SayPro Job Description & Tasks:
Reporting & Documentation:
Contract Audits: Conduct periodic audits of active contracts to ensure compliance and identify areas for improvement
Overview:
As a Contract Management & Supplier Relations Specialist at SayPro, you will manage the lifecycle of supplier contracts, ensuring compliance with terms and identifying opportunities for improvement. You will conduct audits to verify compliance, monitor contract performance, and oversee the administration of tenders, bids, quotations, and proposals. A key aspect of your role will be providing timely reports on contract statuses and supplier performance to senior management, ensuring all documentation is accurate and up-to-date. You will also collaborate closely with other departments to ensure optimal supplier relationships and adherence to contract terms.
Key Responsibilities:
1. Reporting & Documentation
- Regular Reporting:
- Provide detailed and timely updates on active contracts, supplier performance, and any issues or deviations from contract terms.
- Submit the SayPro Monthly SCMR-1 Report to senior management, which outlines key metrics, contract status, and areas that need attention, such as performance issues or potential risks.
- Summarize trends, insights, and challenges related to active supplier agreements, proposing recommendations for improvements or adjustments as necessary.
- Maintain comprehensive records of all contract management activities and ensure they are easily accessible for audits, reviews, and internal evaluations.
- Contract Audits:
- Conduct periodic and scheduled audits of active contracts to ensure compliance with terms and conditions.
- Evaluate contract performance, assessing whether suppliers are meeting their obligations, delivery timelines, and quality standards.
- Identify areas for improvement or potential risks related to supplier performance, contract management processes, and compliance.
- Prepare audit reports with findings, highlighting discrepancies, non-compliance issues, and suggested corrective actions.
- Ensure audit findings are communicated to senior management and that corrective actions are taken to address any issues identified during the audit process.
- Collaborate with other departments (e.g., legal, compliance, finance) to ensure audit findings are properly addressed.
- Contract Documentation Management:
- Maintain and update records of all supplier contracts, proposals, bids, and agreements, ensuring that all documents are stored securely and in compliance with organizational policies.
- Ensure contract amendments, renewals, extensions, and terminations are properly documented and communicated to all relevant stakeholders.
- Implement and maintain systems for tracking key contract dates (e.g., renewal deadlines, expiration dates) to avoid lapses in agreements and to ensure continuous supplier engagement.
2. Contract & Supplier Management
- Contract Oversight & Administration:
- Oversee the negotiation, drafting, and management of supplier contracts, ensuring that all terms and conditions are aligned with SayPro’s objectives and risk tolerance.
- Coordinate with legal, procurement, and other departments to ensure that contract terms reflect the company’s strategic goals and operational needs.
- Ensure that supplier performance is regularly reviewed against contract terms, including delivery schedules, quality of goods or services, and compliance with pricing and payment terms.
- Maintain open lines of communication with suppliers to resolve issues, address performance concerns, and negotiate contract renewals or amendments as required.
- Supplier Relationship Management:
- Act as the primary point of contact for suppliers, managing day-to-day communications and ensuring that contracts are executed smoothly.
- Resolve conflicts or disputes with suppliers, escalating issues to senior management when necessary.
- Foster positive relationships with key suppliers to ensure long-term partnerships and alignment with SayPro’s strategic objectives.
3. Tenders, Bidding, Quotations, and Proposals
- Tender and Bidding Process Management:
- Oversee the tendering process, from issuing requests for proposals (RFPs) and requests for quotations (RFQs) to evaluating bids and finalizing supplier selection.
- Work closely with relevant departments (e.g., operations, marketing) to understand project requirements and ensure tenders reflect the company’s needs.
- Review supplier bids and quotations, ensuring they meet the specifications and criteria outlined in the tender documents.
- Make recommendations for supplier selection based on cost, quality, and past performance, ensuring the final decision aligns with the company’s budget and goals.
- Proposal Management:
- Support the preparation of proposals for new contracts, ensuring that all necessary information, including terms, deliverables, and pricing, is accurately outlined.
- Coordinate with cross-functional teams (e.g., finance, legal) to ensure the proposal meets internal and external requirements.
- Evaluate the feasibility of proposals and provide recommendations to senior management on potential risks, opportunities, and contract terms.
4. Marketing & Royalty SCMR Management
- Collaboration with Marketing and Royalty Teams:
- Collaborate with the SayPro Marketing team to ensure that marketing contracts and promotional agreements are documented and aligned with company goals.
- Oversee the management of marketing royalties, ensuring that agreements with suppliers reflect proper royalty rates and compliance with applicable laws.
- Ensure accurate and timely payment of royalties to suppliers, coordinating with finance and legal departments as needed.
- Report on royalty performance, identifying areas for improvement or adjustments in supplier agreements.
5. Risk Management & Compliance
- Contract Compliance & Risk Mitigation:
- Work closely with the legal and compliance teams to ensure that all contracts are compliant with relevant laws, industry regulations, and company policies.
- Monitor supplier performance for signs of non-compliance or risks, and take corrective actions when necessary.
- Collaborate with senior management to develop strategies for mitigating contract and supplier-related risks.
- Assist in the development of contract templates, guidelines, and best practices to reduce risk and improve the efficiency of the contracting process.
- Dispute Management:
- Support the resolution of disputes or conflicts between SayPro and its suppliers, working with legal and senior management to navigate complex situations.
- Document and report all dispute-related activities and ensure timely resolution in line with SayPro’s standards.
Required Qualifications & Skills:
- Experience:
- At least 3-5 years of experience in contract management, supplier relations, procurement, or a similar field.
- Experience conducting audits, analyzing contract compliance, and identifying areas for improvement.
- Proficiency in tendering, bidding, and proposal management processes.
- Education:
- Bachelor’s degree in Business Administration, Supply Chain Management, Law, or related field.
- Relevant certifications (e.g., Certified Professional in Supply Management, Certified Contract Manager) are a plus.
- Skills:
- Strong analytical skills, with the ability to evaluate supplier performance and identify opportunities for process improvements.
- Excellent written and verbal communication skills for reporting, negotiation, and conflict resolution.
- Strong attention to detail, organizational skills, and the ability to manage multiple tasks simultaneously.
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), and familiarity with contract management software.
- Knowledge of risk management and compliance frameworks as they relate to contracts and procurement processes.
Working Conditions:
- Full-time position, with standard office hours.
- Occasional travel may be required for supplier meetings, contract negotiations, and site visits.
- Ability to work independently, manage multiple priorities, and collaborate across teams.
Leave a Reply