Contract Management Officer at Development Bank of Southern Africa (DBSA)

Job Description    

• The Contracts Management Officer provides end-to-end contract management processes from award through execution, variation, renewal, and close-out. The role continuously monitors contractual agreements to protect organisational interests and enhance supplier performance in line with governance, regulatory, and operational requirements.

Key Responsibilities    
Contract Management

• Coordinate contract signature processes and support document filing, version control, and audit readiness.
• Liaise with internal teams and service providers to obtain documentation and inputs needed for contract execution.
• Administer the end-to-end contract management processes from award through execution, variation, renewal, and close-out.
• Manage contract amendments, extensions, and variations in line with governance frameworks and delegations of authority.
• Monitor and audit existing contracts, oversee contract amendments, addenda, variations, and facilitate the full lifecycle of contract modifications include assistance provided with the generation of orders on the ERP System.
• Facilitate and enforce compliance with contractual terms, organisational policies, regulatory standards, and governance frameworks.
• Conduct contract audits and reviews to assess adherence to agreed internal controls and policies.
• Support internal and external audit processes relating to contract management and procurement governance.

Risk Management and Continuous Improvement

• Track contract expiry dates, renewals, and termination periods to support continuity and risk mitigation.
• Identify contract-related risks and implement mitigation strategies.
• Review and refine contract management processes, templates, and controls to improve efficiency and governance.
• Support the development and implementation of contract management frameworks, policies, and procedures.
• Drive continuous improvement initiatives to enhance contract performance, compliance, and value realisation.

Reporting and Document Management

• Maintain accurate and up-to-date contract files, registers and reports, and centralised documentation systems, tracking key milestones, deliverables, compliance requirements, and termination dates.
• Prepare contract status, compliance, and performance reports for executive management, audit committees, and governance structures.
• Analyse contract and service provider performance data to identify risks, trends, and improvement opportunities.
• Monitor adherence to governance, compliance, documentation, record-keeping, and approval requirements.
• Support internal and external audit processes, governance submissions, and management reviews through the preparation of accurate and comprehensive inputs.
• Contribute to the implementation and enhancement of digital tools, trackers, and reporting systems to improve process efficiency, data integrity, and reporting accuracy.

Vendor Management and Performance Support

• Provide support to the contract owner on monitoring contract performance against agreed deliverables, milestones, service levels, and timelines.
• Collate service provider performance data and evidence against service level agreements and key performance indicators.
• Support the scheduling and logistics of performance review sessions with internal teams and providers.
• Prepare draft performance reports, dashboards, and escalation documentation for review.
• Keep a record of reported service provider challenges and the tracking of performance issues, corrective actions, and follow-up activities.
• Management and maintenance of the vendor onboarding process and amendments, and ensure supplier data accuracy for SCM-related reporting.

Knowledge of Contracts

• Through a broad and deep understanding of contracting best practice, can define DBSA contracting policy.
• Develops contract award documents, ensuring DBSA's interests are protected.
• Drafts, monitors and ensures performance of special terms of contract. Ability to apply remedy to protect DBSA’s rights. Ability to enforce compliance.
• Monitors contractor compliance to identify, document and resolve potential or actual problems. Determine which contractual remedy, if any, applies and employ that remedy.
• Conducts post-award orientation, monitors contract performance and takes necessary action related to delays in contract performance.
• Analyses and negotiates modification and termination of contracts.
• Evaluates the impact of selected issues to determine the need for top management involvement.

Procurement Services

• Detailed understanding of relevant procurement processes and procedures.
• Thorough knowledge of local vendors for a specific area of procurement.
• Collects and analyses relevant market information.
• Develops terms of reference, prepares proposal request documents.
• Extensive knowledge of the offer soliciting process, tendering process, evaluation of bids, negotiation and award process.
• Generates appropriate documents and reports for effective decision making.

Business Acumen

• Aligns current actions with organisation goals.
• Develops work plans that prioritise work in alignment with business goals.
• Acts in accordance with established organisation objectives or goals.

Reporting

• Designs / customises reports to meet user needs.
• Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
• Keeps standard reports under review and proposes improvements to meet user needs.

Project Management

• Demonstrates a practical knowledge of project management principles and techniques.
• Plans, defines, and manages projects within a department or area.
• Identifies resources required and their appropriate role and skills.
• Assists in the management of projects where the objectives, milestones and time scales have been defined.

Minimum Qualification

• A Bachelor’s Degree (NQF 7) in Supply Chain Management, Law, Business Management or related field.

Minimum Experience

• A minimum of 5 years’ experience in contract management, procurement support in the public sector procurement processes or a similar environment.
• Demonstrated experience in administering and managing contracts across the full contract lifecycle, including contract execution, monitoring, variation management, renewals, and close-out.
• Proven experience in contract compliance monitoring, governance reporting, and audit support.
• Experience in supplier performance management, service level monitoring, and stakeholder engagement.
• Experience working on high-volume contract management environment.
• Demonstrated experience and proven proficiency in the use of ERP systems for vendor and contract management (e.g., SAP or equivalent systems).

Closing Date    
2026/03/20