Contract Specialist at Exxaro Resources

Job Advert Summary    

• PURPOSE:  To manage, coordinate and administer contracts with suppliers.  To assist the Manager, Group Contracts and Procurement with improving contract coverage and achieving commercial savings.
• MAJOR CHALLENGES:  Providing a contract management service to multiple Business Units, for multiple commodities.  Continuous pressure exists on continuously improving in terms of cost effectiveness, innovation and productivity.
•  Turnaround times of contract establishment and Statement of Work.  Maintaining and effectively executing high volumes of users demands and active contracts.

Minimum Requirements    
QUALIFICATIONS:

•  B Degree (Relevant) (Essential/Minimum)
•  Certificate First Line Management (Essential/Minimum)

EXPERIENCE:

• 3-5 years Relevant supply chain or related; procurement, contract management experience. Adept in working with MS Office, various databases and contract management systems. Understanding of Enterprise Resources Planning and/or Cloud based procurement solutions (e.g. SAP MM, Coupa).
• Importance: Essential/Minimum
• Involvement: Operational

REQUIREMENTS:

•  Psychometric Assessment (Essential/Minimum) (To be conducted by Exxaro)
•  Certificate of Fitness (Essential/Minimum) (To be conducted by Exxaro)
•  Competence: MS Office Relevant Package (Essential/Minimum)

Duties & Responsibilities    
The incumbent will inter alia be responsible for the following:
Best Practice and Knowledge Management

•  Identify and support the implementation of process and system enhancements to continuously improve contract management process
•  Study/research best practice processes and benchmark the Company processes at regular intervals
•  Assist in mitigating risk in terms of contractual exposure to the Company

Business Partner Enablement

•  Identify, evaluate and support business partners/end-users to develop disciplined sourcing execution capabilities
•  Provide process advice to business partners/end-users through in- transaction guidance and support
•  Working with various internal and external stakeholders to expand and enrich supply chain content

Compliance, Governance and Assurance

•  Ensure supplier stakeholders comply with relevant regulatory requirements
•  Consolidate reports and provide feedback to the Manager, Group Contracts and Procurement on appropriate contract management reporting and governance requirements
•  Collaborate and communicate with suppliers
•  Implement portfolio targets in alignment with legislation and charters (e.g. Mining Charter, Broad Based Black Economic Empowerment (BBBEE), etc.)
•  Provide guidance to stakeholders to ensure adherence to all policies, procedures, standards and guidelines
•  Ensure supplier stakeholders comply with relevant regulatory requirements
•  Consolidate reports and provide feedback to Contracts Manager on appropriate contract management reporting and governance requirements
•  Provide effective advice to the wider organisation on contract/agreement entitlements, obligations, and purchasing methods and quantities

Contract Management

•  Compile and manage contracts with service providers
•  In conjunction with internal stakeholders, ensure that all relevant category strategies and governance requirements are met
•  Negotiate, conclude and administer contracts throughout the contract lifecycle
•  Evaluate contractual terms and condition and provide recommendations
•  Responsible for the proactive management of contract lifecycle milestones for a portfolio of contracts
•  Evaluate contract stipulations and provide recommendations
•  Communicate and ensure adherence to contractual rights and obligations
•  Record and monitor contract compliance and renewal applications
•  Investigate the need for contract extensions and terminate contractual relationship upon completion if required
•  Obtain approval for relevant contracts and documentation in line with governance requirements and departmental budgetary stipulations
•  Responsible for safekeeping and retention of contractual documentation in accordance with Group standards and policies
•  Manage the end to end contract management process
•  Develop and implement contracting portfolio project plans
•  Develop, socialise and implement contracting strategies
•  Ensure all contracting plans incorporate and address Social and Labour Plans (SLP’s), Mining Charter and BBBEE preferential procurement objectives
•  Compile tender documentation, issue Request for Quote (RFQ), adjudicate tenders in collaboration with technical and commercial specialists
•  Ensure guidance and planning to contract modifications, price adjustments and contract close out
•  Communicate and ensure adherence to contractual rights and obligations
•  Contribute to supplier development including Local Economic Development
•  Develop and maintain key supplier agreements with a continuing focus on efficiency gains
•  Identify opportunities for cost savings through product substitution, market testing, or other means
•  Actively participate in organisation planning as it relates to procurement activities

Customer and Client Relationship Management

•  Maintain a database of supplier information and continuously ensure that integrity and quality of data are relevant and of required standard
•  Liaise with internal stakeholders and suppliers in the development of Service Level Agreements (SLA's) with suppliers
•  Support on-boarding of new suppliers and manage supplier relationships
•  Proactive engagement with suppliers and internal stakeholders related to contractual matters, i.e. disputes, claims, performance etc.
•  Work collaboratively, efficiently and effectively with both internal/external customers and/or stakeholders
•  Build sound relationships with Business Unit (BU) end-users, key suppliers and colleagues
•  Build and nurture effective and influential relationships with internal and external stakeholders, suppliers, and partners

Financial Management

•  Support and adhere to functional budget requirements and cost containment goals
•  Prepare contracting project plans and strategies
•  Manage allocated contract portfolio from a contract life cycle management and milestone perspective
•  Conduct annual demand planning
•  Act as a specialist expert in contract life cycle management process
•  Represent Group to negotiate and secure approval on various commercial contracts for our client's Group (strategic sourcing and BU contracts)

Functional Excellence

•  Adhere to functional policies, standards, guidelines, procedures, end to end processes, tools, templates etc.
•  Assist in standardising, simplifying and speeding-up functional processes, eliminating duplication and bureaucracy
•  Apply functional best practices, promote sharing of best practices and knowledge
•  Assist in the execution of functional excellence initiatives

Internal Business Processes

•  Provide weekly feedback on progress related to contract lifecycle management activities
•  Actively contribute to achieving Supply Chain Management (SCM) balanced score card targets
•  Comply and adhere to Group processes, procedures and standards in the execution of contract lifecycle management activities
•  Conduct monthly reporting on contracting process
•  Ensure procurement savings occur
•  Compile tender documentation as per project
•  Determine commercial and financial evaluation of tenders
•  Obtain tenders from specific marketplace through marketing process

Performance Management

•  Identify reporting needs and validate against framework
•  Finalise competency requirements
•  Confirm roles, responsibilities and expectations
•  Determine capability and performance gaps in order to identify training needs
•  Adhere to roles, responsibilities and expectations of the SCM process
•  Comply with people performance and individual development processes and initiatives

Safe and Healthy Work Environment

•  Maintain and ensure a healthy environment and safe operations Practices while ensuring compliance with all applicable Safety Health Environment and Community (SHEC) policies and procedures in line with set standards
•  Encourage a culture that focuses on safety in all operations

Behavioural Alignment
Demonstrates the following:

•  Creativity, collaboration, sociable and awareness to the ecosystem
•  Stewardship, accountability, ability to develop trust, safety conscious and ethical
•  Ability to respond quickly to business needs/agility, flexibility, continuous learning, innovation and proven ability to experiment on creative business solutions
•  Ability to be inclusive, eagerness for multiple skills, embraces multiple cultures, accepts different approaches and be human-centric/empathetic
•  Results oriented, quality driven, excellence, entrepreneurial abilities, efficient and effective

The appointment will be made in accordance with Exxaro’s Employment Equity policy.
If you have not been contacted within 28 days of the closing date of this advertisement, please accept that your application was unsuccessful.