Author: Zanele Comfort

SayPro Information & Targets Needed for the Quarter:

Supplier Performance Metrics: Establish clear KPIs for supplier performance (e.g., on-time delivery rate, product quality, etc.)

1. Supplier Performance Metrics (KPIs)

To ensure consistent supply chain efficiency and reliability, SayPro will need to establish clear Key Performance Indicators (KPIs) for assessing supplier performance. These KPIs are essential to monitor how suppliers are contributing to the overall operational goals. The key metrics to focus on for the upcoming quarter are:

• On-Time Delivery Rate: This measures the percentage of orders delivered by the supplier within the agreed timeframe. The target for this KPI should be set to at least 95%, depending on the complexity of the product/service being delivered. Tracking this will ensure that SayPro’s operations are not delayed due to late deliveries.
• Product Quality: Product quality is paramount to customer satisfaction and operational efficiency. This metric could involve tracking the number of defective units or the percentage of items meeting the required quality standards upon inspection. A target of 98-99% defect-free goods would be a reasonable goal.
• Supplier Responsiveness and Communication: The ease and speed with which suppliers respond to inquiries, resolve issues, or make adjustments to the contract terms is critical. Establishing a response time metric (e.g., less than 24 hours for urgent queries) would be important for smooth supplier relationships.
• Lead Time for Orders: This refers to the time from placing the order to receiving the goods. A key goal would be to reduce lead time while maintaining product quality. Tracking this metric helps improve inventory management and production schedules.
• Cost Control: Suppliers should deliver goods or services within the expected budget. Variations outside of a pre-agreed budget limit could signal the need for renegotiations. A cost-overrun rate of no more than 5-10% would be ideal, depending on the project scope.
• Sustainability Metrics: Many modern businesses are focusing on the environmental impact of their suppliers. SayPro could consider tracking the sustainability efforts of suppliers, such as compliance with environmental regulations, energy usage, and waste reduction practices.

Targets for Supplier Performance:

• On-Time Delivery: 95% or higher
• Product Quality: 98-99% defect-free
• Supplier Responsiveness: Response time under 24 hours
• Lead Time: Reduce by X% compared to last quarter
• Cost Control: Stay within a 5-10% budget variance
• Sustainability: Achieve at least 90% of suppliers adhering to environmental guidelines

2. SayPro Monthly Contract Management

Contract management is critical to ensure that SayPro’s relationships with suppliers are governed by clear, mutually beneficial terms. This involves:

• Overseeing Supplier Contracts: This includes ensuring that all supplier contracts are up to date, compliant with regulations, and reflective of current business needs. Contracts should be regularly reviewed for renewal, expiration, or renegotiation. It’s essential to have a dedicated team to manage contract compliance, dispute resolution, and any changes in terms (such as price adjustments, delivery terms, or product specifications).
• Risk Mitigation: Contracts should be reviewed to include clauses that protect SayPro from potential risks like supplier defaults, delays, or price hikes. It’s crucial to ensure that the agreements contain clear penalty clauses or alternative supply solutions in the event of a breach of contract.
• Renewals and Termination: Contracts should be reviewed for renewal periods to avoid unexpected disruptions in supply. Clear termination clauses should also be in place, allowing SayPro to end relationships with underperforming suppliers without legal consequences.
• Supplier Audits: Periodic supplier audits should be implemented to ensure compliance with contract terms. This will assess whether the supplier is meeting the expected quality, cost, and sustainability standards outlined in the agreement.

Targets for Contract Management:

• Ensure 100% of active contracts are reviewed and renewed as necessary.
• Complete 100% of audits for key suppliers by the end of the quarter.
• Achieve 95% compliance with contract terms across the board.

3. SayPro Tenders, Bidding, Quotations, and Proposals

The Tendering and Bidding process is crucial for securing new supplier partnerships and ensuring that SayPro’s procurement is both competitive and transparent.

