Contract Manager X 2

Job Description

The Contact Manager provides operational and coordination support for the effective execution of contract management, procurement planning, and service provider performance reporting within the Infrastructure Delivery Division (IDD). The role supports the Team Leader by handling the high volume of contracts and projects, ensuring that key administrative, tracking, and reporting processes are executed efficiently, accurately, and in compliance with organisational and regulatory requirements.

Key Responsibilities

KEY PERFORMANCE AREAS

1. Contract Management

• Prepare and maintain accurate contract files and registers, tracking key milestones, deliverables, and expiry dates.
• Coordinate contract signature processes and support document filing, version control, and audit readiness.
• Liaise with internal teams and service providers to obtain documentation and inputs needed for contract execution.
• Provide contract management advice and support, in collaboration with IDD Legal, in the execution of project specific contracts and agreements between the Infrastructure Delivery Division (IDD) and professional service providers, contractors, suppliers, and third parties.
• Analyse contract terms, conditions, and obligations to ensure compliance with legislation, regulatory requirements, internal policies, and industry standards.
• Monitor and audit existing contracts, refer contract amendments, addenda, variations, etc., to IDD Legal and manage the full lifecycle of contract modifications.
• Conduct contract risk assessment and trend analysis and recommend mitigation strategies to safeguard organisational and project interests.
• Track and monitor contractor performance and compliance against contract deliverables, milestones, guarantees, insurance requirements, and other conditions precedent.
• Communicate contract obligations, implementation requirements, and updates to programme and project delivery teams.
• Prepare and evaluate contractual claims (e.g., extensions of time, prolongation costs, acceleration costs, and professional service claims) and provide strategic input on contractor claims.
• Liaise with service providers and internal stakeholders on contractual matters such as delays, variations, extensions of time, and contractual compliance rules.
• Prepare and present management reports on contract status, performance, risks, and dispute resolutions.

2. Contract Performance Monitoring and Evaluation

• Facilitate the development and implementation of KPIs and performance measures for contracts, projects, and service providers.
• Monitor contract compliance, performance milestones, deliverables, service level agreements (SLAs), and contractual obligations.
• Conduct regular contract audits and performance reviews to identify risks, trends, variances, and underperformance.
• Analyse contractor and service provider performance data, including supporting evidence against KPIs and SLAs, and recommend or implement corrective action plans where required.
• Generate dashboards, reports, and performance insights to support informed decision-making and continuous improvement.
• Drive continuous improvement initiatives to enhance contract performance, compliance, governance, and value realisation.
• Coordinate and support the scheduling and facilitation of performance review sessions with internal stakeholders and service providers.

3. Procurement Planning Coordination

• Support procurement planning processes by coordinating inputs from internal project teams.
• Assist with document preparation for tenders and RFQs, ensuring completeness and formatting compliance.
• Maintain trackers of procurement timeliness, bid evaluations, and award progress
• Prepare supportive documentation for procurement reviews, internal governance forums, and audit checks.

4. Reporting and Contract Compliance

• Prepare accurate monthly, quarterly, and ad hoc reports on contract status, procurement progress, compliance matters, and service provider performance.
• Produce management dashboards, performance reports, and analytical insights by monitoring contract metrics, operational indicators, and governance requirements.
• Analyse contract and operational data to identify trends, risks, variances, improvement opportunities, and strategic insights.
• Maintain accurate and up-to-date contract records, documentation systems, trackers, registers, and reporting tools.
• Monitor adherence to compliance requirements relating to contract documentation, record keeping, governance controls, and approval processes.
• Support governance submissions, management reviews, audits, and internal reviews through the preparation of accurate documentation, reports, and reporting inputs.
• Contribute to the implementation and enhancement of digital contract management systems, trackers, and reporting tools to improve process efficiency, data integrity, compliance monitoring, and reporting accuracy.

Key Measurements of Outputs

• Adherence to contract governance and internal policy requirements achieved across all contracts.

• Successful completion of internal and external audits with minimal findings and effective resolution of identified issues.

• Percentage of contracts reviewed, processed, and administered within agreed turnaround times.

• Accuracy, completeness, and maintenance of contract registers, tracking systems, filing structures, and supporting documentation.

• Effectiveness of contractor and service provider performance monitoring against contractual obligations, milestones, KPIs, and SLAs.

• Timely production and quality of contract performance dashboards, audit reports, governance reports, and management reporting outputs.

• Percentage of identified contract-related risks mitigated through proactive legal, commercial, and operational interventions.

• Reduction in contract administration issues, compliance gaps, and documentation deficiencies through proactive management and oversight.

• Timeliness and quality of reporting inputs prepared for governance structures, audits, management reviews, and compliance submissions.

• Continuous improvement in contract management processes, compliance monitoring, reporting accuracy, and operational efficiency.

Expertise & Technical Competencies

QUALIFICATIONS AND EXPERIENCE

Minimum Requirements

• A Bachelor’s Degree in Law, Commerce, Supply Chain Management, Business Administration or related field.

Minimum Experience

• A minimum of 7 years’ experience in legal and contract drafting, contract management in an infrastructure or public sector procurement process.
• Experience working on high-volume infrastructure or construction projects.
• Experience in construction law.
• In-depth knowledge of the PFMA and Treasury Regulations.
• Knowledge of the JBCC, NEC, GCC, CIDB, FIDIC and other industry contracts.

Desirable Experience

• Postgraduate qualification in Contract Management
• Exposure to digital contract management or procurement systems

TECHNICAL COMPETENCIES

a) Knowledge of Contracts

• Monitors contractor compliance to identify, document and resolve potential or actual problems. Determine which contractual remedy, if any, applies and employ that remedy.
• Conducts post-award orientation, monitors contract performance and takes necessary action related to delays in contract performance.
• Evaluates the impact of selected issues to determine the need for top management involvement.

b) Procurement Services

• Detailed understanding of relevant procurement processes and procedures.
• Thorough knowledge of local vendors for a specific area of procurement.
• Collects and analyses relevant market information.
• Develops terms of reference, prepares proposal request documents.
• Extensive knowledge of the offer soliciting process, tendering process, evaluation of bids, negotiation, and award process.
• Generates appropriate documents a