Head - Contract Administration

Purpose/Objective

Head- Contract Administration is responsible for executing plans, negotiating contract terms, and ensuring compliance with contractual obligations.
The Lead oversees the preparation, review, and modification of contracts, and works closely with project managers and other stakeholders to ensure that contracts are aligned with project goals and timelines.
 Additionally, the Lead provides guidance and support to team members to ensure efficient contract management.

Key Responsibilities of Role

Oversee Contract Management: Head the management and oversight of entire process of contract preparation, review, and modification and ensure that all contracts are executed accurately and within the required timelines by drafting contract terms, coordinating with relevant departments for input, and ensuring that all necessary approvals are obtained before finalizing contracts.
Develop and support business plans related to contracts, focusing on efficiency and effectiveness.
Possess expertise in various contract types, including fixed-price, cost-reimbursable, time and materials, and performance-based contracts.
Apply knowledge to manage and modify contracts according to their specific structure.
Research and Analysis: Undertake comprehensive research on market trends, best practices, and benchmarks relevant to contracts and service delivery.
Oversee the preparation and processing of Non-Financial Assessments (NFA), ensuring all necessary documentation is complete and accurate.
Gather data and insights to support decision-making processes for Service Development and Contract Managers.
Performance Monitoring and Reporting: Monitor, collate, and analyze contract performance information, producing detailed reports to track contract compliance and effectiveness.
Create and maintain weekly and monthly performance dashboards, presenting data in a clear and actionable format for management review and decision-making.
Prepare and submit financial documents as required by the Airports Economic Regulatory Authority (AERA), ensuring accuracy and adherence to regulatory timelines.
Regulatory Compliance and Risk Assessment: Ensure that all contracts comply with legal and regulatory requirements, as well as company policies and procedures and monitor compliance with contractual obligations and address any issues promptly to avoid legal or financial repercussions.
Analyze risks associated with specific contract terms, providing recommendations for mitigation strategies.
Tender Management: Assist in the preparation and submission of tenders by accurately identifying the Bill of Quantities (BOQ) and defining the scope of work, ensuring clarity for potential contractors.
Manage the contractor selection process by floating tenders, facilitating negotiations with bidders, and verifying all submitted documentation for compliance ensuring selection of qualified contractors who meet project requirements effectively.
Claim Management: Oversee the management of claims related to contracts, ensuring they are resolved in a timely and efficient manner.
Coordinate with relevant departments and legal teams to assess, negotiate, and settle claims while minimizing financial and operational impact.
Letter Writing and Communication: Review and finalise professional letters and official communications related to contract administration.
Ensure all written communications align with organizational standards and effectively convey necessary information to internal and external stakeholders.
Maintain a strong communication channel with stakeholders to ensure transparency and clarity throughout the contract management process.
Dispute Resolution: Monitor project activities to identify potential disputes early and facilitate open communication among stakeholders.
Lead mediation sessions, ensuring adherence to contractual terms, maintaining thorough documentation and conducting post-resolution analyses to enhance future processes.
Performance and Quality Systems: Support the implementation of performance and quality systems across area teams, facilitating consistent monitoring and improvement of contract-related activities.
Collaborate with stakeholders to establish clear performance and quality standards, ensuring these metrics are effectively measured and adhered to, thereby promoting compliance and enhancing overall project outcomes.
Brand Protection and Image Promotion: Promote and protect the company’s brand and image, advising colleagues on appropriate use and representation.
Ensure timely payments to contractors and vendors, maintaining positive relationships and ensuring compliance with contractual obligations.
Continuous Improvement: Regularly assess and recommend modifications or renewals of contracts based on project requirements and performance evaluations.
Collaborate with internal teams to identify sources for labour, machinery, and materials, enhancing operational efficiency.
Team Leadership and Management: Advise on and deliver workforce development initiatives necessary for the successful implementation of contracts.
Organize and hire relevant personnel for contract execution and devise development plans for key team members.
Key Stakeholders - Internal: Head - Contract Administration Project Teams Procurement Department Legal Team Finance Department Key Stakeholders - External: Vendors/Suppliers Clients/Customers Regulatory Bodies Consultants Auditors

Technical Competencies

Budget Management-AAHL,Claims Management-AAHL,Contract Drafting and Review-AAHL,Contract Management-AAHL,Contract Performance Monitoring & Reporting-AAHL,Data-Driven Decision Making-AAHL,Litigation Management-AAHL,Regulatory Compliance-AAHL,Risk Management-AAHL,Service Level Agreement (SLA)-AAHL

Qualifications and Experience

Education Qualification: Bachelor’s degree in Business Administration, Law, Finance, or a related field.
Certifications: Project Management Professional (PMP) Certified Contract Manager (CCM) Work Experience: 15+ years of experience in Contracts Administration or a related field.