• Tender Process Oversight: Ensure that the tender process is conducted fairly, with clear timelines for submissions, evaluations, and decisions. This will involve working closely with the procurement and legal teams to ensure all bids comply with SayPro’s requirements and regulations.
• Supplier Evaluation: After receiving bids, each proposal must be evaluated on multiple criteria, including cost, delivery time, quality, sustainability practices, and past supplier performance. These evaluations will form the basis of supplier selection and future contracts.
• Quotations and Proposals Management: Ensure that quotations and proposals from potential suppliers are reviewed for accuracy, competitiveness, and alignment with business needs. This will include negotiating pricing, terms, and conditions where necessary.
• Competitive Bidding: In some cases, it may be necessary to encourage competitive bidding to ensure the best value for SayPro. Setting up a transparent and fair bidding process will encourage suppliers to submit their most competitive offers.
• Supplier Relationship Management: After the tendering process, the emphasis should be on building strong relationships with suppliers. This ensures that suppliers understand SayPro’s expectations and fosters long-term collaboration.

Targets for Tenders, Bidding, Quotations, and Proposals:

• Complete at least 3 major supplier tenders and bidding processes within the quarter.
• Achieve a response rate of at least 85% from potential suppliers.
• Secure at least one long-term partnership with a key supplier based on competitive bids.
• Reduce the time taken from receiving quotes to finalizing contracts by 15%.

4. SayPro Marketing Royalty SCMR

The SayPro Marketing Royalty SCMR (Supply Chain Marketing and Royalty Management) focuses on ensuring that SayPro is properly compensated for its role in promoting and facilitating the sales of third-party supplier products or services. This involves managing the financial agreements related to marketing royalties.

• Royalty Agreements: Oversee all agreements with suppliers and partners where SayPro receives royalties or commissions from marketing and promoting their products. These agreements should be clear about the percentage of revenue or sales SayPro will receive.
• Tracking Royalty Payments: Ensure that royalty payments are tracked accurately and received on time. Develop a system to monitor payments and address any discrepancies or late payments.
• Maximizing Marketing Royalties: Collaborate with the marketing team to identify new opportunities for earning royalties through promotions, campaigns, and product launches. Focus on growing the revenue share from these activities.
• Performance Metrics for Royalty Agreements: Establish KPIs for marketing campaigns that generate royalty income. These might include sales volume, campaign reach, customer acquisition costs, or return on investment (ROI) for marketing spend.

Targets for Marketing Royalty SCMR:

• Track 100% of royalty payments for compliance with contracts.
• Achieve a 10% increase in royalty revenue from the previous quarter.
• Ensure timely payment of royalties within 30 days of contract terms.
• Develop at least 2 new marketing campaigns that will generate royalties for SayPro.

---

Conclusion:

For the upcoming quarter, SayPro’s focus should be on enhancing supplier performance, overseeing contract compliance, ensuring transparency in tenders and proposals, and maximizing marketing royalty revenue. By setting clear targets and closely monitoring KPIs, SayPro can maintain strong relationships with suppliers, optimize procurement processes, and drive business growth.

SayPro Documents Required from Employee:

Contract Renewal Records: Records detailing when contracts are due for renewal and any steps taken to renew them

1. Contract Renewal Records

Employees handling supplier contracts and agreements must maintain a thorough and organized set of documents related to contract renewals. These records must include:

• Contract Renewal Timeline: Documents that specify the expiration dates of contracts and any internal deadlines for renewal. These timelines help ensure that no contracts lapse without proper renewal or renegotiation.
• Renewal Notifications: Any communication, internal or external, regarding the upcoming contract renewal. This could include automated reminders, emails, or memos indicating when a contract should be reviewed for renewal.
• Action Taken for Renewal: Documentation of the steps or actions taken to renew the contract. This could include requests for proposals (RFPs), renegotiation discussions, or any relevant documents to track progress.
• Renewed Contracts: A copy of the signed contract after renewal, outlining any new terms or amendments made during the renewal process.
• Approval and Signatures: Documentation to confirm that the renewal process was authorized by the appropriate parties within the company. This includes approval emails, signatures, or any records of board or department-level sign-off.
• Any Negotiations or Amendments: If the renewal includes changes to the original contract terms (such as pricing, delivery schedules, etc.), these must be well documented. This includes detailed reports or meeting notes showing what modifications were made during the renewal process.

