Purpose

The Supply Chain Contract Administrator will support multiple work streams (Contract Preparation, Contract Compliance, Contractor Onboarding, Competitive Sourcing Exercise Development/Evaluation, Accounts Payable Support, Team Scheduling Administrator) within the onsite Supply Chain Team to further optimize current work processes while enabling the onsite Supply Chain Team to focus on strategic delivery of the business objectives at the asset.

Accountabilities:

• Coordinate office activities and operations to ensure efficiency and compliance to company policies.
• Photocopy and print various documents, sometimes on behalf of other colleagues.
• Organize and store paperwork, documents, and computer-based information.
• Create and maintain filing and other office systems.
• Keep oversight of team calendars and arrange appointments.
• Schedule and attend meetings, create agendas, and take meeting minutes.
• Track stocks of office supplies and place orders when necessary
• Book meeting rooms and conference facilities
• Liaise with staff in other departments and with external contacts.
• Organise travel and accommodation for staff and other external contacts, as needed.
• Submit timely reports and prepare presentations/proposals as assigned.
• Knowledgeable of site policies and requirements.
• Submit the required forms (visitor’s form, maintenance requests, etc.) and act as the dept escort for visitors to the site, where required.
• Invoice review, audits, reporting, and resolution support in conjunction with AP department.
• Create and update records and databases, data management, in spreadsheets and reporting (experience with SalesForce and Power BI preferred).
• Organize and schedule team meetings and team building events.
• Assist colleagues whenever necessary.
• Preparation of Contracts to support end to end Supply Chain Strategies at the asset through the recommended Contract Authoring Tools within SAP Ariba.
• Apply the Category Management Contract Procurement (CMCP) process and CP operations practices while focussing on contribution to the business drivers and not compromising on compliance for HSSE&SP, E&C, Code of Conduct, Laws, and regulations.
• Understand the business organization, business drivers and external environment and support the Supply Chain Teams delivery of supply chain end to end processes, category strategies and contracts.
• Development of Request For Information (RFI) and Requests for Proposal (RFP) Packages to include support of evaluation of submittals to facilitate a professional sourcing exercise that is in line with CMCP guidance and in close collaboration with the business.
• Provide direct support to Supply Chain Team for Information Inquiries that include Contractual, Legal, Tax, and Financial verification requirements.
• Support timely and efficient resolution of Invoice Issues that arise within Supply Chain Team
• Liaise for onsite Supply Chain Team with Organization Support Functions that include Track Administrators, Accounts Payable, and Supply Chain Operations
• Manage relationships across the end-to-end supply chain and work together to achieve the desired business outcomes.
• Determine the right remuneration model (e.g., output-based contract) to encourage the right behaviours and expectations from suppliers to optimise alignment of supply chain and asset delivery.
• Ensure integrated ways of working with business and suppliers.
• Learn and Adapt to new software/systems and processes and use them to continuously improve efficiencies.
• Manage Contract/Vendor setup and implementation in support of the business and Supply Chain team
• Provide direct support to Supply Chain Team to properly onboard contractors as per site policies to ensure Contractors are set up for the safe execution of identified scope of work.