Sr. Officer, Contracts

JOB PURPOSE

The jobholder is to develop and manage the company contracts in line with the Supply Chain’ requirements to ensure meeting the business requirements while ensuring compliance to Borouge’s policies and standards and ensuring optimizing the value on returns in line with Borouge’s short and long-term strategies and objectives.

This role includes; receiving Contract Acquisition Requests and analysing scopes and specifications, developing Contract Development Plans, reviewing bidder’s prequalification criteria, recommending contracting strategies, proposing contract types, ensuring potential bidders are registered, releasing Expressions of Interest, establishing bidders’ prequalification criteria, coordinating technical evaluations, reviewing technical evaluation reports, conducting commercial stage tenders, preparing tender documents, issuing RFT documents, arranging technical clarification meetings, preparing final recommendations for awards, obtaining award approvals, preparing Letters of Award, issuing regret letters, generating Agreements in ERP systems, ensuring bank guarantees and insurance certificates are handed over, providing contractual interpretations, reviewing Variation Order Requests, supporting End Users, participating in regular meetings, and developing contracting policies.

KEY ACCOUNTABILITIES

Contract Development

• Receive Contract Acquisition Request (AR) and analyze scopes and specifications for works and services to be contracted, clarifies work aspects and verifies technical evaluation criteria.
• Develop Contract Development Plan (CDP) to reflect each step of tendering step along with the estimated schedule to be mutually agreed with End User for AR with value above CEO approval.
• Review bidder’s prequalification criteria proposed by End User to ensure compliance with Contracts Procedures.
• Review and ensure potential bidders list are registered in Commercial Directory and eligible to participate in tender.
• Recommend and agree with direct line manager on contracting strategy. Proposes contract type / Form of Agreement, in coordination with the Legal Department, and compensation method with Finance, considering Borouge’s allocated budget in case of issuing WO / LTPA of Framework Agreements
• Propose Bidders’ registration to Vendor Management Team and leads the coordination, and follow-up process until Bidder is fully registered in ADNOC Commercial Directory.
• Release Expression of Interest to the qualified / registered list of potential bidders in preparation for Bidders List and Tender Strategy recommendation
• Establish and agree with direct line manager on bidders’ prequalification criteria, and evaluate contractors’ capabilities, recommend bidders list and prepare the submission to the concerned delegation of authority for bidders list approval.
• Compile required scopes of all departments, in the case of Framework Agreements, and sorting them for a Work Order to suit the Call-Off Order issuance of each Department.

Commercial Assessment

• Coordinate with End Users for technical evaluation of bids in accordance with the pre-determined technical evaluation criteria and schedule.
• Review technical evaluation report with focus on the Unpriced commercial.
• Coordinate with Finance to perform necessary evaluation on bidders’ financial reports to ensure financial risks within acceptable level.
• Evaluate exceptions and qualifications to tender documents raised by bidders, obtain Legal, Finance and users’ advice, and comment on the issue and advise bidders through proper channels on Company stand.
• Conduct commercial stage tender and subsequent commercial bid evaluation.
• Conduct commercial stage tender and subsequent commercial bid evaluation as per latest ADNOC ICV Guidelines.

Tendering Documentation

• Recommend bidders list and contracts strategy for submission to the delegation of authority concerned for bidders list approval.
• Prepare tender documents / Request for Tender (RFT) in accordance with the latest ADNOC standardized template and finalize them with relevant internal stakeholders.
• Issue RFT documents to the approved Bidders List.
• Evaluate technical / unpriced commercial and commercial clarifications.
• Arrange technical clarification meetings and our site visits for bidders and accompany bidders on such visits. Advise bidders on clarifications concluded during site visits.
• Open technical bids through Ariba.
• Evaluate exceptions and qualifications to tender documents raised by bidders, obtain Legal, Finance and users’ advice / comments on the issue and advise bidders through proper channels in accordance with ADNOC Contracts Procedures.

Post-contracting Administration

• Provide contractual interpretation when required to End User.
• Review Variation Order Requests initiated by the Contractors to verify validity of Variations and pricing and coordinates with relevant stakeholders for the verification of cost and any schedule impacts.
• Support the End User and propose alternative courses of action, wherever possible, to facilitate efficient contract progress.
• Participate in regular meetings to keep abreast of all issues relating to the Major Project. And discuss and reviews opportunities for the optimization of assigned work programs.
• Provide with the needful support on the maintenance and updating of contract records, answering ADNOC /internal Health Check and Audit Points on Agreements in coordination with the Strategy Team.
• Receive and verify claims and requests for variations, assess and propose negotiation strategies and meetings, and attend such meetings to settle claims to prepare recommendations for management approval and ensure appropriate closure of claims and issues.
• Develop and recommend contracting and service Agreement policies, procedures and systems for the company.

