Contracts Management Officer

2 months ago

Oxfordshire, United Kingdom Novax Recruitment Full time

Contracts Management Officer
Oxfordshire
Full-time temporary contract
£15.66 per hour

Purpose of the role:

- To support and advise the Contract Manager, Service Manager and Transport Leadership Team on best practice financial governance for the partnership.

Implement and support the business processes of the partnership. Support the Contract manager in business process reviews to improve overall performance and drive efficiency savings.
- Provide administrative support to the Contract Management Team

**Responsibilities**:

- Raise Task Orders using IBC/ HIAMS
- Liaison between Budget Holders/Milestone to chase TO’s. CE’s etc
- Process CE’s
- Monthly Application -including upload to TEAMS, checking all POs for balance, ensuring correct POs are used and processing Invoices (Team effort)
- Monthly meeting with Provider to review over value TO’s and o/s CE’s
- Maintain Team spreadsheets (along with rest of team) to ensure accurate records of Task Orders and financial records
- Provide support and assistance to Budget Holders with financial information and general contract support
- Ability to interrogate IBC and use all their reporting functions
- Raise and monitor EDF PO and Invoicing for un-metered electricity
- New Year Task Orders
- Accruals
- Green Claims for Traffic Signals/Street Lighting
- Minute taking for CMG

1. Ensuring that submitted Task Orders comply with the current agreed processes.
2. Maintain a central register of all Task Orders and quotations that have been commissioned keeping track of who raised the task order, the task order value, spend against the task order and any lodged Early Warnings or Compensation Events.
3. Support the Contract manager and others as required with training materials and activities for the management of the Highways Contract.
4. Support the Contract Manager and others with auditing of Contract activities.
5. Monitor, report and analyse data to support monthly and quarterly reporting requirements
6. Ensure that electronic and manual storage systems are used effectively and efficiently and with due regard to traceability, security and confidentiality

Financial
7. Liaise with budget holders as required by the Contract Manager.

Processes and Governance
9. Maintaining, updating and revising the Contract Manual for the Contract Team as required.
10. Maintaining the Task Order and other processes required to manage the contract and leading on the implementation to all appropriate staff of the partnership.
11. Act as a champion for Task Order and other Contract Management processes as required.
12. When required by the Contract Manager and other managers work with the IMS team to design and maintain the process maps for the financial governance of the partnership ensuring they are documented on an appropriate shared drive.
13. Maintain the process for the Provider to provide their certificate returns to substantiate their invoice charges for budget holders to review in advance of the invoice. Identify, develop and maintain specific supporting financial information requirements for the necessary budget holders.
14. Support the Contract Manager and others in the development and implementation of audit plans in conjunction the Contract Manager, IMS Compliance Team and Internal Audit to ensure financial probity and value for money can be demonstrated. Escalate and develop improvement plans where any findings through audits or other means could improve financial management practice.
15. Escalate to the Contract Manager any concerns where sound financial management / probity is not being observed and managed appropriately ensuring such risks are recorded on the contract risk register.

Risk Management
16. Support the Service Manager / Contract Manager in the operation of the Contract and other Risk Registers.

Requirements;
- Good general education to A level or equivalent or comparable ability
- Experience of working in a financial or commercial office environment
- Working knowledge of SAP
- Experience of providing budgetary support
- Experience of information management using ICT systems
- Capability and capacity to understand and adhere to contractual requirements
- Two years proven administrative experience preferably in a specialist service area
- Proven ability to work effectively to deadlines
- Experience of handling data and statistics
- Experience of inputting and retrieving data from ICT based record systems
- Information research, retrieval and collation using internet/web-based systems

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