Contract Management Support Executive

7 months ago

London, United Kingdom Transport for London Full time

**Contract Management Support Executive - NRA**
**043486**

**Organisation**
- TRACK MAINTENANCE AND RENEWALS

**Job**
- Contract Management

**Position Type**
- Full Time

**Salary - **Circa £37,000 to £42,000 depending on skills, knowledge and experience
**Location -** Southwark
**Contract Type** - TfL

**Overview of project/role**

The National Rail Agreements (NRA) team manages a portfolio of circa 78 operationally/safety critical contracts between London Underground Limited (LUL) and Network Rail (NR) and Train Operating Companies (TOCs) comprising:

- Track Access Agreements (TAAs)
- Station Access Agreements (SAAs)
- Traction Power/control Agreements.

TAAs and SAA’s confirm infrastructure ownership and responsibilities and must be in place for LUL and mainline rail services to operate. The agreements specify the assets, services, and access to be provided, linked to performance measures/payment penalties.

One of the prime functions of the NRA team is to manage key stakeholder relationships and commercial management across Network Rail, Train Operating Companies (TOCs), Office of Rail and Road (ORR) and Department for Transport (DfT).

The Contract Management Support Executive supports the Contract Management Executives and LUL senior managers with the day-to-day contract management and procurement of external suppliers by assessing cost, quality, and time performance, in accordance with TfL’s governance and procurement processes.

The Contract Management Support Executive has responsibility for ensuring that the TfL SAP Ariba and Guided Buying processes are correctly managed, that contract performance is effectively monitored and that payments are made in an accurate and timely manner.

The job holder will play an important role in ensuring that LUL maintains professional and productive relationships with its suppliers.

**Key Accountabilities**

***
- Assist reviews/negotiations of contracts during their term to ensure continued fitness for purpose with respect to scope, budget and performance, risk and be responsible, day to day, for the development, negotiation, and agreement of contract variations
- Assist the Contract Management Executives in confirming that internal procurement management processes have been followed and that accurate and auditable records of procurement process compliance are maintained
- Preparation and collation of contract documentation and governance papers for hard copy and e-procurement
- Creation of Shopping Carts and Purchase Orders in SAP
- Assist Contract Management Executives to ensure that contract authority levels are not exceeded without authority
- Assist Contract Management Executives and Senior Commercial Manager to review and approve invoices and payment certificates to ensure the timely and accurate payment of suppliers
- Ensure that the Contract Management Executives and Senior Commercial Manager are aware of contractual issues and payment discrepancies as they arise
- Identify and escalate best practice and any relevant risk management suggestions
- Plan and engage with key stakeholders to understand contract requirements and build/maintain effective working relationships.

**Skills, Knowledge & Experience**

***

**Knowledge**
- Literate with English language GCSE (essential) or higher (desirable)
- Willingness to undertake training towards professional qualifications desirable
- Awareness of risk management requirements and the allocation of risk through procurement and contractual arrangements desirable
- Understanding of business and commercial issues facing an organisation with a significant external supplier base desirable

**Skills**
- Numerate with an ability to assess the accuracy of suppliers’ financial submissions desirable
- Ability to analyse complex data, draw conclusions and produce accurate reports and presentations desirable
- Ability to communicate effectively, both orally and in writing, with people at all levels across the organisation and externally desirable
- Ability to build effective working relationships, with people at all levels across the organisation and externally essential
- Ability to work flexibly as a part of a small highly focussed team desirable
- Ability to plan and manage tasks to time, budget and quality essential
- Ability to use Microsoft Office (Outlook, Word, Excel) to basic level essential

**Experience**
- Experience in purchase order management and administration and proven experience in using supporting office systems. Some experience in the use of SAP or other electronic procurement and invoice management systems essential
- Experience in the administration of standard and or bespoke contract forms essential
- Experience in the evaluation of suppliers’ financial submissions and commercial data desirable
- Experience of building effective working relations with people at all levels across an organisation and externally desirable
- Experience of working in a team-based service environment desirable

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