Contracts Administrator
Abu Dhabi Gas Industries Ltd. (GASCO)
Total years of experience :34 years, 0 Months
• Contracts Administration / Coordination
Prepares & follow-up Annual Acquisition Plan for maintenance requirements of contracts, consultancy and manpower, including renewals of term agreements.
Ensure timely implementation of the Plan.
Coordinate with Contracts Department team to accomplish the monthly progress report & contract plan.
To prepare monthly & yearly accruals for contracts and Service Work Orders. Coordinate and follow up with all focal points to ensure that the services are received in Maximo before processing the invoices for payment.
Prepare yearly contracts budget & report (actual & forecast).
Maintain safe custody of executed contracts and amendments.
Negotiate with the Contractors on Technical issues.
Prepare procedures (Contracts, Service Work Order, On Call Services, Budget Preparation and Manual/yearly accrual) for ISO certification.
Receive and review Scope of work, Bill of Quantities & Technical Evaluation Criteria.
Check Tenderers as per discipline works and qualified as per Company Procedure.
Prepare form of tender & Submit Tenderers’ list, Technical Evaluation Criteria & Budget endorsement to Tender Board for approval.
o Reviewing Scope of Works and preparing Bill Of Quantities in coordination with Sr. Contracts Engineer/Shutdown Coordinators/Shutdown Engineers.
o Assist in techno-commercial evaluation of bids and prepare technical and commercial evaluations leading to issuance of Contract Agreements, Service Work Orders and Purchase Orders.
o Coordinate contractor temporary site facilities mobilization.
o Coordinate mobilization of Contractor Planning team, key persons, equipments, tools and resources.
o Coordinate Contractor’s persons Safety induction course, permit to work & other required courses.
o Preparation of presentations related to Contracts.
o Review all the pre-execution documents submitted by Contractor to confirm whether it is in compliance with the contract terms&conditions.
o Preparing slides for management presentations and workshops or other purposes related to the Department.
o Prepare Minutes of Meeting, periodical reports (Daily / Weekly / Monthly) of Section / Department activities.
o Technical/Commercial evaluation of offers received from bidders.
o Ensuring that filing of all documentation is done according to document control procedure and review all the drawings and data sheets to ensure they are up-to-date.
o Control and manage all the Equipment Drawings, P&ID’s and Blinds list in systematic data base with respect to ISO standards.
o Generating and Follow up of Maintenance & Shutdown Work Orders, Purchase Requisitions (PR) Preventive Maintenance (PM) and Service Work Orders in Maximo.
o Entering equipment data in Maximo (CMMS).
o Generating & Closing of Work orders in Maximo for daily maintenance and shutdown activities.
o Liaise with External and Internal Auditors performing auditing duties.
o Keeping records of Service Work Orders (SWO), Low Value Material Requests (LVMR), Purchase Requisitions (PR), Extra Ordinary Maintenance (EOM) jobs and Major Maintenance (MM) jobs related to the Maintenance Department.
o Participating in the preparation and consolidation of the annual Capital, Extraordinary Maintenance (EOM)/Major Maintenance (MM) and Operating Budgets and 5-year Business Plan of the Department.
o Key person for generating and approving all Gasco & Contractor time sheets of employees in Time Sheet Management System.
o Review and verify invoices received from Contractors / Suppliers in accordance with the Contract terms and conditions.
o Preparation of Shutdown packages (Equipment list, Manpower, Organization Chart, Material and related Drawings) as per shutdown plan.
o Distribution of incoming / outgoing mail and send / receive email & fax messages.
o Custodian of all the data of the employees, Suppliers and Clients of Maintenance Dept. and keeping it update
o All secretarial works including self correspondence, communication, and filing.
o Assist Sales Department to source out materials required for our clients especially for oil and gas sector.
o Pricing and preparing quotations.
o Prepare Purchase Orders.
o Follow up with suppliers and clients.
o Coordinating delivery of materials, preparing delivery notes and invoices.
o Prepare documentation and processing visas, oil and gas security passes, trade license and Chamber of Commerce Certificate, etc. in the absence of P.R.O.
o Purchase of Office Stationery, Computers and Office Automation Systems.
o General office administrative works.
o Full in-charge of administration of Abu Dhabi Branch office.
o Handling all incoming and outgoing correspondence and filing.
o Self correspondence.
o Organize meetings.
o Prepare daily/weekly/monthly operation reports.
o Prepare tenders and quotations for Oil and Gas companies, Municipality and all Government Departments.
o Assist Project Dept. in arranging/hiring the necessary equipment and accessories for the onshore/offshore operations.
o Arrange Oilfield Security Passes and Possum Cards (for offshore travel)
o Book flights to offshore.
o Co-ordination of shipping of equipment and materials to offshore.
o Liaise with Travel Agencies for the booking of airline tickets for the company staff mainly from Europe/USA sector.
o Processing Debtors and Creditors Invoices.
o Prepare Cash flow Statement.
o Generating monthly finance report.
o Debtors Collection and review of credit.
o Reconciliation and Finalization of accounts.
o All secretarial works including self correspondence, communication, and filing.
o Assist Sales Department to source out materials required for our clients especially for oil and gas sector.
o Coordinating delivery of materials, preparing delivery notes and invoices.
o Prepare documentation and processing visas, oil and gas security passes, trade license and Chamber of Commerce Certificate, etc. in the absence of P.R.O.
o Purchase of Office Stationery, Computers and Office Automation Systems.
o General office administrative works.
o Drafting and typing letters, faxes, reports and filing.
o Preparing invoices, Delivery Notes and Sales reports.
o Making appointments for Sales Staff.
o Other office Administrative works.