Contracts Specialist at Mintek

Job description

Contracts Management:

• Plan, articulate and formulate Mintek’s contract management strategy applicable to the management of its portfolio of strategic contracts.
• Develop and implement procedures for contract management and administration in compliance with company policy and best practice.
• Be an expert on all matters of good contract management and governance within Mintek
• Custodian of all Mintek contracts that involve the purchase of good and services
• Drafting and revision of contracts/SLAs that involve the purchase of goods and services 
• Identify commercial risk factors at the time of contracting / contract amendment and provide the required escape clauses, checking the financial risk in terms of the pricing and terms of price adjustments (i.e. frequency of adjustment and applicable escalation formulae).
• Negotiate prices, terms and conditions with suppliers and ensure that negotiations are properly contracted, documented and filed. 
• Implement commodity contracts and conduct annual pricing negotiations within the mandated escalation.
• Serve as the point of contact for customers on contractual matters.
• Compile and maintain an electronic contract register.
• Monitor contract expiry and establish new contracts before expiry.
• Prepare contract change notices, variation memos, addendums etc. 
• Maintain contractual records and documentation such as receipt and control of all contract correspondence, customer contact information sheets, contractual changes, status reports and other documents. 
• Ensure that signed contracts are communicated to all relevant parties to provide contract visibility and awareness.
• Monitor and evaluate contract performance. 
• Monitor and report on contract spend. 
• Ensure contract close-out, extension or renewal.
• Maintain an audit file for each contract which will include original contract, all correspondence, changes/deviations, amendments etc. 
• Prepare contract briefs and revisions summarizing contractual requirements and budgets.
• Conduct training on contract management to Supply Chain Management stakeholders and end-users as required.
• Prepare and disseminate information to appropriate employees regarding contract status.
• Engage business units on contract requirements 
• Oversee activities of the Vendor Administrator. 

Reporting:

Compile the following monthly and quarterly management reports: 

• Violations i.e. spend outside contracts, contract utilization, contracts which are about to expire i.e. 3 months & 6 months.
• Contracts Register 
• Contract Variations and Expansions
• Contract Performance Evaluations 
• Ad-hoc reports as requested by Head SCM and Executive Manager. 

Continuous Improvement:

• Participate in continuous professional development interventions to keep up with new technologies, contracting best practices and procedures 
• Proactively support and initiate transformational initiatives to build procurement organisational capabilities and improve procurement efficiency
• Assist in scoping project plans related to identified SCM interventions. 

Minimum requirements

QUALIFICATION AND EXPERIENCE:

• Minimum Education: Bcom/Btech/LLB or Equivalent
• Ideal Education: BCom/Btech/LLB
• Minimum Experience: 5 years in contract management/similar environment.