Contracts & Transactional Support Mngr at Transnet

About the Job

Position Purpose:

• To drive an efficient management and operational support system that is focused on the effective development and implementation of national procurement contracts. This includes knowledge and analysis of materials to be placed on contract, ensuring tender documents issued are legally and technically compliant, issuing and evaluation of tenders, creating contracts for legal vetting and overseeing the process for loading of contracts on SAP, and management until expiry.

Position outputs:

• Create a long-term and medium-term plan for creation of national contracts and ensure that resources are sufficient and competent to support departmental requirements.
• Consolidate requests for creation of contracts, nationally in conjunction with the Specialist: Contract Management.
• Manage the contract development function and champion the standardisation of contract development at the Division according to Transnet policies and strategy.
• Work closely with Specialist: Contract Management to ensure that appropriate effort is put into developing contracts that fit in with line priorities.
• Track contract development at the Corridor, giving support to Regional Contract Managers as requested, in liaison with Specialist: Contract Management.
• Establish quality control measures for issuing of tenders and enforce such measures.
• Establish clear adjudication criteria for award of tenders, including additional specific requirements (e.g. PCI, performance guarantees, CIDB certificates, etc.).
• Review and amend contract and supporting documents within specified timelines.
• Ensure contract management processes are monitored and aligned to the contract terms and conditions.
• Develop and implement contracts in line with purchasing strategies/plans.
• Ensure that contracts specify the outcomes required, together with clear criteria relating to costs, quality assurance, service standards.
• Ensure that contracts specify arrangements for regular monitoring and that formal review meetings are held as per schedule.
• Contribute to the development, review, and approval of new or improved procurement policies and procedures from a contracts management perspective.
• Verify that invoices and payments are financially and procedurally correct, that is, in conformity with the contract and the regulations, including documentation, data and figures.
• Verify the forecasts of revenue and recovery orders
• Maintains a detailed contract register for contracts under management.
• Ensure that all contracts are loaded on SAP/3.
• Effectively manage contracts to expiry.
• Develop, roll out and manage a contract lifecycle management system.
• Work closely with all stakeholders — e.g. Tactical Procurement / Strategic Sourcing, Engineering, Finance — to expedite contract development and management processes
• Manage interactions with key suppliers to resolve disputes around operational issues.
• Develop a system to gather and communicate supplier performance information to critical stakeholders
• Conduct training and awareness sessions on applicable internal and external policies, regulations and laws that impact on Contract management and monitor and report on progress with achieving of targets.
• Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes and work cooperatively and jointly to provide quality seamless customer service.
• Advise clients and Tactical Procurement / Strategic Sourcing teams on courses of action related to claims and contractor non-performance.
• Maintain liaison with purchasing representatives of other SOEs to benchmark consistency in procedures
• Liaise with Legal Department in interpretation of contract clauses and contract legal dispute resolution.
• Chair and organise claims meeting.
• Conduct claims administration and ensure compliance to TPT Claims Procedures and relevant S.A. legislation.
• Create responses to non-routine correspondence and handles special assignments and problems such as responses to inquiries and bid protests
• Report on monthly basis all contracts’ activities and attend monthly contracts review meetings with national business.
• Complete and issue a Contract Review Record and ensures that relevant issues from the review are fed back into the procurement process.
• Undertakes compliance action where appropriate
• Supervises and participates in the preparation of written financial and administrative reports.
• Interprets contract provisions and clauses where disputes arise and reviews contracts for accuracy and changes prior to award and renewal.
• Analyse, identify and mitigate legal risks and implications on contracts
• Oversee contract management process and manage contract management process in respect of concluded agreements in Supply Chain Management.
• Commodity TCO and Lifecycle costs management of Supplier Dependency ratio and provide mitigation measures Support SD team in enforcing and tracing supplier's BBBEE Improvement plans and other economic development commitments through the contract period.
• Review contractor's annual escalation process and provide indices market intelligence Facilitate and Manage supplier legal disputes matters through legal department Provide inputs and implement contract management strategy approved by Senior Manager Contract Management.
• Develop and Manage supplier performance management dashboard.
• Identify risks & mitigation measures Review TDR before RFP/RFQ are issued in order to recommend correct Contract template to be used.

Qualifications & Experience:

• Bachelor's degree in supply chain management, Logistics & Operations, Commercial, Engineering, Legal or Financial
• OR
• National Diploma in Commerce or Finance including a minimum of Level 4 CIPS Diploma
• A post Graduate Degree in Supply Chain Management, Law, Business Management, Finance, Commercial, MCIPS will be
• an added advantage.
• At least 6-8 years’ experience in managing the tender and contracting process and in administering contracts within
• procurement environment with at least 3 years at managerial level.
• Requirement of Trust and Honesty in the handling of Finances as per the National Credit Act Amendment 19.
• Willing to undergo State Security Agency (SSA) Vetting
• Minimum Driver’s License (Code 08).
• Travel as Required and Approved.

Knowledge:

• Experience in application Transnet’s Procurement Procedure Manual.
• Experience in a Procurement environment and knowledge of procurement legislation, and its application (Public Finance
• Management Act (PFMA), CIDB Act, BBBEE Act, PPPFA Act, CSDP, PSIRA).
• Experience in the adjudication of tenders and placing of contracts.
• Commercial contract management Knowledge.
• Good negotiations skills.
• Experience in contractual dispute resolution.
• Sound Knowledge of contracts law.
• Working Knowledge in NEC3 suite contracts