Lead Contracts Administrator
LUKOIL
Total years of experience :22 years, 9 Months
Early Works Project
Iraq, West Qurna-2
Operational Company
Integrated Development of Iraq West Qurna 2 Project
Leading Pre/Post Award of Contracts Management:
- Supervising 6 Contracts Administrators, 4 Contracts Engineers, 4 Logistics & Materials Coordinators, 4 Quantity Surveyors;
- Leading coordination of Tender process from packaging the Bid, receiving/responding queries, technical/commercial evaluation, issuing Evaluation Reports and Award Recommendations;
- Developing, implementing, supervising and executing Supply Chain & Material Management functions for Construction and further Operations Planning.
- Supervising and leading all Kick-Off meetings after Contract Award;
- Ensure fulfilment of obligations by Contractor and Company including, but not limited to possession of the Worksite, Notice to Proceed, Bank Guarantees, Bonds, Insurances;
- Leading point for internal/external correspondences, notifications and memorandums with all parties involved with regards to execution of the Project;
- Accountable for Progress Payment Certification and Payment, Mechanical Completion, RFSU, Provisional and Final Acceptance, up to the moment of Work 100% Completion and Handover to Operation including monitoring of Defect Correction Period compliance;
- Ensure the project personnel fully understand the business process of Contracts Management, interpretation and advice on the content and interpretation of the contract in terms of scope, obligations;
- Interface management with all concerned department including but not limited to legal group, insurance, finance, engineering, others as necessary;
- Responsible for managing the process of contract changes, approval in compliance with the relevant contract terms, internal procedures and authorizations.
- Proactive management of potential claims scenarios including evaluation of contractor’s claims and providing recommendations to the Company Management and application of Liquidated Damages;.
- Identify areas of concern and bring to attention of project management;
- Ensure that Contracts close-out actions are followed up and relevant documentation is maintained effectively, respond to any requests with regards to cost recovery, project financing and other audit requirements.
- Supervise, train, mentor and lead new staff by enhancing commercial, depth contractual engineering and administration knowledge, in day to day activities;
- Drafting and implementation of procedures and guidelines within Contracts Management.
Leading the Pre and Post Award of Contracts Administration and Management to meet Company and project requirements;
Coordinating preparation of Tender Package prior announcement, facilitating management review and approval processes providing contractual expertise to the review process.
Lead coordination of Tender process in receiving and responding to bidder queries, technical and commercial review, evaluation of bids, preparation of Evaluation Reports and Award Recommendations.
Supervising and leading all kick-off meetings after Contract Award;
Ensure fulfilment of obligations by Contractor and Company including, but not limited to possession of the WORK SITE, NOTICE TO PROCEED, BANK GUARANTES, CERTIFICATES, INSURANCES, ACCEPTANCE, INSTRUCTIONS, NOTICES and LETTERS in compliance with relevant contract terms and Company internal procedures and policies;
Act as lead point for internal/external correspondences, notifications and memorandums with all parties involved with regards to execution of Contracts;
Review and process Progress Payment, Provisional and Final Acceptance, including handover to Operations upon 100% WORK Completion, ensure accuracy and completeness as well as compliance with Contract and internal Company requirements and policies;
Assisting in the preparation of and participates in various managements review processes providing contractual expertise to the review and approval process;
Ensure the project personnel fully understand the business process of Contracts Management, interpretation and advice on the content and interpretation of the contract in terms of scope, obligations and rights & remedies
Arrangement of necessary interfaces with all concerned department including but not limited to legal group, insurance, finance, engineering, others as necessary;
Responsible for managing the process of contract changes, approval in compliance with the relevant contract terms, internal procedures and authorizations.
Proactive management of potential claims scenarios including evaluation of contractor’s claims and providing recommendations to the Company Management.
Serving as a primary point against Contractors, letters, claims, negotiations. Coordinating verification or approval of contract payment milestones and processes for project team approval of all documentation required payment.
Establishing and keeping well-organized filling system of contractual documentation.
