Contract Manager at Phelan Energy Group Ltd (PEG)

Role

SolarCapital (Pty) Ltd a South African subsidiary of PEG is currently seeking an experienced Contract Administrator who will be responsible for contract planning and administration of solar PV projects in South Africa. The position is regarded as a skilled contract administration role, focussed on EPC & OM Subcontract administration. Primarily reporting to the Head of Management Services. The Contract Administrator will support Project Manager(s), Supply Chain Manager(s), Project Controller(s) and Construction Manager(s) as required.

Primary Responsibilities:

Contract planning

• Initial team & stakeholder engagement, supporting document criteria, communication, and presentations
• Establish and maintain the contract folder structure for draft contracts and schedules
• Track and compare changes and control contract and schedule revisions
• Style and formatting for clean execution versions for circulation, prepare contracts for signature

Contract execution & obligations

• Establish and maintain the contract management folder structure relating to executed contracts
• Day-to-day administration and monitoring of the EPC and OM contract to facilitate compliance with notices obligations and deliverables required from the Solar Capital project team
• Day-to-day administration and monitoring of major subcontractor & supplier contracts to facilitate subcontractor compliance with requirements therein
• Assist in the drafting of approvals, certificates, consents, determinations, notices, requests and compile supporting documentation thereto for the Contract/ Project Managers review and approval
• Organise signature by authorised signatory and/or Notary /Apostille requirements
• Print hardcopies, sort, scan and compile for Project Library
• Compilation, establishment and tracking of the EPC and OM Contract and associated project documents (IA, PPA, DCUOSA, SBA, EIA, EMP, etc.) Hold Points register (List of Deliverables), as well as other major subcontract & supplier Hold Points
• Maintain the communication channel procedures established between project key stakeholders (i.e. EPC, OM, PM, Client, Engineering, Construction)
• Establish, populate, track and update the contractual communication registers, as well as maintain the electronic and hardcopy file index system
• Compile and maintain templates for contractual letters, notifications and other deliverables in accordance with EPC and OM, associate project documents and Subcontract
•  Ensure contract deliverables are received by the Client and/ or relevant stakeholders timeously
• Ensure contract deliverables are obtained by Suppliers & Subcontractors timeously
• Assist the Head of management Services in fulfilling the requirements for the compilation of monthly reports, and other approved forms
• In conjunction with the Head of management services establish and co-ordinate workshops related to contract obligation process descriptions (i.e. Control of Project Communications, Payment, Insurance claim processes)
• Guide on contractual implications, approved forms, any actions arising during execution, and escalate to Head of management services depending on complexity
• Establish, administer and maintain the insurance claim process and compile templates as required

Qualifications, Experience and Personal Attributes

• Degree or Diploma in Built Environment/Engineering
• Contract management particularly FIDIC, NEC, JBCC suite of contracts
• 3 years’ experience in a similar role at comparable level
• Fluent in English
• Demonstrable ability to work in matrix organizations and to operate in a culturally diverse international environment
• An understanding of the requirements and implications of EPC and OM projects
• Conversant with contract management and standard/ proprietary contract forms
• Proficiency in MS Office (Outlook, MS Word, Power Point, Excel)
• Excellent verbal and written communication skills
• Ability to take initiative and organise effectively
• Able to prioritise own workload and work independently under pressure
• Team player
• Problem solving skills
• Detail-oriented
• Process driven

Desirable attributes

• Experience of working within a project, engineering or construction environment
• Exposure to the South African REIPPPP

Other

• Occasional travel to site may be required in line with business requirements
• In addition to the duties mentioned above, the job holder is required to carry out other duties that are in essence part of his area of activity, according to his/ her knowledge and abilities.