Contract Specialist

Contract Specialist

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: F

Reference: req6032

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

1. Reporting to the Contracts Manager, the Contracts Specialist (CS) is required to safeguard TRIM’s financial, operational, and legal interests throughout the entire lifecycle of a contract 2. Actively managing agreements from drafting through to close-out, the CS bridges the gap between legal frameworks and day-to-day business operations to maximize commercial value and minimize organizational risk 3. To provide a professional, efficient and effective Contract Management service to the business and enhance supplier relationship management. 4. This includes knowledge and analysis of services and materials to be placed on contract, ensuring tender documents issued are legally and technically compliant. 5. 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

1. Pre-contracts planning. 2. Manage the development and implementation of contracts in line with Transnet’s Contract Management Policy/s, Contract Management Frameworks, Contract Management Standard Operating Procedures and the respective Procurement Manuals. 3. Implement and Manage Procurement cost saving initiatives as per the TRIM Plan. 4. Lead the negotiation and conclusion of contracts after award. 5. Provide administrative contract management support throughout the contract lifecycle. 6. Evaluate contractual terms and conditions and provide recommendations. 7. Proactive management of contract lifecycle milestones for a portfolio of contracts. 8. Ensure adherence to contractual rights and obligations in line with the signed agreement. 9. Development and submission of contracts to Legal for review and tracking thereof to ensure timeous sign off by the parties.

10. 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.11. Track contract development of contracts at Head Office and at the Corridors, giving support to the respective Contract Managers. 12. Liaise with internal stakeholders and suppliers in the development of SLAs with suppliers/contractors. 13. Review of tenders prior to issue (where applicable) to minimize risks to TRIM. 14. Where required, establish clear adjudication criteria for award of tenders, including additional specific requirements e.g. PCl. performance guarantees CIDB certificates etc. 15. Maintain proper record and storage of all contracts and related documents (pre and post award) 16. Ensure that documents to be actioned by the Operation al Contract Managers are completed and stored.

17. Ensures that contracts specify arrangements for regular monitoring and that formal review meetings are held as per schedule.18. Create and maintain contracts on SAP ERP / TDPS and ensure alignment with approved values and periods. 19. Development and implementation of contracts in line with the Division's purchasing strategies/ plans. 20. Ensures that contracts specify the outcomes required, together with clear criteria relating to, but not limited to, costs, quality assurance, service standards. 21. Contributes to the development, review, and approval of new or improved procurement policies and procedures from a contracts management perspective. 22. 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.

23. Creation of Purchase Orders 24. Maintains a detailed contract register for contracts under management. 25. Ensure that all contracts are loaded on SAP ERP and TDPS. 26. Effectively manage contracts to expiry. 27. Develop, roll out and manage a contract lifecycle management system for the Division. 28. Work closely with all stakeholders — e.g. Strategic Sourcing, Legal, SCM Governance, Engineering, Finance, etc. — to expedite contract development and management processes. 29. Manage interactions with key suppliers to resolve disputes around operational issues. 30. Ensure communication of poor supplier performance information to critical stakeholders. 31. Has firm grasp on National legislative framework on public procurement and Transnet policies on Procurement and Contract Management. 32. Conduct awareness sessions on applicable internal and external policies, regulations and laws that impact on Contract management and monitor and report on progress with achieving of targets.

33. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service. 34. Advise clients and Commodity Managers on courses of action related to claims and contractor non-performance. 35. Maintains liaison with purchasing representatives of other SOE’s to benchmark consistency in procedures. 36. When required, handle special assignments and projects. 37. Report to the respective internal stakeholders on a monthly basis on all contract activities, spend against target and period remaining on contracts.

38. Completes and issues a Contract Review Record and ensures that relevant issues from the review are fed back into the procurement process. 39. Undertakes compliance action where appropriate. 40. supervises and participates in the preparation of written financial and administrative reports. 41. Interprets contract provisions and reviews contracts for accuracy and changes prior to award and renewal.

Qualifications and Experience

1. Bachelor’s degree in supply chain management, Commercial, and/or Law 2. National Diploma in Commerce or Finance 3. At least 3 – 5 years' experience in managing tenders and contracts management, preferably in Public Procurement/Contract Management. 4. Managerial experience would be an advantage. 5. Experience in the NEC3 suite of Contracts and the CIDB Act and regulations are mandatory for CIDB Contract Management roles 6. Good negotiations skills. 7. Experience in contractual dispute resolution •Other Requirements 1. Trust and Honesty in the handling of Finances as per the national Credit Act Amendment 19. 2. Willing to undergo State Security Agency (SSA) vetting. Standard Job Requirements • Driver’s license code 08 • Travel as required and approved 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 •Innovating Generates new ideas or solutions by thinking "outside of the box"; reviews current processes or systems and identifies ways to optimise them •Inspirational Leadership •Inspiring People Inspires, motivates and empowers team members to do their best •Managing Talent Provides clear direction and sets performance standards/requirements for the team. •Leading Change Manages and directs change initiatives. •Embracing Diversity Manages and promotes equal oppo unity and has an appreciation for diversity in the workplace. •Business Performance and Delivery •Lead Business Performance Manages the business to be more efficient and effective •Strategic Decision Making Is decisive and takes full accou