Contracts Executive

KEY ACCOUNTABILITIES

(A) MAIN CONTRACT (SINGAPORE & THAILAND)

1 To keep a record of all main contract signed copy for new and existing projects

2 To prepare a lookout list for distribution to project team and to conduct a training to project team at start of every new project to highlight interim notice, eot process and its timeline of submission and all other necessary guidelines

3 To attend to project team's request to prepare correspondences regarding

a) extension of time (EOT) & claim

b) notices c) contractual advise.

4 To analyse company's position on every case and discuss w/ project team and/or management whenever necessary to finalise its strategy and approach

5 To provide contractual advise and interpretation when required (SG/TREL/TRELI)

6 To support all BUs in highlighting critical requirement and any deviation in compliance with terms & conditions from pre-contract stage to project close-out

7 To assist all BU/Dept in highlighting any deviation in the terms and conditions of contract

8 To provide support in all main contract matters (SG/TREL/TRELI)

9 To assist contract exec in drafting correspondences (letters/notices/requests etc) whenever required

10 Prepare a lesson learnt and submit report to management for distribution and discussion to project team on semi-annual basis

11 Maintain a monitoring log for each request

12 To archive relevant documents from each request into the shared drives upon closure of the request

(B) DISPUTE

1 To study/investigate the dispute through discussions with internal parties, examination of project documents (i.e. letter by BU, client correspondences/letters, schedule and all relevant contract documents.)

2 Give contractual advise and path-forward for dispute resolution or defend company from claims

3 Draft letters and/or correspondences to protect the company's interest

(C) CONTRACT REVIEW

1 To attend to tender contract review requests by BDD and project team

2 To study and review the tender documents (i.e. main contract, general terms & condition, annexes) and prepare amTender Lookout List to highlight any risk exposure

3 To reply to any tender clarification raised by client

4 To review and evaluate Rotary's partnership agreement to subcontractor including drafting of any agreement

5 Review and comment on tender analysis prepared by project stakeholders before it is presented to the client

6 To develop SOP guidelines and to provide guidance and trainings

7 Maintain a monitoring log for each request

8 To archive relevant documents from each request into the shared drives upon closure of the request

(D) TRAINING & ORIENTATION

1 To prepare training materials

2 To conduct training for BU's on contract management (guideline / improvement)

3 To oversee the orientation program of new staff(s) in the department

(E) ADMINISTRATIVE MANAGEMENT (DEPARTMENT)

1 Procurement Outlook - Prepare and develop the yearly presentation

2 Upkeep of IMS Forms / Procedures

3 To facilitate the yearly e-Vendor Code of Conduct Exercise

4 To facilitate the yearly Vendor Evaluation

5 CAPEX processing for department

(F) ADMINISTRATIVE MANAGEMENT (MAIN CONTRACT)

1 Develop Folder / Records Filing system for Project Contracts

Tender Projects

On-Going Projects

Closed Projects

2 Oversee the records keeping of Main Contracts documents

3 Develop IMS procedures for Main Contracts Management

4 Standardising the Main Contract Procedures (requests, drafting, advise, review)

5 Develop the FAQ / Outline strategy or framework of proposed actions for the enquiry

6 Craft and Develop a library of letter templates

REPORTS:
1 Submit monthly contracts report at first week of the month.

2 Maintain to-do list for daily activities and update via Whatsapp

4 To generate / prepare Vendor Pre-Qualification Lookahead report on a quarterly basis and present in Proc. Calendar Meeting when necessary

5 To submit a monthly price history update for galvanising, scaffolding, cement lining every end of each month

**Education**:

- Bachelor's or equivalent (preferred)

**Experience**:

- oil and gas: 2 years (preferred)
- procurement: 2 years (preferred)
- contracts executive: 2 years (preferred)