Contract Administrator True North Consult Ltd

Mission/Job Dimensions
The East African Crude Oil Pipeline (EACOP) project is a major regional infrastructure project (Capex: 4.1 G$, OPEX:>2.5G$ over 25 years) between Uganda and Tanzania coast, opening a new value corridor between the two countries. The EACOP project development comprises of the detailed engineering, construction, operation and maintenance of the corresponding facilities.
The EACOP entity anticipates the mobilization of personnel assigned to duties in Uganda with many of these persons being provided by Technical Assistance Providers (TAS). This role manages the interface with the TAS providers and supports the Senior Contracts Engineers with contracts administrative and other duties.

Activities
• Support in all aspects of the purchase and supply of goods and services for the EACOP UG Branch as assigned;
• Ensure proper execution of the contracting process, specifically the launch and follow-up of calls for proposals through to the point of contract award and execution for Technical Assistance Services (TAS) contracts and any other contracts;
• Define with the C&P Sr Contract Engineers and maintain reporting for the status of current contracts;
• Use systematically the tools and systems available (E-sourcing, ERP, etc.) for the C&P process;

Context and Environment
The job holder takes direction from the C&P Sr Contract Engineers and works closely with the UG Branch team as it relates to sourcing technical assistance and other contractors. Timely identification of suitable candidates is essential to EACOP’s success, as is the more general requirement for the effective administration of contracts. The nature of the duties requires a person with a high degree of business ethics as there will be confidential information handled daily. The job holder is also accountable for demonstrating exemplary behavior with regard to HSE rules & requirements and for implementing and controlling HSE rules for all planning related activities.

Accountabilities
TAS Administration
• Work with service requestors to complete and issue service requests to approved TAS providers;
• Review proposals and support the service requestor to short list candidates;
• Schedule interviews between the candidates and service requestors as required and track interview records;
• Issue notices of award to selected TAS provider(s) and manage the administration of the contracting process;
• Issue Routing Slip/RTA and follow up to confirm all required signatures for approval are in place;
• Ensure good administration and filing of approval and contractual documents;
• Prepare and issue regular reporting on the status of the TAS process, including trend analysis;
• Contracts & Procurement Support
• Prepare Expressions of Interest (EOI), coordinate their publication and manage the receipt of the EOIs (email, post, etc.);
• Organize the receipt and recording of incoming contracts from other Calls for Tender (CFT);
• Schedule and act as secretary for other CFT openings and track related documentation;
• Prepare and coordinate the publication of EOI’s and reception in generic email account;
• Organize the Prequalification process for the selection of goods/services;
• Analysis of Due Diligence questionnaires, coordination of preliminary analysis grid and other aspects of supplier qualification, and coordinate approval/clarifications with the Compliance Officer
• Contribute to preparation, analysis, update and follow up of C&P planning and Undertake Performance Management reviews
• Filing and archiving of related contracts and procurement documentation
• (physically and electronically)
• Use systematically the tools and systems available (E-sourcing, ERP, etc.) for all C&P processes;
• Other C&P administrative duties as assigned.

Person Specification
Education, Training, Skills & Experience Professional experience:
• Bachelor degree in Contracts & Procurement, Business, Accounting or other field with suitable (ideally 5+ years) experience in contracts management and administration is preferred.
• A suitable candidate without direct experience will be considered and can be trained internally.

Technical competencies:
• Organization, communication, reporting, documentation management and Office 365 skills are essential.
• Specific expertise in working with Excel, PowerPoint, Word documents is mandatory. Broad Contracts and Project experience (both commercial and contractual). Comprehensive knowledge of the C&P process. Experience in Oil & Gas industry would be appreciated.

Behavioral competencies:
• Ability to work in a multi-cultural and fast moving business setting, with excellent interpersonal and communication skills are essential.
• Fluent in English: speaking, writing