Assistant Manager / CONTRACTS
Etimad Holding LLC
Total years of experience :6 years, 10 Months
• Drafting, Reviewing and finalizing legal notices to clients and subcontractors, including, but not limited to, letters of awards, penalties letters, claims for variations, etc.
• Preparing standard templates for RFPs, and ensure alignment with the defined layout of the tendering process
• Drafting/ reviewing all agreements, amendments, addendums, and other related contracting documents
• Administrating projects under contracts and monitoring the execution phases in compliance with the SOW and delivery schedules
• Assisting the project managers in preparing/ responding to necessary contractual responses, legal notices, penalty letters and claims for variations
• Analyzing projects encountering delay or lagging and put effective solutions to rectify faults.
• Preparing KPIs for all contracts to ensure strict alignment with SOW.
• Identifying, evaluating and submitting all variations, and claims, in addition case- studying all potential claims associated with deviations from the project base timeline in order to avoid its occurrences, or get prepared to its occurrences in alignment with the contingency budget and in coordination with other related departments, such as operations, finance, and supply chain.
• Reviewing and proofreading all business and/ or legal correspondences/ translation.
• Supervising the preparation of RFPs, commercial proposals, LOIs, etc.
• Ensuring the main contract payments are prepared and received on time in accordance with the execution milestones, and the proper acceptance process.
• Monitoring all subcontract administration, reviewing that claims and payment certificates.
• Reviewing Performance ponds, warranty certificates and insurances.
• Addressing the interpretations of contracts conditions and dispute resolution
• Attending and addressing contractual matters with clients, consultants, and negotiating variations, claims, E.O.T, and mitigating any contractual disputes.
• Supervising all project financial, final settlements, and close outs.
• Oversee the preparation and revision of contracts that involve the purchase of sale of goods and services.
• Oversee proposal planning and administration of contracts.
• Negotiate terms and conditions.
• Prepare contract briefs and revisions summarizing contractual requirements and budgets.
• Requests or approves amendments to or extensions of contracts.
• Advise Project management of contractual rights and obligations.
• Request or approves amendments to or extensions of contracts.
• Act as liaison between company and subcontractors.
• Track authorizations and correspondence.
• Maintain detailed and organized files.
• Ensure that contractor is in compliance with legal requirements, owner specifications and government regulations in consultation with the legal advisors.
• Perform closing or renewal activities as agreed.
• Maintain draft templates for contracts/ agreements.
• Create policies and procedures to facilitate work flow and promote performance levels.
• Provide contract summaries and ensure contract execution in accordance with company policy.
• Being in charge of preparing for all major meetings of the program’s joint management committee headed by both ERS CEO and the Authorized military representative- in Charge, starting from the agenda, the progress report reflecting the task assigned by the committee, the minutes, the assignment tracker, distribution of tasks as agreed upon in the meetings.
• Coordinating with all Teams of the program (Procurement, Accounts and Finance, HR, operations, and military liaisons) to develop policies and procedures for quality control and performance development.
• Working with the operations/ station managers on defining the SOWs of each project related to the program, and reviewing technical details with the technical specialist.
• Attending meetings with suppliers to explain SOW on behalf of the operations team and negotiating cost of projects, T&Cs of the contracts, service acceptance, and payment terms.
• Preparing reports to the Program manager to brief on the progress of the bidding and contracting processes.
• Creating variance and evaluation reports on the suppliers participating in bidding, relying on local and global market research, to give recommendations for tendering committee.
• Collecting information from all departments on the level of performance on each project in accordance with the contract schedules of delivery and acceptance terms.
• Generating quarterly surveys for operational teams to evaluate services provides by third parties (sub-contractors) in sites.
• Approving invoices of suppliers in sites after evaluation of the service and applying penalties as per the contracts T&Cs.
• Submitting requests for amendment of SOWs to the program manager to tailor contracts customized to the client needs and requirements.
• Submitting requests for recommending termination of contracts based on the evaluation of the service along with a report of potential competitive suppliers to replace the current with proposals.
• Working with procurement in a way to finalize the LPOs and BOQs for each service agreement.
• Working with contracts to assure proper drafting/ reviewing of the contracts until finalized, approved by parties and signed.
• Supervising the implementation phases of all contracts related to the projects under the program, IAW all contractual requirements.
• Being in constant contact with the client liaisons (Air force seconded officers) for providing an instant solution to the daily operational (technical/ non-technical) issues through taking immediate actions, or assigning the issue to the concerned department to take an immediate action, and following up with all involved departments to ensure the issue is solved in a timely manner and without any negative effect on operations.
• Supervising admin bureau staff to maintain effective admin practices.
• Coordinating with the ISO officers to ensure professional ISO practices are in place by all departments, and in accordance with the specific ISO criteria applied and evaluated by internal and external auditors.
• Initiating comprehensive workflow processes for the operations in coordination with the program management to control the work traffic and ensure the smooth and efficient distribution of tasks.
• Working closely with the project management to gain knowledge about the specific requirements of the project, and ensure familiarity with the nature of deliverables in accordance with the project T&Cs in order to provide a high quality translation and interpretation accordingly.
• Reverting to the authors and/ or the related experts to ensure the consistency of the content.
• Reviewing documents (SOPs/ Policies/ Procedures/ technical specifications of systems), presentations, minutes, etc. which are all produced by the project management from a linguistic prospective and maintain quality and alignment between both Arabic and English versions.
• Helping the project management on improving the technical lexicon reference of the project by providing better translations of definitions, terms and acronyms, used in the project.
• Editing the Arabic / English content in a way that serves the clarity and meaningfulness of the context and leading directly to the purpose.
• Taking responsibility for abiding by the deadline, making commitments under pressure.
• Meeting with the client, upon request, to obtain his feedback and discuss means of creating a better comprehensive content, listen to his concerns and consider his recommendations.