SayPro Job Description & Tasks:
Monitoring Supplier Performance:
Contract Renewal: Track contract expiration dates and proactively negotiate renewals or extensions when necessary
SayPro Job Description & Tasks:
Position Title: Supplier Performance and Contract Renewal Manager
Department: Supply Chain Management & Marketing
Location: SayPro Offices
Reports To: Contract Management Supervisor
Position Overview:
The Supplier Performance and Contract Renewal Manager plays a crucial role in tracking supplier performance throughout the contract period and ensuring that contracts are proactively renewed or extended before expiration. This position works closely with internal teams, such as procurement, legal, and finance, to oversee supplier contracts, monitor supplier performance, and negotiate contract renewals or extensions. The manager is also responsible for ensuring that SayPro maintains strong relationships with suppliers, monitors contractual obligations, and addresses any performance issues before they impact the organization’s operations.
Key Responsibilities & Tasks:
1. Monitoring Supplier Performance:
- Tracking Supplier Performance:
Continuously monitor and evaluate supplier performance against contract terms and performance metrics. This includes monitoring delivery schedules, product/service quality, compliance with agreed payment terms, and other performance indicators. - Supplier Performance Data Management:
Collect and organize data on key performance metrics such as on-time deliveries, product quality, responsiveness to communication, and overall service levels. Use this data to assess whether suppliers are meeting or exceeding contractual expectations. - Regular Performance Reviews:
Conduct periodic reviews of supplier performance, documenting any issues or non-compliance with contract terms. Provide feedback to suppliers based on performance reviews and set up improvement plans where necessary. - Monitoring Key Performance Indicators (KPIs):
Ensure that performance metrics and KPIs are defined in the contract and tracked regularly. Regularly report on the performance status of suppliers to internal teams, highlighting any concerns that need to be addressed. - Supplier Communication:
Maintain open lines of communication with suppliers to ensure they are aware of performance expectations and any issues that arise. Address minor issues quickly to prevent them from escalating into significant problems. - Quality Control and Compliance:
Work with quality control teams to ensure that suppliers meet SayPro’s product/service quality standards. Ensure compliance with contractual agreements, particularly around product specifications, delivery timelines, and payment schedules.
2. Contract Renewal:
- Tracking Contract Expiration Dates:
Monitor the expiration dates of all supplier contracts within the supply chain. Maintain a comprehensive record of contract terms, including expiration dates, renewal clauses, and any other terms related to contract extensions or renegotiations. - Proactive Renewal Notifications:
Develop a proactive approach to contract renewals by notifying internal teams (procurement, legal, finance) well in advance of contract expiration. Ensure that all stakeholders are aware of upcoming renewals and that there is ample time to negotiate any necessary changes. - Negotiating Contract Renewals:
Lead the negotiation of contract renewals or extensions when necessary, ensuring that the terms reflect current business needs, market conditions, and performance outcomes. Work with internal teams to define new terms if needed, including pricing, delivery schedules, and service expectations. - Renewal Preparation:
Prior to contract renewal discussions, assess the supplier’s performance during the contract period. Based on performance metrics and historical data, decide whether to renew the contract as-is, negotiate better terms, or seek alternative suppliers. - Engage Stakeholders in the Renewal Process:
Coordinate with key stakeholders, including procurement, legal, and finance, to ensure that contract renewals are aligned with organizational goals and financial parameters. Work with the legal team to review contract clauses and ensure compliance with organizational policies. - Assessing the Need for Renewal or Alternative Suppliers:
Analyze whether the current supplier should be renewed based on their performance and overall value. In cases where a supplier has not met performance expectations, evaluate alternative suppliers and initiate the selection process, if necessary. - Managing Expiring Contracts:
In cases where a contract is approaching expiration and no renewal or extension is possible, work with procurement and legal teams to find suitable alternatives, negotiate with other potential suppliers, and ensure there is no disruption in the supply chain. - Update and Renew Contract Terms:
When negotiating contract renewals, update key contract terms and conditions based on evolving business requirements. Negotiate changes in pricing, terms of service, and delivery schedules, ensuring that the renewal is aligned with SayPro’s objectives and market conditions.
