Tender & Contracts Manager at Lucy Electric

Job Purpose:

Manage and prepare customer quotations and tenders. Ensure timeous follow up on quotes with customers.

Management of the back office pre and post order processes related to customer; including, but not limited to Quotations, Tenders, Contracts, After Sales Services, Projects and Logistics Management, and the delivery of fully engineered products and services, taking responsibility for on-time delivery to customer specifications.

Provide input to monthly S&OP forecast report.

Key Accountabilities:

• Management of the company tender and sales support function to meet the objectives of the company's overall budgets.
• Study, analyze and evaluate tender documents and identify risk factors, ensure that technical terms comply with the relevant standards and coordinates with Sales Managers. 
• Coordination of tender reviews and deadlines and adjust them to the frameworks given by customers. 
• Continuous follow up the customer evaluation process until order placement.
• Prepare quotations.
• Weekly report back on status of quotes, sales orders, and monthly sales
• Reviewing of all "Tender" files, and initiate contract handover meeting in conjunction with Contract’s coordinator and in the case of LET, factory management.
• Oversee creation of a "Contract" file, which includes a summary of all commercial and technical data relating to the required products and, where possible, designating an appropriate part code (exact specifications) using models and options framework.
• Create a "Contract" plan, including all relevant commercial and technical milestones, including shipping dates, inspection requirements, and engineering and production time scales.
• Discuss and finalize Letter of Credit and documentary requirements with the relevant Managers as necessary.
• Review existing processes for the commercial department and identify areas for improvement.
• Manage and submit all order relevant Purchase order on suppliers’ orders on operating units (LOX, LEI, LET or FZE) both commercially and technically and attend/instigate regular progress/production meetings, where applicable.
• Manage order acknowledgement to customer and from operating units, ensuring that required time scales are planned.
• Working with broad team including finance, sales, logistics, engineering, and the plants to coordinate and drive business success.
• Manage post-order process between customer and operating unit. This may involve contract review meetings with manufacturing plants; responsibilities include management of:
• Shipping dates;
• Documentation - licenses, approval documents;
• Ensuring contract drawings are submitted on time;
• Obtaining customer approval of contract drawings;
• Ensuring inspections are arranged in time for the contract to be executed in the required timescale;
• Assisting in post-contract customer discussions, both technically and commercially.  This may require customer visits.

Job Context

Provide timeous offerings and solutions to customers and potential customer to support LESA’s sales.

• Company drawings and specifications file.
• Ensure all activities follow the standards and the region laws that govern Lucy’s scope of work.
• Health & Safety – adherence to all Company Health & Safety Policies, Procedures and Safe Working Practices.
• To undertake any other duties and responsibilities as required / instructed in order to maintain and / or improve the efficiency, quality and service provided by the company.
• Comply with all company policies and procedures and maintain confidentiality of information relating to the company’s business and staff.

Minimum Qualifications and Knowledge:

• Bachelor’s Degree in Sales and/or Electrical Engineering or similar
• Excellent English communication.
• Computer literate.
• Basic understanding of quality system.

Minimum Experience:

• Minimum 10+ years working experience in similar industry and with at least of 5+ years in Senior Leadership/ Managerial role.
• At least 10 years’ experience in tender administration and contract management in a project environment.

Job-Specific Skills:

• Contract management
• Project management
• Commercial management
• Logistic management
• Financial management
• People management
• Project costing

Behavioral Competencies:

• Strong Leadership and Entrepreneurial Skills, Focus on Delivery, Team Development
• Strong communication skill
• Interpersonal, initiative, analytical thinking, decision-making and leadership abilities. Strong people Manager with a collaborative style (inclusive, engaging, energizing)
• Drive to achieve results – sets own standards, checks own work, and demonstrates a positive approach
• Able to manage positively and constructively pressure at work
• Good team player and positive attitude
• Able to work well to deliver the result with all departments and other stakeholders
• Self-driven individual with business acumen