Contract Administrator

SUMMARY:
International EPC in the Oils and gas industry ahs a opportunity for a Contracts Administrator within the offices based in Indonesia

POSITION INFO:

Qualification:
Shall have engineering background (graduate or diploma holders working as Contract Administrators or Contract Engineers) or chartered quantity surveyors (RICS or equivalent) or Law graduates working as Contract Administrators.

Experience:

Minimum 7-12 years’ experience in oil and gas environment is Mandatory.

Main Responsibilities

Ensure that, during project execution, contractual requirements are fully addressed up to final acceptance of works and completion of all project close-out activities

Addresses all aspects related to the contracts / subcontracts with the contractors/subcontractors under the instructions of the Branch Management and the guidance of the Contracts Manager during contracts/subcontracts preparation

Execution and closing phase with the objective of respecting the requirements and in strict compliance with the Company Branch and related Projects (when applicable) Procedures and guidelines, and mitigating potential disputes (if any).

Tasks:

1)     Verify the completeness of contract documents (consistency check) and distribute them to project team members;

2)     Track client, subcontractors, vendors obligations;

3)     Administer the contract ensuring that project is performed in line with contractual obligations;

4)     Liaise with project team, coordinate Project Contract Review, participate to meetings, manage and file all correspondence having a contractual relevance exchanged during project execution with clients, partners, subcontractors, vendors and authorities;

5)     Monitor contract risks of critical work packages (subcontractors, vendors) and propose remedial actions;

6)     Manage the change process on the project, including change orders, claims, back charges, penalties, new prices, dispute handling and resolution (except for litigation and arbitration) towards clients, main subcontractors and key vendors, ensuring that notices and notifications are issued as per contractual requirements, and participate in the generation of additional revenue as entitled by the contracts;

7)     Check consistency between records, reports and correspondence, verify supporting documentation for invoicing and monitor that payments received are in line with the contractual terms;

8)     Prepare reporting for project, company and corporate;

9)     Maintain necessary liaison with other competent Company functions, in particular with Financial Administration, Insurance, Procurement and Risk referents;

10)  Ensure all Project Certificates are duly issued by clients (e.g. Milestone Completion Certificates, Mechanical Completion, Handover Certificate, Provisional Acceptance Certificate);

11)  Addresses Change Orders documents (with respect to both the contractors, subcontractors suppliers etc.) and supports Contract Manager in preparing any claims towards clients and/or evaluating the claims from subcontractors/suppliers/other vendors in case of non-resolved disputes;

12)  Coordinating and administrating all contractual correspondence between contractors and the Project, as well as legal correspondence between the Project and the Client;

13)  Prepares the milestones completion notices and coordinates collection of the necessary back-ups;

14)  Collection of adequate files and register of all Bonds and Guarantees ensuring in liaison with Administration function that such bonds and guarantees are issued and returned / discharged;

15)  Whenever in any event, which may give raise to the issue of a precautionary notice of accident in accordance with the provisions of the Contract and/or of the Policy, occurs. Subsequently follows-on the evolution of the event, providing support for the orderly build-up of the documentary evidence to be used to substantiate the Insurance Claim;

16)  Solicits or ensures notification and submission of requests and notices, documents, in particular for those subject to time limits;

17)  Provides a contractual and, when appropriate, technical assistance to the Project Team for any legal/contractual issue. Also provides the Legal Department, under the guidance of the Contract Manager, with all information and Project documents required in case of Legal proceeding or Arbitration;

18)  Handle contract related correspondence and provides advice and support for the management of claims \ litigations with clients, contractors, subcontractors, suppliers etc..

19)  Capability to address rights and responsibilities in a legal perspective, highlighting pros and cons in relation to a certain variation, dispute or claim, distinguishing the commercial and legal constraints Negotiation skills and accuracy in recording information and data related to a dispute;

20)  Capability to manage the contract from the moment of the signature to the completion under different aspects: keeping the contractual correspondence with the Client and Subcontractors, knowledge of invoicing and payment process, as well as recording of significant data and goals relevant to the project execution, notify the milestone reached, the expiry of guarantees Implement an effective management of change in conjunction with other Project functions;

21)  Full comprehension of all legal obligations and responsibilities arising out of the contracts entered into by Company, whether with clients or subcontractors and suppliers. Including any ancillary obligation related to bank or parent Company guarantees, performance and warranty bonds and Italian legislation on public works;

22)  Knowledge of methods applied to plan work execution and to monitor its progress also in relation to the associated payments obligations and delay risk. Monitor the timely execution by the entities involved in the Project (Client, Partners, Subcontractors and Suppliers) of their respective activities and obligations;

23)  Reporting and analysis on major aspects of the project (progress status; payments, change orders, claims, bank guarantees, bonds and retention, parent company guarantees) in accordance with Project and Company procedures and instructions;

24)  Knowledge of  Project Cash Flow principles (Project significant incomes and outcomes), Project Cost Control, Revenues maximization;

25)  Knowledge of key principles governing the management of a project, such as planning and control, contract change management, interface management, material procurement lifecycle, etc.;

26)  To handle differences, conflicts and negotiations in an assertive manner while trying to find a solution that will be shared by the parties and will not burn bridges(win-win optic);

To collaborate productively in the pursuit of shared objectives and contribute towards creating a positive climate in the team by assigning value to integration.

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