Senior Associate, Contracts

Role overview

We are the leading provider of maintenance, repair and overhaul services, and comprehensive lifecycle support for land platforms, heavy utility vehicles and ground support equipment.

What you will do

• Support requirements analysis to include consultation with requesters and end users to ensure fully defined procurement/contract requirements and to ensure their understanding of Scopes of Work (SOW).
• Lead pre-bid conferences, and prepare and issue Invitations to Tender (ITT), Requests for Proposal (RFP) and Requests for Quotations (RFQ) to vendors; prepare memos, and technical and commercial evaluations for file.
• Prepare and maintain final contractual instruments including Purchase Orders (POs), Blanket Purchase Agreements (BPA), Service Maintenance Agreements (SMA) and contracts with all required documents and information including the incorporation of all necessary flow-down clauses from the prime contract, and terms and conditions in preparation for management approval and award.
• Support assigned team member with cradle-to-grave contracts/procurement activities including the preparation of bid packages; assessing areas of risk; analysing and evaluating proposals; and participating in negotiations, final selection of vendors and closeout of contract as necessary.
• Support the accomplishment of procurement contract and administration duties during vendor execution of Contracts/POs and take the lead to resolve non-conformances (delays, returns, shortages, overages and quality issues), assist in the preparation of expediting/penalty reports, drafting customer letters, verifying receipt of services/supplies in the Enterprise Resource Planning (ERP) system and vendor’s payment, and maintain the applicable tracking files.
• Initiate external correspondence and internal memorandums and assist in the tracking and timely submission of correspondence and reports as required.
• Oversee and participate in the negotiation and coordination of additions, deletions or modifications to POs, subcontracts and BPAs etc.
• Coordinate purchasing and subcontract changes with functional departments and the finance team.
• Track and maintain contracts/subcontracts records related to vendors performance and coordinate responses with functional areas and senior management as required.
• Interpret, apply and ensure compliance with import/export regulations.
• Prepare and disseminate information to appropriate departments and employees regarding contracts/subcontract status, metric, compliance, modifications, negotiations and terminations.
• Evaluate the performance of active vendors while sourcing and developing new suppliers.
• Prepare all required documents and coordinate with the Security section to obtain gate pass approval for vendors.
• Mentor and train assigned team members.
• Ensure all high value property is maintained in a serviceable condition, routinely inventoried and safeguarded.
• Maintain the confidentiality and security of all company documents.
• Perform other duties as directed by the Manager, Program Contracts and the Director of Contracts and Procurement.

Skills profile