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Job Description
To draft and review RFP’s, prepare and align selection/evaluation criteria with SOW, prepare contracts and other agreements required by LCGPA as per government approved contracts templates to avoid liabilities while determining opportunities for process and service-level improvements.
KEY ACCOUNTABILITIES
Contract Preparation, Support and Control
§Prepare solicitations of interest, RFP’s, and RFI’s. Prepare contract terms and conditions as per government approved templates, as well as responses for proposals, bids, and contract modifications.
§Coordinate with the Bid Committee, ensure timely review and approval or reconciliation of contract variations and respond to the concerned departments in a timely manner.
§Perform risk assessment of proposals, contracts and contract modification terms and conditions and communicate risks to stakeholders to formulate mitigation and risk transfer strategies to minimize potential liability risks on LCGPA.
§Liaise with Legal Affairs General Department to analyze contract requirements, special provisions, terms and conditions to ensure compliance with appropriate laws, regulations, LCGPA policies and procedures.
§Prepare contract compliance checklists and prepare contract review documentation.
§Work with government entities, suppliers, management, and other departments to resolve issues, secure approvals, and ensure successful proposal or contract modification execution.
Contract Administration
§Serve as a point of contact for internal and external stakeholders on contractual matters by acting as contractual mediator between LCGPA, government entities, and vendors.
§Review contracts and contract modifications, approvals and execution in accordance with the contract terms and conditions and LCGPA guidelines.
§Support contract dispute resolution negotiations and contract closeout activities and ensure timely review and approval or reconciliation of variations.
§Develop and maintain a contract database to ensure version control and adequate storage and archiving for contracts.
§Develop review and lesson learned report for the tenure of the contract.
Vendor Control
§Ensure that the vendor management program is effective in qualifying vendors and evaluating and documenting vendor performance, this includes but is not limited to vendor auditing, audit report writing, vendor queries/ complaints/ investigations, related risk assessments and review of technical/ service agreements.
§Update the LCGPA external audit schedule, audit documentation and associated tracking tools to ensure all vendor information is accurate and up-to-date, this includes but is not limited to: vendor lists, audit schedules, audit reports, technical queries/ complaints, technical/ service agreements and review/ tracking of vendor responses and actions.
§Evaluate vendors to ensure compliance with LCGPA regulatory requirements, guidelines and standards as relevant and handle responses and actions resulting from vendor audits and seek feedback at agreed intervals.
Contract Standardization
§Develop and maintain standard procurement contract templates for materials and services to ensure the quality and timeliness of procured items.
§Develop and maintain standard supplier Non-Disclosure Agreements for purchasing of materials and services to ensure protecting LCGPA interests.
§Research, recommend, and create contract policies, procedures, and contractual documents and recommend improvements to contract templates.
Policies, Systems, Processes, Procedures, Standards and Reports
§Follow all relevant functional policies, processes, standard operating procedures and instructions to ensure that work is carried out in a controlled and consistent manner.
§Assist in the preparation of timely and accurate reports and functional deliverables to meet the functional requirements in order to achieve the desired efficiency and performance excellence
Related Tasks
§Perform any other related tasks and duties as directed.
Technical Competencies
§ Supplier/Vendor Management – Basic
§ Supplier Relationship Management – Proficient
§ Risk Assessment & Management – Basic
§ Contract Drafting & Development – Proficient
§ Contract Management – Proficient
§ Procurement Operations – Proficient
§ Strategic Sourcing – Proficient
§ Shortlisting & Selecting – Proficient
§ Data Collection & Analysis – Proficient
§ Negotiation – Proficient
Education
Business Administration, Legal, Engineering or any related major