Awarding

• Prepare final recommendations for the award in discussion with direct line manager, authorize the final draft and submit the same for management approval.
• Upon obtaining award approval, prepare a Letter of Award (LoA) when and if applicable, obtain acceptance of successful contractor.
• Prepare the Agreement and share draft with the awarded contractor for their review.
• Issue Regret Letters to unsuccessful bidders upon securing Contractor’s signature on LoA or Agreement.
• Obtain both parties signature of Agreement.
• Generate Agreement in ERP system in accordance with the approved award value, update all commercial details (i.e. ICV details, Liquidated Damages applicability, Performance Bank Guarantee applicability etc.) and attach the signed Agreement prior release.
• Ensure originals bank guarantees and insurance certificates are handed over to Borouge Finance and retaining acknowledgments of receipt notes.
• Share signed Agreement with End User.

Borouge Corporate Responsibilities

• To keep abreast and knowledgeable about his / her role contribution towards the areas of Health, Safety & Environment (HSE), Sustainability, Energy Management, Ethics & Regulations, and Quality Management and its respective policies, frameworks, procedures, and objectives.
• Comply, support and enrich the culture and understanding of it through his / her communications with the internal and external contacts
• Participate in and contribute to the design, development and establishment of an Integrated Risk Management Framework within the Unit while identifying and assessing relevant domain risks and implement measures to manage and mitigate all identified risks within the function.
• Ensure corporate business ethics and the Company’s Code of Conduct are communicated to employees within the function of compliance with the Corporate Policies and guidelines.

HSE Excellence

• Keep abreast and knowledgeable on the updates for Health, Safety, Environment, Crisis Management, and Risk Registers for all the performed processes, projects and activities within the operating zone.
• Promote, communicate and lead by example all the safety-related communications, updates, standards and any related topics with co-workers and within any interface.
• Contribute to providing with timely feedback and recommendations to leverage a risk-free environment to ensure the ultimate goals of safe workplace.

Departmental Plans

• Plan, supervise and coordinate all activities in the assigned processes / area to meet functional objectives.
• Provide input for preparation of the section / department budgets and assist in the implementation of the approved Budget and work plans to deliver the respective objectives.
• Contribute to the achievement of the approved Performance Objectives for the section / department in line with the company’s performance framework, and KPIs
• Analyze and address any significant variances to support effective performance and cost control
• Review, prepare, and recommend the required reports on work activities, projects, processes, etc. to next level manager in line with business requirements.

Processes & Systems

• Implement approved the respective policies, processes, systems, standards and procedures to support execution of the work programs.
• Perform analysis on the respective processes and activities to ensure timely availability of the data analysis within the respective areas.
• Train and develop the assigned staff in relevant skills to enable them to become proficient in the job and deliver the respective section objectives.
• Provide with feedback on updating and implementation of new tools and techniques to improve the quality and efficiency of processes.
• Identify improvements in internal processes against best practices in pursuit of greater efficiency in line with ISO standards to define intelligent solutions for issues confronting the function.
• Adhere to professional business relations and commercial responsibilities in the areas of customer delight, data confidentiality, business communications and representation, and Borouge’s corporate image.

QUALIFICATIONS, EXPERIENCE, KNOWLEDGE & SKILLS

Minimum Qualification

• University Degree in Engineering, Commercial, Legal, Project Management or Equivalent Qualifications.
• Fluent in English. Arabic is an advantage.
• Post-graduate degree in Business Administration or Management Degree is an advantage.
• Knowledge of business scenarios and cost-benefit models.

Minimum Experience & Knowledge & Skills

• Minimum 5 – 8 years of experience in Contracts Management.
• Sound knowledge of commercial practices, legal aspects and negotiation skills.
• Ability to utilize specialized applicable software packages such as Ariba, SAP, MS Office, etc.
• Experience in Oil & gas or Petrochemical Industry.
• Knowledge of contracting and tendering procedures.
• High Presentation skills including preparations of presentation slides / materials.
• Good in preparation and producing executive management reports.
• Excellent in Excel Spreadsheet including advance features of formula for data processing and analysis
• High level attention to every single detail of data/ technical and commercial information to ensure accuracy and zero mistakes.
• Familiar with Project Scheduling, Project Control, and Project Management.
• Good knowledge in relevant computer applications (MS Office, MS Teams, SAP, Ariba, TBMS system, Document Management).

Professional Certifications

Preferred to be certified in one or more of the following certifications:

• CIPS Practitioner (Chartered Institute of Procurement & Supply).
• IACCM Practitioner (International Association for Contracts & Commercial Management).