Contracts Specialist
2 months ago
Our client is looking for a Contracts Specialist on a permanent, staff basis, located in Westhill, Aberdeenshire.
**ROLE**
The Contracts Specialist role sits within the Offshore Resources Supply Chain Management (SCM), Contracts and Chartering function and is primarily responsible for providing efficient, cost-effective and value-adding procurement and contract management support to the Offshore Resources group in accordance with company procedures.
The Offshore Resources group is responsible for providing, and ensuring the operational capability of, the vessels, equipment, crew and onshore support facilities that power Subsea7 projects and offshore operations worldwide.
This is a complex role within an operational environment with responsibility for a broad range of high complexity / criticality products and services including, but not limited to, major CAPEX projects, vessel technical stops, modifications, upgrades, and dry dockings.
Due to the nature of the role, occasional domestic and international travel to operational worksites may be required.
**RESPONSIBILITIES**
- Proactively contribute to the achievement of the Offshore Resources SCM, Contracts and Chartering function’s focus areas and priorities.
- Demonstrate a good understanding and adoption of key systems and tools including the Business Management System (BMS), SAP ECC, SAP Ariba, Exiger Insight 3PM, Synergi Life and SharePoint.
- Prepare procurement strategies and develop package summaries and/or procurement plans where required.
- Identify gaps in our supply chain availability and establish Frame and Enabling Agreements where appropriate.
- Uphold Subsea7’s competitive bidding principles.
- Uphold Subsea7’s supplier registration, qualification, screening, and due diligence principles.
- Prepare and issue Request for Quotations (RFQ’s), including gathering any required information from the wider business e.g., scopes of work, specifications and HSEQ requirements. Manage any associated clarifications.
- Complete commercial evaluation of supplier responses to RFQ’s to ensure best value for Subsea7. Ensure that Technical, HSE and Quality evaluations are also completed.
- Produce Supplier and Commitment Approvals (SCA) forms and make recommendations for award.
- Negotiate payment milestones in contracts to ensure a positive, or at least, neutral cash flow position for Subsea7.
- Identify credit risks and implement mitigation measures such as requesting financial security.
- Demonstrate a good understanding of Subsea7’s global insurance programme and specific insurance requirements for work orders and purchase orders.
- Ensure that tax implications are considered and assessed with support from the corporate tax department.
- Use of appropriate company standard terms and conditions.
- Interpret supplier qualifications and exceptions to company standard terms and conditions, understanding the risks and negotiating a favourable position for the company.
- Review, qualify and negotiate bespoke or non-standard terms and conditions, including drafting special conditions, to achieve the most favourable outcome for the company.
- Draft work orders / purchase orders and other contractual documents.
- Draft contractual summaries and hand-over documents, ensuring that internal stakeholders are aware of company’s rights and obligations.
- Deliver kick-off meetings, ensuring that suppliers fully understand their obligations.
- Ensure that supplier obligations are adhered to, and that key milestones and deliverables are achieved.
- Ensure that the requisite insurance certificates, parent company guarantees, and other financial securities are received.
- Demonstrate effective contract management, project control and reporting.
- Seek and pursue opportunities.
- Engage internal stakeholders to identify, evaluate, monitor and mitigate the impact of identified risks and their effect on cost, quality and schedule and other projects, work orders and purchase orders.
- Effective management and negotiation of Variation Order Requests (VOR’s).
- Draft Variation Orders (VO’s) and amendments.
- Provide advice and assistance on procurement and contractual matters.
- Effective management and negotiation of contractual issues, claims and disputes, escalating to Senior Contracts Specialist and management where required.
- Build and maintain productive working relationships with key suppliers.
- Build and maintain productive working relationships with internal fleet and equipment management, project management and technical experts.
General Administration
- Set up invoicing process with the cost controller in accordance with the contract.
- Assist project manager in general co-ordination and administration of the project.
- Contribute to the preparation of the Project Monthly Status Report (PMSR) and attend PMSR meetings.
- Provide input into team weekly workload reports.
- Set up and maintain relevant registers to record correspondence, VOR’s / VO
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