability to work under pressure and to meet demanding deadlines
• Ability to work within a team
• Administrative and clerical skills
• High degree of problem solving ability
• Strong customer service focus

Closing date: 17 July 2023