SayPro Maintain a detailed record of all reviewed contracts

SayPro Tasks to be Done for the Period:

Documentation and Record-Keeping:
Maintain a detailed record of all reviewed contracts, including the initial and revised versions, the review process, feedback from stakeholders, and final approval

Documentation and Record-Keeping:

1. Maintain Detailed Records of Reviewed Contracts:
   • Keep a comprehensive and organized record of each contract reviewed during the specified period. This includes:
     • Initial Contract Versions: Store the original contract drafts submitted for review.
     • Revised Contract Versions: Track the changes made to the contracts after stakeholder feedback, highlighting the specific alterations in terms and conditions.
     • Review Process Documentation: Document the steps taken during the contract review process, noting any meetings, discussions, or communications with stakeholders. This includes recording which individuals or teams were involved at each stage and the issues addressed.
     • Stakeholder Feedback: Collect all feedback provided by internal and external stakeholders (e.g., legal, procurement, and compliance teams). Ensure this feedback is recorded in a way that aligns with the relevant sections of the contract for easy cross-referencing.
     • Final Approval Documentation: Maintain clear records of the final approval stages for each contract, including signatures, approvals, and any amendments made before the final sign-off. This should include the final version of the contract and all related documentation that shows the approval process was completed.
     • Archival System: Organize the records in an easily accessible format, such as a digital database or filing system, ensuring that the documents are sorted by contract type, review date, and approval status for future reference.
2. SayPro Monthly January SCMR-1 – SayPro Monthly Contract Review:
   • Review Contracts for Legal Accuracy and Compliance:
     • Engage in a thorough review of contracts to ensure that all terms and conditions are legally sound and compliant with applicable laws and regulations. This includes verifying that:
       • All contractual obligations are clearly defined and legally enforceable.
       • The contract adheres to SayPro’s internal guidelines, policies, and procedures.
       • The terms reflect the agreed-upon negotiations and mitigate potential legal risks.
     • Ensure that compliance checks are thorough, covering both local and international legal requirements as they apply to the contract’s scope and geographical location.
   • Coordinate with Relevant Departments:
     • Collaborate with teams such as Legal, Procurement, Finance, and Compliance to identify any areas of concern and ensure that feedback is integrated into the contract before it is finalized.
     • Specifically, liaise with the SayPro Tenders, Bidding, Quotations, and Proposals Office to gather relevant details on the contract’s competitive process and market compliance, ensuring that the contract aligns with SayPro’s tendering and bidding requirements.
   • Marketing Royalty SCMR:
     • Review any contracts related to SayPro’s marketing royalty agreements to ensure they are accurate, fair, and align with SayPro’s royalty payment structure and commercial goals.
     • Verify that terms regarding royalties, licensing, intellectual property, and performance obligations are properly addressed and clearly outlined.
3. Preparation and Reporting:
   • Prepare a monthly summary report of all reviewed contracts, outlining key metrics such as:
     • The number of contracts reviewed.
     • The number of contracts that required revisions or legal clarification.
     • Any issues or challenges that arose during the review process.
     • The status of each contract, including whether it is under negotiation, in review, or has been finalized.
   • Submit the monthly contract review report to senior management for review and further action.

By completing these tasks, SayPro ensures that all contracts are reviewed and maintained systematically, in compliance with legal requirements, and with full transparency to all stakeholders involved.