Contracts / Subcontracts Specialist

Cammach Bryant

Our client is looking for a Contracts / Subcontracts Specialist for a 6 month contract position, located in Aberdeen (Hybrid Working)

ROLE

Reporting directly to the Pipeline Group SCM Manager, the Contracts / Subcontracts Specialist will be responsible for defined elements of the pre-award and post-award SCM activities associated with the Pipeline Group.

RESPONSIBILITIES

General:

• Responsible for defined elements of the subcontracting activities associated with the Pipeline Group as delegated by the Pipeline Group SCM Manager.
• Promoting awareness of and ensuring strict compliance with all Supply Chain Management ( SCM ) processes and procedures, including the Code of Conduct, SCM Process for Procurement and Supplier Contracting Principles.
• Supporting, on behalf of the budget holder, supplier selection, bid evaluation, recommendation, commitment and delivery of subcontracted products and services.
• Delivering subcontracted products and services in accordance with approved budgets, schedule and agreed terms.
• Development of productive working relationships with key internal and external stakeholders including other members of the Offshore Resources SCM team and the Pipeline Group.
• Highlight areas of risk and opportunity to all relevant stakeholders.
• Develop ideas and strategies to improve processes and procedures with a view of continuous improvement.
• Management and periodic review of existing frame agreements.
• Maintain a working knowledge of legal requirements, Industry rules and regulations related to contractual documents, performance of contract work, quality assurance requirements and business relationships.

Pre-Award / Tendering:

• Engage with internal stakeholders to understand their / the end client requirements, including attendance at internal tender kick-off meetings where required.
• Develop and maintain SCM strategy documents and procurement plans, promote lessons learned and best practice.
• Maintain up to date the Company Supplier Management Systems (supplier Pre-Qualification, Due Diligence and Screening)
• Identify potential bidders and establish a bidders list.
• Determine the appropriate contracting model i.e. frame agreement, subcontract, Call Off Order or Purchase Order.
• Draft any contractual documentation required as part of the Request for Quotation (RFQ) package, including reviewing any main contract flow-downs, drafting subcontracts and Call Off Orders.
• Prepare, coordinate and issue RFQ s in line with the agreed SCM strategy document or procurement plan.
• Coordinate and manage any clarifications.
• Review, evaluate (from a commercial and contractual perspective) and rank supplier proposals and quotations along with other disciplines, prepare bid comparisons.
• Lead negotiations with suppliers with the purpose of achieving the most favourable positions for the Company from a commercial, technical, contractual, operational, quality and safety perspective and targeting savings against budget.
• Make recommendations to award and prepare Supplier Commitment Approval (SCA) forms.

Post-Award / Contract Management:

• Prepare award documentation.
• Finalise and place subcontracts, call off orders and purchase orders as required.
• Participate in the post-award kick-off meeting with the selected supplier.
• The proactive identification, reporting and resolution of project issues.
• Management of the Change Order process.
• Accurate financial and progress reporting, including providing input to cost controllers.
• Providing regular and accurate summaries and reports on the status of subcontracted activities to management as required.
• Participate in internal project meetings where required.
• Maintain contact with suppliers and expedite services and deliverables as per project schedule.
• Execution of contract close-out activities ensuring that all completion certificates are issued, goods receipts and service entry sheets are entered into SAP, invoices are paid, Purchase Orders closed out, any bonds or guarantees are returned, residual warranty obligations are recorded, and a statement of final account is agreed.
• Participate in lessors learned sessions and supplier performance assessments.

REQUIREMENTS

• Preference for previous experience in a supply chain management contracts / subcontracts role.
• Excellent communication skills, both verbal and written.
• Capable of developing and maintaining strong business relationships at all levels in the organisation.
• Commercially aware with excellent analytical skills and an ability to work with detail and accuracy.
• Strong planning and organising skills, able to identify and effectively prioritise workload and successfully meet multiple, often competing deadlines.
• Flexible to adapt to changing priorities within a fast-paced 24/7 global business.
• Experience with SAP and / or SAP Ariba desirable.
• Ability to develop and adapt to role requirements.
• Pro-active with a solutions-based approach, willing to challenge the status quo.
• A collaborative worker, who demonstrates initiative and ownership of deliverables.
• A hands-on practical approach and willingness to support team activities.
• Committed to continuous improvement and identification of efficient work methods and processes.
• Willingness to learn and understand the technical aspects associated with the role.