3. SayPro Monthly January SCMR-1:
- Reporting on Contract Renewal Status:
Prepare monthly reports for the SCMR (Supply Chain Management Review) on the status of contract renewals, highlighting any upcoming expirations, renewal negotiations, and any issues that need attention. Ensure all relevant details about expiring contracts are clearly outlined for internal review. - Renewal Progress Updates:
Provide regular updates to senior management regarding the progress of contract renewals, including timelines, negotiation status, and any challenges encountered. Track the completion of renewal processes and ensure all stakeholders are informed. - Supplier Performance and Renewal Insights:
During the SCMR-1 discussions, provide insights into supplier performance that may impact renewal decisions. Analyze how performance trends should influence renewal negotiations and provide recommendations on whether to renew contracts or seek alternatives.
4. SayPro Monthly Contract Management:
- Contract Management and Renewals Oversight:
Oversee the execution and management of supplier contracts, ensuring timely renewal or extension before contract expiration. Work closely with the contract management team to ensure that all contractual obligations are being met prior to initiating contract renewals. - Renegotiation of Contract Terms:
During the contract renewal phase, engage in renegotiation of contract terms, focusing on improving the overall value for SayPro. This may include negotiating better payment terms, improved delivery schedules, or more favorable pricing based on past supplier performance. - Assessing Supplier Contract Compliance:
Review supplier contract compliance before initiating any renewals. Ensure suppliers have adhered to all terms and conditions and have demonstrated reliability. If any issues are found, work with the supplier to resolve them before proceeding with the renewal.
5. SayPro Tenders, Bidding, Quotations, and Proposals Office:
- Integration of Renewal Terms in Future Bids:
Ensure that future tenders, bids, and quotations incorporate clauses for contract renewals or extensions. Provide input into bid specifications to include performance expectations and renewal terms based on past supplier relationships. - Supplier Performance in Bidding Process:
Evaluate supplier performance based on past contracts during the tendering and bidding process. This assessment will help determine whether a supplier should be considered for future contracts or if alternative suppliers need to be explored. - Post-Renewal Monitoring:
After a contract has been renewed, monitor supplier performance closely to ensure that they continue to meet contract expectations. Track performance over the renewal term and initiate any necessary corrective actions or further negotiations if issues arise.
6. SayPro Marketing Royalty SCMR:
- Renewal of Marketing Royalty Agreements:
Oversee the renewal process for marketing royalty agreements, ensuring that the terms are reviewed and updated to reflect market changes. Ensure that the supplier or service provider adheres to royalty-based contracts and initiates timely renewals. - Reporting on Royalty Agreement Status:
Provide updates to the SCMR on the status of marketing royalty contract renewals, including any disputes or performance issues that may delay renewal processes. Ensure all relevant information on expiring contracts and negotiation statuses is communicated.
Skills and Qualifications:
- Education:
A bachelor’s degree in business, supply chain management, law, or a related field is preferred. - Experience:
A minimum of 5 years of experience in supplier performance management, contract management, procurement, or supply chain management. - Skills:
- Strong negotiation and communication skills
- Excellent problem-solving and decision-making abilities
- Ability to track and manage multiple contracts and deadlines
- Proficient in contract management software and Microsoft Excel
- Strong attention to detail and organizational skills
- Ability to collaborate effectively with cross-functional teams
- Knowledge:
- Understanding of contract law and procurement processes
- Familiarity with supplier performance metrics and KPIs
- Knowledge of contract renewal processes and negotiations
- Experience in supplier relationship management and dispute resolution
Work Environment & Conditions:
This position requires working closely with both internal teams and external suppliers. The Supplier Performance and Contract Renewal Manager will need strong communication and organizational skills, as well as a keen understanding of contract terms, supplier performance, and procurement processes. Regular meetings with suppliers, legal teams, and senior management will be required to ensure smooth contract execution and timely renewals.
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