Contracts Manager Company Name Pegasys at Pegasys

The purpose of this role is to provide dedicated contract management support to our client in George. The successful candidate will play a significant role monitoring and executing multiple functions like contract compliance, management, drafting of memorandums and correspondence, progress tracking, and reporting.

• 20 months contract position (fixed term contract until end June 2021 with possible renewal dependent on the client)
• Location – George

ROLE AND RESPONSIBILITIES

Contract Management and Compliance

• Pro-active review of contractual requirements to identify renewal dates, termination dates and other important dates/events well in advance.
• Ensuring the correct documentation is sourced periodically (weekly, monthly or annually) from service providers and stakeholders in terms of the requirements and responsibilities set out in key contracts.
• Review of contracts to ensure correct interpretation and implementation of contractual and regulatory conditions.
• Monitoring performance and identifying non-compliance with contractual requirements.
• Evaluate contract performance against contract measures to calculate service provider payments and to determine performance bonuses / penalties by using compliance (monitoring).
• Referral of contractual disputes/disagreements to the relevant people for input/resolution (e.g. specialist legal support, senior management, etc.)
• Drafting of letters to service providers and stakeholders with legal support and input from the GIPTN Management Unit.
• Preparation of engagements with service provider and stakeholders on relevant issues.

Document Management

• Maintain and update a central database of all contracts, amendments, addendums to the requisite contracts.
• Ensure all relevant project governance documentation is correctly managed and filed accordingly.
• Set-up and conduct monthly reviews of the project office electronic and hard copy filing. Maintain a list of outstanding or incomplete documentation. Address corrections required with responsible parties.
• Ensure all relevant project governance documentation and correspondence with contracted service providers is correctly managed accordingly.
• Maintain version control of standard operating procedures and ensure the project office is well-informed on location of all standard operating procedures (electronic and hard copy).

Project Progress Tracking

• Run weekly/bi-weekly/monthly meetings, with staff members to ensure uniformity across the unit. Ensure that monthly meetings should be utilised to track and report on project progress.
• Track project milestones and report on risks identified.
• Setting up, facilitating weekly or monthly status meetings with contracted service providers.

Additional Administrative Duties:

• Assessment of invoices from stakeholders to ensure that the contracted services were delivered, and the stipulated service standards were adhered to.
• Participate in project team meetings where necessary and ensure that all relevant decisions and discussions are documented.
• Assist the team with the preparation of presentations, reports, correspondence and any research of relevant documentation.
• Regular communication with service providers and stakeholders to ensure institutional alignment as well as that there are no outstanding contractual issues.

QUALIFICATIONS AND EXPERIENCE

• Bachelor’s degree in Law or any other relevant field
• Minimum 3 years’ experience post articles experience in commercial/corporate law or seven years’ experience in a similar contract and performance management role or as project management
• A clear basic understanding of the requirements and implications of projects
• Fluency in English and Afrikaans
• A relevant postgraduate qualification will be an added advantage

KEY SKILLS AND ATTRIBUTES

This role calls for several specific skills and characteristics in the candidate, including:

• Proficiency in Advanced Excel and MS Office
• Ability to excel in a fast-paced, dynamic, unpredictable work environment
• Strong work ethic and high standards for achievement
• Results-oriented mindset
• Ability to multi-task, prioritize and take initiative
• Must be process and document driven
• Strong inter-personal skills and a pleasant yet firm demeanour
• Must be a team player and find comfort working in a collaborative environment
• Effective communication skills, written and verbal
• Attention to detail
• Ability to exercise appropriate judgement and discretion, especially when dealing with confidential information
• Openness to working demanding hours from time to time

SALARY

• Commensurate with experience and qualifications

PREFERRED CANDIDATE PROFILE

• HDI preferred but not a constraining requirement