Coordinating compliance and maintenance of commercial deliverables, release of retention, maintenance and release of bank guarantees, bond, claims clearance;
Preparing and proactively analyze monthly contract status reports. Identify areas of concern and bring to attention of project management;
Ensure that close-out actions are followed up and relevant documentation is maintained effectively, respond to any requests with regards to cost recovery, project financing and other audit requirements.
Supervise, train, mentor and lead new staff by enhancing commercial, depth contractual engineering and administration knowledge, in day to day activities;
Drafting and implementation of the contractual procedures instructions and guidelines within Contracts Management.
Coordination of pre-qualification, composition of potential bidders list;
Preparation of Tender Board presentations (strategy, bid list, approval, commercial overview etc.);
Preparation of Subcontracting Plan and submission for approval to Clients;
Preparation of Invitation to Tender, RFQ’s requesting technical and commercial proposals, including the necessary / relevant terms and conditions, pre-bid clarifications;
Opening of bidders proposals, participation in commercial and technical analysis/evaluation;
Post-bid Technical/Commercial clarifications with bidders;
Site visit coordination with bidders;
Advising Bidders/Subcontractors on issues such as: Company policies, Commercial advise (i.e. incentives, penalties, insurances, deliverables, payment terms etc.);
Correspondence with bidders, clients, authorities (focal point for all correspondence);
Negotiations / clarification meetings, recording all negotiations with bidders and filing of applicable records.
Compiling and Preparation of Technical and Commercial Evaluation Results, Contract Award Recommendations;
Submission of Award Recommendations and obtaining of Authorization from Clients;
Formation and issuance of all Contractual documentations: LOI/Secrecy Agreement to Bidders, Contract Agreement formation and packaging, Letter of Intent/Regret, formal transmittals between Parties;
Expediting and follow-up activities to meet the Contract Award schedule;
Ensure that all files are maintained in a clear auditable manner and configuration of auditable file system;
Ensure contractors compliance with the terms and conditions of the contract, including but not limited to timely submission by contractors of all applicable insurances, parent and bank guarantees/bonds, cost and schedule, etc..;
Responsible for the management of penalties / incentives, and claims settlement;
Checking of invoices against contractual terms and progress achievements; discuss any discrepancies with contractors. Ensure that invoices, in terms of number, frequency and format, where the contract is silent, determine the most efficient method of invoicing. Obtain required approval from clients and contract holders; make verification and on-time payment; service and invoice entries in system data base;
Obtain review from Legal, Insurance, Tax and other applicable departments of the appropriate conditions to be inserted in subcontracts, change orders, amendments, addendums etc.
Attending progress meetings with contractors if necessary for any contractual/commercial or other matters;
Liaison, build & maintain good working relationships with Parties Representatives, both local and international;
Project Minutes writing, distribution, filing;
Ensure timely submission of all contractually required certificates by contractors, preparation and obtaining approval/acceptance from clients;
Preparation of close-out report, including return of retentions, bonds and guarantees;
Coordinate input and distribute measurement of subcontractor performance evaluations;
Ensure of final Project close out actions are followed up and relevant documentation is maintained effectively, respond to any requests with regards to cost recovery, project financing and other audit requirements.
Drafting and implementation of the contractual procedure, such as but not limited to: Subcontracting back charge Procedure, Subcontracting Invoices Approval Procedure, Subcontracting Close out Procedure, etc.
Lead the Project Contracts Administration Close-out.
Supervise and Lead day to day Contracts Close out Management process;
Provide contract and timely documentation of changes in accordance with Company and Client Policies;
Ensure contractors compliance with the terms and conditions of the contract close out;
Provide general contractual / commercial advice for the Project Managers and project team members;
Liaising with Company Cost and Planning Engineers on cost and schedule impacts;
Interfacing with Client, contractors/subcontractors and on Contractual and Commercial matters;
Manage assigned contracts and conducts meetings with contractors;
Reviewing correspondence from Contractors and monitor timely response;
Raising and/or obtaining all notices and certificates required by contracts;
Ensuring contractor’s compliance with all applicable terms, conditions and laws under the contract, interfacing with the client, providing the project management team with assistance in the settlement of and negotiation of subcontractor accounts and their associated claims;
Review of schedule adherence, contract change management, (site instructions, drawing transmittals), invoicing, and claims avoidance.
