1. Position Information
- Position Title: Contract Officer
- Reports To: Manager – Planning & Contracts
- Department: Supply Chain
- Working Environment: Office-based
2. Job Purpose
The Contract Officer provides comprehensive contracting support to the Contracts Team throughout all stages of the tendering and procurement process. The role primarily involves preparation, coordination, documentation, and administration of the full contract lifecycle, ensuring compliance with company policies, budgetary requirements, and regulatory standards.
3. Key Accountabilities, Responsibilities & Authorities
A. Contract Development
- Prepare documentation for new tenders including RFQs, ITBs, and RFPs.
- Maintain the Contracts Database and monitor contract expiry and renewal timelines, advising the Contracts Team on timely actions.
- Assist the Contracts Team in contract preparation and ensure budgetary clearances are obtained.
- Track tender and contract status and reconcile contract records and accounts.
- Monitor contract expenditures against approved budgets and contractual ceiling amounts.
- Provide inputs into procurement planning activities as required.
- Coordinate and prepare documentation for technical and commercial bid openings and update related databases.
- Support bid opening and evaluation activities under the supervision of the Contracts Team, including preparation of abstract offers and bid analysis reports.
- Compile reports, meeting minutes, and data for management review and Annual Reports.
- Coordinate with QHSE departments for contractor and supplier audit visits.
- Perform any other duties as assigned by management.
B. Documentation & Records Management
- Maintain a database for subcontractor performance on all awarded contracts in coordination with the Projects Team.
- Maintain records of all contract variations requested by subcontractors.
- Ensure proper record-keeping of all contracts and variations, categorized per project.
- Ensure electronic archiving aligns with available hard copy documentation.
- Provide required documentation to facilitate End User Certificates (EUCs).
- Coordinate with the Finance Department to resolve payment-related issues impacting contract execution.
C. Quality, Health, Safety & Environment (QHSE)
- Ensure compliance with all relevant quality, health, safety, and environmental policies, procedures, and statutory requirements.
- Promote safe working practices and ensure delivery of high-quality work in line with organizational standards.
D. Continuous Improvement
- Proactively identify opportunities to improve systems, processes, and practices by adopting international best practices.
- Support initiatives aimed at process efficiency, cost reduction, and productivity improvement.
E. Policies, Systems, Processes & Procedures
- Recommend improvements to departmental policies and procedures.
- Support implementation of controls to ensure compliance with internal and external requirements while delivering cost-effective services.
F. Progress Updates & Reporting
- Prepare accurate and timely departmental reports in line with ADSB policies, standards, and management requirements.
4. Communications & Working Relationships
Internal Stakeholders
- Supply Chain Head
- Section Head – Planning & Contracts
- Purchasing Team
- Planning Team
- Material Management Team
- Section Head – Technical Procurement
External Stakeholders
- Suppliers and Key OEMs
- Clients
6. Qualifications, Experience & Skills
Minimum Qualifications
- Bachelor's Degree in Engineering or an equivalent qualification.
Minimum Experience
- Minimum of 5 years experience in contract management and/or supply chain operations, preferably within shipyards or naval environments.
Job-Specific Knowledge & Skills
- Strong knowledge of contracting principles and supply chain processes.
- Understanding of sourcing, RFQ/RFP preparation, negotiations, cost and pricing analysis, and evaluation methodologies.
- Knowledge of commercial terms and conditions, Letters of Credit (LOCs), INCOTERMS, and Euro-norms.
- Excellent written and verbal communication skills.
- Strong analytical, organizational, and problem-solving abilities.
- Proven negotiation and contractual dispute handling skills.
- Self-motivated and capable of working independently with minimal supervision.
- Ability to manage complexity, resolve issues, and work effectively with multiple stakeholders.
