Senior Contracts Coordinator

Job Purpose:

Leads and manages a multi-discipline contracts team. Accountable and responsible to manage activities for the preparation,control and ensuring adherence to HSE requirements for all the contracts in the Opearation Group. These include Contracts for Civil, Mechanical, Electrical/Instrumentation, Manpower, Minor Projects, Technical, Production and other maintenance related activities as required by maintenance strategies. 

Minimum Education:

• Bachelors Degree in Engineering from a recognized University is preferred

Minimum Experience:

• 8-10 Year working experience is essential.
• Minimum of 5 years in the Oil & Gas sector in a related line of work is essential; this would include experience in multi-disciplines of engineering and Contracts engineering.
• Oil & Gas Experience in Qatar & GCC is preferred.

Accountability:

• Manages and facilitates the preparation of Service Contracts for all maintenance activities in the organization; ensures that these contracts meet departmental requirements, meet ORYX GTL standards, and cater to all required technical criteria as required by the end users.
• Communicates with departments supervisors/Heads to gather necessary Technical Information and data for contracts;Provides necessary inputs on acquired information when end users preparing and compiling their Scope of work.
• Ensures that all resources are utilized to gather necessary information for Operations contracts, make sure that the terms of reference are relevant and will help to achieve the objectives of the contract.
• Conducting Pre-bid meetings in liaison with commercial and end users during tendering stage and Provides necessary Technical Clarifications,Prepare tender bulletins in order to answer queries to bidders.
• Preparation of Technical Evaluation Criteria as required. Evaluation of Technical Bids received from Commercial Department in liaison with concerned discipline engineers and Safety focal points,Preparation of Bid Clarifications during bid evaluation in liaison with concerned Engineers and Divisions.
• Compile and prepare specific forms and its applicable guidelines to be required to use in the tenders, e.g. WOs ,Time Sheets,Forms,Templates,Reports etc and Preparation of Schedule of Rates in line with the Scope in liaison with end user and commercial department.
• As part of Contractor mobilisation process,arranging Contractor Kick-off Meeting and coordinate with contractors during mobilization of resources as per the agreed Mobilisation Plan.Continuous monitoring of the activities in order to complete their mobilisation on time.
• Create Service Acceptances once job completed as per the terms of agreement and advises Finance Dept for payment and follow up for any unpaid invoices.
• Evaluates work performed by the contractors and advises Commercial Dept. regarding contractor performances for future referral for pre-qualification of contractors by contracts department.
• Facilitates and supports staff in the contracts dept with technical aspects of Contracts with vendors during technical negotiations and ensures that pre-qualified vendors have the capability to perform as per the contract requirements; manage audit process where necessary to determine vendor capabilities.Ensures that the contract establishment process is followed; manages these activities providing necessary technical support right up to the point of awarding of a contract.
• Manages the activities of the contractors to ensure strict adherence of terms and conditions written in their agreements.
• Liaises with departments to ensure compliance to the terms of contracts by contractors; in case of any breach of the terms, takes immediate action by informing the Head of contracts Services for action as deemed necessary.
• Provides input in the work planning phases and coordinates all planned activities related to contracts as per planned schedules or emergencies between respective dept, service contracts personnel, contractors and the planning/inspection services.
• Ensures adherence to HSE standards as set by the Company; takes action to ensure all personnel, Company employees and Contractor's Personnel, perform work in accordance with these principles to ensure safety of all concerned, Involving in incident investigations as and when arises related to contractors and to make sure proper Closure of actions points assigned to contractors at site.
• Liaises between end user departments and contractors to ensure clear communication; clarifies all issues relating to contracts, with guidance from the Head of the Contracts Services.
• Liases with end users and commercial for raising variations on time when ever the contracts approaches minimum value of contract target value and contract duration.
• Assist in preparation and finalization of pre-budget of contract target value of new contract and contract variation.
• Liases with commercial department during TC/STC submissions by providing technical details of the contracts.
• Ensures that all contracts documentation is maintained and records kept for reference and audit purposes.
• Ensures that the departmental KPis and Goals are met.
• Maintain contact with service providers in the market; keeps up to date about market situations and benchmarks best practices to ensure that the best services from the most capable services providers could be acquired for the company when required.
• Assesses contractor performance against agreed critical performance areas and provides information to Head of contracts services for further communication and necessary action.
• Coordinates with the Commercial Department, and operations departments to ensure availability of required services on time so that performance targets could be achieved at minimum operation breakdown costs; Initiating and Managing the Contracts that requires utmost priority due to plant emergencies and ensuring continuous operation of the Plant.
• Provides input to Section Head for preparation of the department's annual budget.
• Coordinate and handling NCRs related to non-compliance of any contract terms and services provided.
• Prepare necessary Close-out froms as per contract completion procedure as required by Contract Department.
• Developing and reviewing of Standards,Guidelines,forms etc for the departmental as per companys IMS satandards.

Necessary job-specific knowledge:

• Knowledge in Maintenance Management
• Knowledge of PMMS,PTP i.e. SAP
• Knowledge in Contract management
• Fair knowledge of legal and commercial
• Knowledge in performance management
• Knowledge in establishing of contract
• Vision, mission of the business
• Knowledge in contract formalization.
• Understand the ORYX GTL HSE policies