Receive, verify, and processing for approval and further payment of contractors’ invoices, leasing with the appropriate Project Team members on completion status and obtaining relevant approvals;
Ensuring all required guarantees, insurance and tax certificates have been received from contractors and forwarded to Company Legal, Insurance and Tax departments as required;
Attending progress meetings with contractors at which contractual/commercial matters may be discussed. Review minutes of all such meetings prior to verification by the company;
Settlement an agreement of the contract final account;
Ensure return of retentions, bonds and placement of all required guarantees in warranties;
Ensure that contract administration files are maintained in a clear auditable manner;
Preparation of the contracts close-out report;
Pre-Award Contracts Engineering and Management.
Prepare pre-qualification packages;
Participate in pre-tender meetings;
Prepare and issue call for tender packages;
Reply to tenderers’ queries;
Prepare supplementary letters to the invitation to tender as necessary;
Co-ordinate bid evaluations and participate in clarification/negotiation meetings;
Prepare Recommendation to award;
Support project management to obtain internal and external approvals for award recommendations;
Prepare and issue Contracts and Purchase orders for signature;
Review of contractors and suppliers correspondence with respect to contractual impact. Prepare recommended responses;
Provide support to the project team on contractual matters;
Monitor and report tender progress. Provide, to the Project Services Manager, all relevant information needed for Project reporting;
Pre and Post Awards Contract Engineering and Administration
Drafting/preparation, management, authorization and release of Contracs, , Subcontracts, Work orders, Contract Amendments, Change orders and other contractual documents in English (and obtaining translation into Russian language if required);
Manage the periodic measurement and review of contract performance and develop any contract performance improvement plans in consultation with the contractor;
Participation in audits and reviews of current contracts in place with site visits to contractor premises if required;
Identification and planning of the replacement of current service contracts and agreements;
Development and implementation of CP process improvements.
Participation in Management of penalties / incentives, claims (potential claims) arising under commercial contracts settlement;
Ensure of final Project close out actions are followed up and relevant documentation is maintained effectively, respond to any requests with regards to cost recovery, project financing and other audit requirements;
Check invoices against contractual terms; discuss any discrepancies with contractors and Company contract holders; make verification and on-time payment; service and invoice entries in system data base;
Correspondence with subcontractors (focal point for all correspondence);
Maintain Contract files by managing internal and external correspondence and updating with any changes which affect the Contract;· Due diligence;
Preparation of legal summaries and provision of oral advises on different legal aspects of the Company’s activities;
Analysis, development strategies and following up concerning all the legal cases, which the company business faces in the local market;
Managing contractual dispute between contractors and the company. Failure to come to a successful conclusion participates on behalf of the company in any external arbitration required to resolve dispute;
Maintain relationship with government bodies involved in the Company’s juridical regulation including court and other possible legal proceedings;
Study, analyse, summarize and report to top management claims and litigation proceeding;
Litigation (Labour and Civil cases);
Cooperate with all departments within the Company in order to provide them with legal support;
Development and training of new staff, by enhancing commercial awareness and in depth knowledge of contracts engineering and associated matter including knowledge of RF legislative;
Advice on contractual matters and interpretation of contractual terms to specialists in other departments in the CP process implementation in other departments, supporting in the CP process implementation.
-Service”
Russian Federation, Sakhalin island
Client: Sakhalin Energy Investment Company Ltd.
Construction of Natural Gas Liquefaction Plant and Oil Export Terminal, Sakhalin-II Project
courses: 2012-2013 Chicago Management Training & Consultancy Institute (National Contract Management Association) CCCM (Certified Commercial Contracts Manager) CPCM (Certified Professional Contracts Manager)
Fluor on-line university Contract Management skills and practices Learning Program Contract Management International Business Practice and Ethics Contract Management – Terms and Conditions Contract Risk Assessment 2004 Russian – Japanese Business Center Management of small & medium business
courses: Higher Professional Diploma of Lawyer with specialization
Russian –