Seddiqi Holding is a Family-owned and managed company with a unique, diversified portfolio of businesses and brands across numerous sectors. The business includes Ahmed Seddiqi & Sons, Seddiqi Properties, Swiss Watch Services and Mizzen.
We are looking for an Assistant Manager - Contracts (Contract Role One Year) who would be responsible for establishing the contract management database for Seddiqi Holding along with other contract management processes and systems. The tasks require project management across the organization to include not only procurement but other areas such as Legal and Leasing. There are a number of project related tasks to be completed with this objective such as assessment of a suitable contract administration tool (Smartsheet or SAP Ariba), capturing contract related information, standardization of document requirements, capturing important contracted related data (such as expiration dates).
This role will also provide back up support to Procurement Operations including administering day to day tasks related to tactical and operational procurement, centralized purchasing, contract administration, supplier administration and other administrative related activities for the department.
Key Responsibilities:
Contract Workflow (Legal)
To create, design and implement a workflow tool for legal whereby Procurement (and the business) can request the review of a contract. This requires to be online (such as Smartsheet), to include eform functionality, notifications and automate workflows to help manage their volumes and work queue as well associated SLAS/TATs and to provide insights into the number of volumes Legal are processing across the business.
- Create workflow tool for Legal to manage all contract requests from Procurement and the business
- Setup automated notifications to Legal, end user and Procurement when status changes (such as the job has been assigned/started by a legal rep or ot has been completed)
- Provide UAT and stakeholder input as part of the process
- Launch it to the business including training and communication (if required)
Contract Administration
Establishing a process whereby contracts and agreements can be managed from a markup perspective collaboratively across teams (such as Legal and Procurement):
- Assess the use of the SAP Ariba Contract Administration Module including implementation plan to turn the module ON
- Assess the work hours saved from switching to such process over manually based processes (such as email and word)
- Co-ordinate with IT and external SAP partners to establish a launch plan across the relevant teams
- Understand how the module would then integrate with other processes such as the contract management database, Adobe, and Ariba Sourcing module.
Contract Management Database
- Responsible for the setting up and establishing an enterprise contract management database solution
- Responsible to select the required tool to establish the database
- Responsible to co-ordinate across multiple teams the requirements of the project
- Updating all stakeholders with regular updates of progress on the project
- Capturing all contracts in a standardized format (line item data and document file) which can be collated into one database
- Ensuring a high level of data quality and consistency across the database
- Setting up processes to notify procurement and the stakeholders of expiring contracts
- Establishing reporting requirements for contract expiration data
- Establishing processes to manage redundant and expired contracts
- Establishing processes to capture all newly executed contracts
- Write a procedure to ensure there is governance of the data
Contract Management Procedure
The employee is responsible to independently review all group procurement contracts and approves for final issuance to the vendor.
Develop a procedure that is applicable for all agreements placed by Group Procurement department which exceed a predetermined total annual spend taking into consideration the following steps:
- Issuance and receipt
- Contract Review
- Contract Risk Management
- Comments and suggestions
- Finalization
- Issuance or post contract amendments
Project Management
- Create project plans detailing project schedule, resource/budget estimates, quality requirements and metrics, and organizational change management activities.
- Evaluate internal resources or external agencies required for the project
- Define and document project work breakdowns, monitor task, status, update work estimates and incorporate new tasks into plan as needed.
- Work closely with the business, management and IT to ensure the requirements are fulfilled
- Build functional and technical specifications according to the requirements and the budget allocated.
- Manage database implementation by collaborating with cross-functional teams, including IT, Marketing, Sales, Brand management, Finance and Legal
- Anticipate and manage risks or issues which may rise.
Operational
- Executes all procurement tasks including but not limited to understanding end user needs, contacting vendors, getting quotations, negotiating purchases and drafts contracts and evaluating indirect vendors.
- Manages the vendor registration process and associated vendor data management activities
- Manages the Procure to Pay process including oversight of PRs (governance of information held on the PR), provides feedback to business where information is incorrect, processes the PO and engages other team members where appropriate (e.g. sourcing team).
- Creates Purchase Orders and Contracts using SAP Ariba
- Creates and issues RFQs and handles internal coordination using SAP Ariba
- End to end procurement contract management including renewals
- Manages administrative tasks for all related processes
- Supports the implementation of the centralized purchasing function within Procurement Operations
- Prepares, maintains and distributes various reports (such as spend analysis) for the team and management
- Supports in development of innovative procurement methodologies to identify and implement cost saving opportunities
- Assists in vendor evaluations, and administers registration, pre-qualifications and selections
- Becomes the SAP ARIBA expert user providing support and guidance to the end users.
To be successful in this role, you should have:
- 5-8 years job related experience and minimum 3 years working in a contract management related role covering oversight of contracts, database and related processes.
- Experience with an ERP / e-procurement system such as SAP Ariba within the contract workspace, contract module and database
- Experience with SAP Ariba's contracting module and database is preferred.
- Experience in SAP ARIBA SLP, Sourcing, P2P, Contract Management.
- Well versed with Procure to Pay and Request to Contract processes
- Clear understanding of and experience with Indirect Contracts and related terms and conditions.
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