Contract: SAP Support / South East London

Purpose:

 

To support the Project Manager in carrying out the day to day administration, management of the executed Contracts and identification of future Contract requirements; to verify contractor compliance with the terms and conditions of the contract.

 

Main Accountabilities and Responsibilities:

 

• Assist Project Manager in the management of Contracts in compliance with applicable procedures and guidelines.
• Assist Project Manager in preparing Requisitions and Tender documentation.
• Ensure contract status is in accordance with client policy in terms of validity and expiry date and contract expenditure remains within the approved value per asset.
• Verify Contractor compliance with Contract Terms and Conditions, Scope of Work, Deliverables and Schedule, and report to Contract Holder any deviation or missing part.
• Provide general contractual advice to the Contract Holder and User Department members. 
• Administer and maintain traceability and records of all correspondence, meetings, actions and decisions relating to the assigned contract(s).
• Provide necessary assistance in contractual negotiation and dispute resolution. Liaise with Procurement, Finance and/or Legal Department with reference to significant Contractual issues.
• When applicable, participate in kick off meeting to review contract terms and conditions, the change order process and claims avoidance.
• When applicable, attend the Handover meeting with Contractor & Procurement and verify the completeness of Contract documents.
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• Prepare correspondence to the Contractors on routine contractual/commercial matters, for signature by the Contract Holder or the Company Representative.
• Review correspondence from Contractors and monitor and expedite response times by Company.
• Attend meetings with Contractors at which contractual/commercial matters may be discussed. Review contractor’s (or in absence prepare own) minutes of all such meetings prior to verification by the Company.
• Ensure all required guarantees, insurance and tax certificates have been received from the Contractor and forwarded to Company Legal, Insurance and Tax departments for verification, as required and report to CH any deviation or missing part.
• Utilize SAP to create requisitions, call-offs, service entries ensuring that correct budget codes are used for all documentation and invoices, and invoices are reviewed by relevant persons prior to SAP entry.
• Ensure compliance with relevant procedures and processes regarding timely management of Requisitions, Call Offs and Service Entries.
• Assist and support the processing of Invoices from Contractors, liaising with the appropriate Departments involved, and obtaining Contract Holder’s signature/approval.
• Facilitate and maintain positive interface and communication between all the functions involved in the Contract execution.
• When applicable, coordinate the settlement of the final account and processing of the Completion Certificate and preparation of the Close-out Report for Contract Holder signature.
• Assist and support contract compliance review and audit activities and ensure implementation of audit report recommendations by the teams involved.
• Provide feedback on lessons learnt from Contract Administration activities to CA Focal Point and to Contract Management Support unit in HQ.
• Ensure that any accruals are submitted to finance in timely manner.
• Prepare a monthly Status report of LBA Project contracts.
• Compliance with the HSE Critical Roles Procedure should your position contain any HSE Critical Roles.  Please refer to UK HSE IMS C1-SYS-01 - HSE Critical Roles - accessible via the Client UK Intranet.