Contract Specialist X2 - Pretoria at Exxaro Resources

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).        (Essential/Minimum)   Operational

REQUIREMENTS: 

•    Psychometric Assessment (Essential/Minimum)
•    Certificate of Fitness (Essential/Minimum)
•    Competence: MS Office Relevant Package (Essential/Minimum)

Duties & Responsibilities    

• 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