SayPro Job Description & Tasks:
Drafting New Contracts:
Contract Creation: Develop new contracts based on SayPro’s needs. This may include agreements for products, services, or other vendor relationships
Position Title: Contract Manager/Coordinator
Department: Supply Chain & Marketing (SCMR)
Reports To: Director of Operations or Head of Legal and Compliance
Location: SayPro Office or Remote (Depending on Company Policy)
Job Type: Full-Time
Salary: Commensurate with Experience
Job Overview
The Contract Manager/Coordinator at SayPro is responsible for overseeing the drafting, creation, negotiation, and management of contracts across the company. This role ensures that all supplier and vendor contracts align with SayPro’s objectives, regulatory standards, and compliance protocols. The individual will work closely with internal departments such as Supply Chain Management, Marketing, and Legal teams to ensure effective contract creation and management. The position also involves monitoring and managing existing contracts to ensure compliance and mitigate risks.
Key Responsibilities & Tasks
1. Drafting New Contracts
- Contract Creation:
Develop, write, and review new contracts tailored to SayPro’s business needs. These contracts may include agreements for products, services, vendor relationships, and other operational agreements.- Collaborate with the relevant internal departments (Sales, Procurement, Marketing) to determine the key terms and deliverables.
- Ensure contract terms align with SayPro’s objectives and industry best practices.
- Address any legal or compliance considerations by working with the legal department.
- Provide clear contract language that outlines obligations, timelines, pricing, and dispute resolution mechanisms.
- Risk Assessment & Mitigation:
Conduct thorough risk assessments to identify potential issues in contracts. Develop clauses and terms that protect SayPro from liabilities and risks. This involves ensuring that terms around confidentiality, indemnity, warranties, and intellectual property are adequately addressed. - Approval Process:
Manage the internal approval process for all new contracts. This involves coordinating with multiple stakeholders (legal, finance, operations) to ensure all parties review and approve the terms before final execution.
2. Contract Management and Oversight
- Supplier Contracts Management:
Oversee and manage ongoing supplier contracts and agreements, ensuring compliance with all contractual obligations. Track deliverables, deadlines, and any contract renewals or amendments.- Monitor the performance of suppliers to ensure they meet agreed-upon service levels, quality standards, and timelines.
- Collaborate with relevant teams to resolve any issues related to supplier performance or contract discrepancies.
- Renewal and Termination:
Manage contract renewal processes by preparing notices of renewal or termination, negotiating new terms, and ensuring all conditions for termination are met.- Keep track of contract expiration dates and initiate renewal discussions ahead of time.
- Provide detailed reports and analysis on the contract renewal status.
3. Tendering, Bidding, Quotations, and Proposals
- Tenders and Bidding:
Lead and coordinate the preparation of tender documents, bid submissions, and supplier quotations. Work closely with the procurement and operations teams to ensure bid packages are aligned with business objectives.- Assist in evaluating tenders and selecting the best suppliers based on both contractual terms and strategic value.
- Ensure that all legal and compliance aspects of tenders are in place, particularly concerning non-disclosure agreements, confidentiality, and conflict of interest considerations.
- Proposals:
Support the development of proposals by drafting, reviewing, and finalizing the contractual terms included in the proposal documents.- Collaborate with the Sales and Marketing departments to ensure that all proposals reflect SayPro’s capabilities and terms accurately.
4. Contract Compliance and Performance Monitoring
- Ongoing Contract Monitoring:
Monitor and track the execution of contractual terms, ensuring that both parties (SayPro and the vendor/supplier) fulfill their obligations. This involves setting up systems for reminders on milestones, deliverables, and deadlines.- Work with teams to address issues and disputes, ensuring that they are resolved promptly and in accordance with the contract terms.
- Documentation and Record Keeping:
Maintain a comprehensive database of all contracts and agreements, ensuring that all contract documents are stored securely and are accessible to authorized personnel.- Keep track of all amendments, renewals, or variations to contracts and ensure that records are updated accordingly.
- Provide regular reporting to management on the status of contracts, including renewals, compliance, and performance.
5. SayPro Marketing Royalty SCMR
- Marketing and Royalty Agreements:
Oversee the creation and management of contracts related to SayPro’s marketing and royalty arrangements. This involves collaborating with the marketing department to understand the needs for partnership or royalty agreements and ensuring that they align with SayPro’s objectives.- Draft agreements that accurately reflect the terms of any partnership, advertising, licensing, or royalty deals, ensuring that SayPro receives fair compensation and recognition for its intellectual property.
6. Communication and Stakeholder Coordination
- Internal Collaboration:
Work closely with various internal teams, including marketing, finance, legal, and procurement, to ensure the smooth execution and administration of contracts.- Facilitate communication between departments to ensure that all teams are aligned with contract terms and project milestones.
- Supplier & Vendor Liaison:
Act as the main point of contact between SayPro and external vendors, suppliers, and partners. Ensure that external parties are clear on the terms of contracts and any related obligations.- Handle queries from suppliers, resolving concerns related to contract performance, modifications, or interpretation of terms.
Skills and Qualifications
- Education:
- Bachelor’s degree in Business Administration, Law, Supply Chain Management, or a related field. Advanced degrees or certifications in contract management are a plus.
- Experience:
- Minimum 3-5 years of experience in contract management or a related field, preferably within supply chain, marketing, or procurement environments.
- Experience working with tendering processes, bidding, quotations, and proposals is a strong asset.
- Technical Skills:
- Proficiency with contract management software or systems.
- Strong Microsoft Office skills (Word, Excel, PowerPoint) for documentation, reporting, and presentations.
- Familiarity with legal terminology, compliance regulations, and best practices in contract law.
- Soft Skills:
- Excellent written and verbal communication skills.
- Strong negotiation and problem-solving skills.
- Detail-oriented with strong organizational skills and the ability to handle multiple projects simultaneously.
- Ability to collaborate effectively across departments and work under pressure.
Working Conditions
- This role may require occasional travel to meet with vendors, suppliers, or clients.
- The position may involve extended working hours to meet contract deadlines or project timelines.
Additional Notes
- SayPro offers a dynamic and flexible work environment, and the Contract Manager/Coordinator is expected to provide solutions that streamline contract-related processes while maintaining the highest standards of professionalism and compliance.
This position will play a key role in SayPro’s success, ensuring that all contracts are well-managed and meet the organization’s strategic and operational goals.
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