Contract Administrator


Job Summary

Contract Administrator wanted at AFSIA.

The Contract Administrator will be responsible for contract planning and administration of solar PV EPC projects in South Africa/ Sub-Saharan Africa. The position is regarded as a skilled contract administration role, focused on EPC & Subcontract administration. Reporting to the Project Manager(s), the Contract Administrator will support Supply Chain Manager(s), Project Controller(s), Engineer(s) and Construction Manager(s) as directed.

Duties and Responsibilities

Contract planning:
-Initial team & stakeholder engagement, supporting document criteria, communication and presentations
-Establish and maintain the contract folder structure for draft contracts and schedules
-Track and compare changes and control contract and schedule revisions
-Style and formatting for clean execution versions for circulation, prepare contracts for signature
-Contract execution & obligations:
-Establish and maintain the contract management folder structure relating to executed contracts
-Day-to-day administration and monitoring of the EPC contract to facilitate compliance with notices, obligations and deliverables required from the juwi project team
-Day-to-day administration and monitoring of major subcontractor & supplier contracts to facilitate subcontractor compliance with requirements therein
-Drafting of agreements, approvals, certificates, consents, determinations, notices, requests and compile supporting documentation thereto for the Project Managers review and approval

Prepare contracts for signature by:
-Organise signature by authorised signatory and/or Notary /Apostille requirements
-Print hardcopies, sort, scan and compile for Project Library
-Compilation, establishment and tracking of the EPC Contract and associated project documents (IA, PPA, DCUOSA, SBA, EIA, EMP, etc.) Hold Points register (List of Deliverables), as well as other major subcontract & supplier Hold Points
-Maintain the communication channel procedures established between project key stakeholders (i.e. EPC PM, Client, Engineering, Construction)
-Establish, populate, track and update the contractual communication registers, as well as maintain the electronic and hardcopy file index system
-Compile and maintain templates for contractual letters, notifications and other deliverables in accordance with EPC, associate project documents and Subcontracts
-Ensure contract deliverables are received by the Client and/ or relevant stakeholders timeously
-Ensure contract deliverables are obtained by Suppliers & Subcontractors timeously
-Assist the project administrator in fulfilling the requirements for the compilation of monthly reports, and other approved forms
-In conjunction with the Quality Representative and the Project Manager, establish and co-ordinate workshops related to contract obligation process descriptions (i.e. Control of Project Communications, Payment, Insurance claim processes)
-Point of contact to advise and guide juwi project team on contractual implications, approved forms, any actions arising during execution, and escalate to Contract Manager depending on complexity
-Establish, administer and maintain the insurance claim process and compile templates as required

Qualifications and Experience

-Contract Management/ Administration qualification
-Experience of working within a project, engineering and construction environment
-Minimum of 3 years’ experience in a similar role, at comparable level
-Fluent in English
-Demonstrable ability to work in matrix organizations and to operate in a culturally diverse international environment
-An understanding of the requirements and implications of EPC projects
-Conversant with contract management and standard (FIDIC, NEC, JBCC, etc.)/ proprietary contract forms
-Proficiency in MS Office (Outlook, MS Word, Power Point, Excel)
-Excellent verbal and written communication skills
-Ability to take initiative and organise effectively
-Able to prioritise own workload and work independently under pressure
-Team player
-Problem solving skills
-Process driven

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