Contract Manager

Contract Manager

Operating Division: Transnet Rail Infrastructure Manager (TRIM)

Employee Group: Non Permanent

Department: TR-SCS-Contracts Management-PKT

Location: Johannesburg

Reporting To: Executive Manager: Fuel Solutions

Grade: E

Reference: req6033

The closing date is on . It is the responsibility of the applicant to ensure that HR has received the application before the closing date of the advertisement.

Position Purpose

The Contracts Manager, together with their direct reports, is required to safeguard TRIM’s financial, operational, and legal interests throughout the entire lifecycle of a contract.

• Ensuring strict compliance with Transnet’s Policies, procedures, framework and Legislative frameworks in order to prevent irregular and/or wasteful expenditure.
• Ensuring audit readiness to demonstrate compliance with the above.
• Actively managing agreements from drafting through to close-out, the CM bridges the gap between legal frameworks and day-to-day business operations to maximize commercial value and minimize organizational risk
• To provide a professional, efficient and effective Contract Management service to the business and enhance supplier relationship management.
• This includes knowledge and analysis of services and materials to be placed on contract, ensuring that the contracts concluded, provides the necessary protecting for TRIM.
• Creation of contracts for Legal vetting, securely storing contract and related documents (pre and post award), loading Contracts on SAP/TDPS and the management thereof until expiry.

Position Outputs

• Pre-contracts planning. • Manage the development and implementation of contracts and SLAs’ in line with Transnet’s Contract Management Policy/s, Contract Management Frameworks, Contract Management Standard Operating Procedures, the Delegation of Authority Framework and the respective Procurement Manuals. • Implement and Manage Procurement cost saving initiatives as per the TRIM Plan. • Lead the negotiation and conclusion of contracts after award. • Provide administrative contract management support throughout the contract lifecycle. • Evaluate contractual terms and conditions and provide recommendations. • Proactive management of contract lifecycle milestones for a portfolio of contracts.

• Ensure adherence to contractual rights and obligations in line with the signed agreement. • Development and submission of contracts to Legal for review and tracking thereof to ensure timeous sign off by the parties. • Work closely with other Contract Specialists and Contracts Managers to ensure that appropriate effort is put into developing contracts to be concluded between TRIM and the suppliers/contractors. • Track contract development of contracts at Head Office and at the Corridors, giving support to the respective Contract Managers. • Liaise with internal stakeholders and suppliers in the development of SLAs with suppliers/contractors. • Review of tenders prior to issue (where applicable) to minimize risks to TRIM.

• Where required, establish clear adjudication criteria for award of tenders, including additional specific requirements e.g. PCl. performance guarantees CIDB certificates etc. • Maintain proper record and storage of all contracts and related documents (pre and post award) • Ensure that documents to be actioned by the Operation al Contract Managers are completed and stored • Ensure that contracts specify arrangements for regular monitoring and that formal review meetings are held as per schedule. • Create and maintain contracts on SAP ERP / TDPS and ensure alignment with approved values and periods.

• Development and implementation of contracts in line with the Division's purchasing strategies/ plans. • Ensure that contracts specify the outcomes required, together with clear criteria relating to, but not limited to, costs, quality assurance, service standards. • Contributes to the development, review, and approval of new or improved procurement policies and procedures from a contracts management perspective. • Verifies that invoices and payments are financially and procedurally correct, that is, in conformity with the contract and the regulations, including documentation, data and figures. • Creation of Purchase Orders

• Maintains a detailed contract register for contracts under management. • Work closely with all stakeholders — e.g. Strategic Sourcing, Legal, SCM Governance, Engineering, Finance, etc. — to expedite contract development and management processes. • Manage interactions with suppliers to resolve disputes around operational issues. • Conduct awareness sessions on applicable internal policies and legislative acts and regulations that impact on Contract management • Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

• Advise End Users and other relevant stakeholders on course of action related to claims and contractor non-performance. • When required, handle special assignments and projects. • Report to the respective internal stakeholders on a monthly basis on all contract activities, spend against target and period remaining on contracts. • Completes and issues a Contract Review Record and ensures that relevant issues from the review are fed back into the procurement process. • Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service. • Advise clients and Tactical Procurements / Strategic Sourcing teams on courses of action related to claims and contractor non-performance. • Liaise with Legal Department in interpretation of contract clause and contract legal dispute resolution.

• Create responses to non-routine correspondence and handle special assignments and problems such as responses to enquiries and bid protests. • Monthly reporting to management based on agreed reports. Prepare ad hoc reports when required. • Attend contract review meetings with suppliers based on the Contract Management Plan. • Identify contract challenges resulting from the procurement process and feed back to the Procurement teams, • Assess commodity TCO costs and feed back to Procurement to assist when tenders are issued.

• Review contractors’ annual escalations and utilizing the relevant indices and market intelligence, engage suppliers to limit escalations. • Develop and Manage supplier performance management dashboard. • Where required, review TDR/RFS before RFP/RFQ are issued in order to recommend inclusion/removal of clauses to mitigate identified risks; critical for NEC contracts.

Qualifications and Experience

• Bachelor’s degree in Supply Chain Management, Logistics & Operations, Commercial, Engineering, Legal or Financial OR • National Diploma in Commerce or Finance including a minimum of Level 4 CIPS Diploma. • A post-graduate degre in Supply Chain Managemnt, Law, Business Management, Finance, Commercial, MCIPS will be and added advantage. Experience • At least 6-8 years’ experience in managing tenders and/or contracts management, preferably in Public Procurement • Minimum 3 years at managerial level. • Good negotiations skills. • Experience in contractual dispute resolution • Experience in the NEC3 suite of Contracts and the CIDB Act and regulations are mandatory for CIDB Contract Management roles. Standard Requirements • Minimum Driver’s license of code 8 • Travel as required by the business Competencies

• Strategy & Sustainability • Strategic Thinking Translates strategies into measurable goals and objectives to achieve the organisations vision. • Commercial Awareness Keeps abreast of internal and external factors that can impact the business; is aware of developments in organisational structures, economics and politics where relevant