Contract Administrator

1 month ago

Doha, Baladīyat ad Dawḩah, Qatar Precision Hire Solution Full time
Job Title: Contract Administrator

At Precision Hire Solution, we are seeking a highly skilled Contract Administrator to join our Procurement & Supply Chain team in Ras Laffan. As a key member of our team, you will be responsible for providing contracting support to our Contracts Team during the various stages of the tendering and procurement process.

Key Responsibilities:
  • Maintain an organized and accessible system for all contract-related documents.
  • Serve as the primary point of contact for contract-related inquiries and communications.
  • Facilitate effective communication between internal departments and suppliers/subcontractors regarding contract matters.
  • Provide efficient administrative support to the contracts team.
  • Identify opportunities for improving contract management processes and systems.
  • Maintain the Contracts Database and monitor the renewal of contracts and advise the Senior Contracting Officers/Contracting Officers on the actions to be undertaken in a timely manner.
  • Provide assistance to the Senior Contracting Officers/Contracting Officers in Contract preparation.
  • Assist and coordinate with Senior Contracting Officers/Contracting Officers to prepare documentation for Technical and Commercial Bid Opening.
  • Compile reports, minutes, and assist in the compilation of data for reporting.
  • Assist and coordinate with the HSSE and QSA Departments for Contractor/Suppliers Audit Visits.
  • Maintain database for subcontractor performance on all awarded contracts in coordination with the Projects Team.
  • Maintain database for Subcontractor Complaints.
  • Ensure Electronic Archiving is completed in line with the documents available in Hard Copies.
  • Coordinate with the finance department for any payment issue which may impact contract development and execution.
Tender Committee Administration:
  • Schedule Tender Committee meetings for internal discussion and send notification to the committee members and end users for scheduled Tender Committee Meetings.
  • Prepare Tender Committee minutes of meetings capturing all discussions and decisions to be forwarded to the committee for review and approval.
  • Assist the Senior Contracting Officer for the distribution/sending tender documents including invitations to tender, tender clarifications, and all required in the tendering process.
  • Serve as the point of contact between the Tender Committee and tenderers, assist in responding to queries, and providing necessary information.
  • Maintain comprehensive records of all tender activities including documentation of decisions, communications, and evaluations.
  • Maintain the confidentiality of sensitive information and ensure the secure handling of all tender documents.
  • Assist in preparing regular reports on the status of ongoing/running tenders and upcoming tenders to be presented to the management.
Requirements:
  • Strong organizational and multitasking skills.
  • Excellent written and verbal communication skills.
  • High attention to detail and accuracy.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Analytical Thinking: Ability to analyze complex information and identify key issues.
  • Time Management: Effectively manage time and prioritize tasks to meet deadlines.
  • Problem Solving: Proactively identify problems and develop effective solutions.
  • Team Collaboration: Work collaboratively with team members and across departments.
Interactions and Working Relationships:
  • Internal: Department/Section Heads, Operations/Project Team, P&SC Team.
  • Purpose: Ensure accurate and compliant contract management, align on priorities and tasks, and assist any concerns.
  • External: Suppliers/Service Providers/OEMs and Clients.
  • Purpose: Maintain positive working relationships and support business transactions.
Qualifications, Experience, and Skills:
  • Qualifications: Bachelor's degree in business administration or equivalent/related field preferred.
  • Experience: A minimum of 3 years of experience in contract activities and/or supply chain operations in shipyards is a plus.
  • Strong Coordination capabilities among Suppliers/Subcontractors and Internal Stakeholders.

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