Procurement & Contract Specialist

4.3 Contract Administration:
Pre-Contract Award:
• Receive approved Purchase Requisition through the system prior the commencement of bidding activity.
• Establish relationship with Corporate Legal to ensure all contractual terms and conditions comply with standards or and assure that they are formally reviewed and approved by legal.
• Serve as a liaison between internal & external parties during contract development stage.
• Work with different levels of personnel within an organization to solidify an overall contracting strategy.
• Understand the scope, coordinate with all related parties, select the best Procurement Plan for the Project, and obtain the required approval.
• Develop Bidding slate proposing the potential bidders by utilizing sourcing tools including Approved Contractors List and obtain the necessary approvals.
• Prepare SOI (Solicitation of Interest) in coordination with Project development (PD) and communicate it to the approved prospective Bidders.
• Assure the collection of Secrecy Agreements with prospective bidders, as appropriate.
• Obtain and challenge screening evaluation of potential bidders from PD.
• Assure the collection of prompt financial evaluation to bidders.
• Develop ITB/RFP Bidding Slate of potential bidders to release ITB
• Compile Part-1 Principal Document of ITB
• Receive Project Specifications from Project Management Team.
• Release ITB to Bidders through Aconex and coordinate questions and answers, and site visits, if needed.
• Receive Bids on due date: (a) Unpriced, (b) Project Execution, and (c) Technical Proposals (d) sealed Priced through Aconex.
• Open un-priced Bids and share it with Bid Review Committee.
• Conduct un-priced commercial review/evaluation of proposals.
• Negotiate Commercial Terms and Conditions with Bidders using Maaden unique market position and obtain necessary approval from Maaden – Legal when necessary.
• Coordinate bid clarification (technical, execution and unpriced commercial) up to short-listing of bidders and review with project executive/management.
• Obtain revised/adjusted price bids.
• Coordinate Priced Bid Opening, prepare bid tabulation and review result with project executive/management.
• Obtain best and final price (if applicable) and upon receipt update the bid tabulation.
• Follow the review of bid tabulation with project executive committee / management and obtain direction to proceed.
• Prepare the RFA (Recommendation for award).
• Prepare the Letter of Intent/Contract Award.
• Obtain POA (Power of Attorney) from successful bidder.
• Coordinate the review of power of attorney with Maaden Legal.
• Prepare notifications to unsuccessful bidders.
• Preparation of Contract Documents, obtaining Maaden Legal endorsement / initials on Contract and signatures thereof.
4. Post Contract Award:
• Review contractual performance to ensure compliance with terms & identify conflict of interest.
• Analyze potential risks that contract changes may pose to project.
• Participate in resolving contractual conflicts with contractors.
• Engage and involve Maaden Legal whenever required.
• Continuously monitor financial performance of main contractor, sub-contractors.
• Follow up with Maaden Finance to guarantee that contractual payments made promptly.
• Conduct post contract award reviews with internal stakeholders to ensure the contractual obligations properly addressed.
• Provide consultation to Project Team on executed contracts
• Prepare, negotiate, and award Construction Contracts on LS and/or Reimbursable basis
• Prepare, negotiate and award Subcontracts on LS and/or Reimbursable basis 25%
4.5 Material Procurement (in case of remotely presence)
• Attend kick off meeting and review the project procurement plan.
• Monitor the 3 months look ahead plan with the PMT for any adjustment if required.
• Conduct periodical Visit / Review on the contractor in alignment with PMT and assurance team.
• Review the Procurement Status Report (PSR), report slippage, prepare and discuss recovery plan with Project Manager and Procurement Manager.
• Review bidders list for Maaden AVL compliance.
• Coordinate with prequalification department for Vendor prequalification.
• Coordinate between logistics and EPC for the DEL in line with owner’s local customs and port authorities.
• Conduct Review Visits, as per agreed procedures
25%
4.6 Others
In addition to the above, following shall be performed by Sr. Specialist:

• Study, prepare & negotiate Contract Amendments.
• Study and convert EPCM Contracts to EPC-LSTK
• High Value Change Orders and complex Claims settlement
• Study and administer the High value Change Orders and High value claims.
• Tailor project-specific contracting solutions.
• Provide consultations on project bidding and contracting to Sr. management of Mega projects procurement.
• Participate in EPC & PMC Contractor’s PQ, performance evaluation and recognition as required.
• Provide consultations in preparing/updating contracting process and procedure.
• Provide consultations in developing new work procedures, as required.
• Provide consultations in developing new contracts templates, as required
• Assist in developing specifications and provisions of works
• Build Supplier transparency in spend and highlight key relevant risks.
• Analyse performance of existing systems, processes, and policies, and suggest required upgrades to Sr. Management of Mega Projects.
• Represent GPP in Steering Committees
• Conduct knowledge sharing sessions
• Lead / participate in initiatives at corporate level when called / assigned for.
• Setting up strategy for Mega Projects Blanket Agreements 10%

5. COMMUNICATIONS & WORKING RELATIONSHIPS:
• Good communication and presentation skills.
• Develop/maintain good working relationship with the managers of other functions.
• Maintain respectful boundaries and professional relationships with contractors, vendors and suppliers.
• Develop and maintain the transparent communication channels with all stakeholders.

6. JOB RELEVANT INFORMATION (BOUNDARIES & DECISION-MAKING AUTHORITY):
• Through knowledge of sourcing and purchasing activities for mega projects.
• Through knowledge of Procurement, Subcontracting, and Project Management (particularly planning, scheduling, cost control, and progress measurement methods) & Construction processes.
• Should be able to participate in meeting with contractors and Owner’s project management teams on a technical level by being able to read engineering/construction drawings.
• Strong negotiation and decision-making skills.
• Strong customer relations skills.
• Strong people management and interpersonal skills.
• Knowledgeable with policies, procedures, systems, and best practices in the areas of Supply Management and supplier qualifications.
• Excellent in building teams and business relationships.
• Good cultural awareness.

7. QUALIFICATIONS, EXPERIENCE & SKILLS:
• Minimum University Degree in engineering or commercially oriented discipline such as finance, business administration, or related fields, or in operations management.
• 15 Years experience in the petrochemicals/mining or in an industrial environment

Only relevant & Interested applicants submit resume to given email only (no WhatsApp)
[email protected]