Contract Manager

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 businessCompetencies
• 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 opportunity 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 accountability for decisions
• Business Acumen Understands and deals with various business situations using obtained knowledge and a broad spectrum of expertise
• Analysing Thinks in a systemic way and is open to new approaches
• Relationship Management Communicating Effectively Communicates the business strategy and objectives in a clear and manner
• Collaborating and Networking Build wide and effective relationships with people inside and outside of the organisation to help achieve the organisations goals and objectives.
• Service Orientated Leads by example; strives for a customer centric culture where everyone acts with the customer in mind
• Persuading and Influencing
• Corporate Governance & Compliance
• Leading Governance
• Leading Safety Practice
• Leading Risk Management
• Personal Mastery
• Learning and Applying Expertise
• Resilience
• Emotional Intelligence
• Vigour & Personal DriveEquity StatementPreference will be given to suitably qualified Applicants who are members of the designated groups in line with the Employment Equity Plan and Targets of the Organisation/Operating Division.

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