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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.
- 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
- Commensurate with experience and qualifications
PREFERRED CANDIDATE PROFILE
- HDI preferred but not a constraining requirement