2. SayPro Monthly January SCMR-1 Reports

This monthly report, particularly the January SCMR-1, should be compiled and submitted by employees who are responsible for overseeing the status of contracts and suppliers within the SCMR (Supply Chain Management and Resources) framework. This report should include:

• Contract Renewal Status: A section of the report should focus on summarizing the status of upcoming contract renewals, including whether any contracts are due for renewal in the next month or quarter.
• Performance Metrics of Existing Suppliers: A summary of how current suppliers are performing under the contract. This includes any feedback or evaluations regarding the suppliers’ adherence to terms, quality of service/products, and delivery timelines.
• Risks and Opportunities: Documentation of any potential risks associated with renewing or terminating contracts. This could include issues with vendor performance, financial instability of suppliers, or opportunities to renegotiate terms more favorably for SayPro.
• Recommendations for Action: Based on the SCMR-1 analysis, employees must outline their recommendations on how to proceed with specific contracts or suppliers. This could involve renewing contracts, terminating agreements, or making amendments.

3. SayPro Monthly Contract Management Reports

Under SayPro Monthly Contract Management, employees should track and report the status of all supplier contracts. These reports should be submitted to the SayPro Tenders, Bidding, Quotations, and Proposals Office. The following documents should be included:

• Comprehensive List of Active Contracts: A complete record of all active contracts and their respective renewal dates, payment schedules, and performance benchmarks. This list should be up-to-date and regularly reviewed.
• Contract Compliance Records: Reports indicating whether current contracts are in compliance with all terms and conditions. This includes delivery dates, payment schedules, and any potential breaches or violations of contract clauses.
• Supplier Performance Evaluation: Employees should include performance evaluations for each supplier under the contracts. This can include qualitative assessments and quantitative data such as delivery times, product quality, and customer service.
• Contract Amendments and Addendums: Any amendments made to contracts, including those made during the renewal process. Documentation should reflect the new terms and be accompanied by a justification for the changes.
• Bidding and Proposal Updates: If contracts are renewed through a competitive bidding process, this document should include information about the most recent tender or bidding process for that contract, including the proposals submitted, evaluation of the bids, and any decisions made regarding contract renewal.

4. Tenders, Bidding, Quotations, and Proposals Office Records

All employees involved in the Tenders, Bidding, Quotations, and Proposals process must submit the following documentation to maintain a clear audit trail and ensure transparency:

• Bid Documents: Copies of all documents related to tendering processes, including bid invitations, supplier responses, evaluation criteria, and final decisions made.
• Quotation Records: Documentation of all quotations received for a given contract or project. This includes initial proposals, revised quotations, and communications with the suppliers to finalize the bid.
• Proposals and Offer Letters: For contracts that involve proposals, a copy of the proposal submitted by the supplier and any offer letters that were extended to suppliers should be included.
• Supplier Selection Criteria: Documentation on the criteria used to evaluate and select suppliers. This could include scoring sheets, notes from internal meetings, or evaluation matrices.
• Tenders Summary Reports: A summary of all active and past tenders, including their status, outcomes, and any contracts awarded as a result of the tendering process.

5. Marketing Royalty SCMR Documentation

Employees working under the SayPro Marketing Royalty SCMR program must also ensure the following documents are provided:

• Royalty Payment Records: Documentation detailing royalty payments made to suppliers, contractors, or vendors in accordance with the terms of the contracts. This includes payment schedules, invoices, and receipts for all transactions.
• Marketing and Contract Performance Reports: Reports analyzing how well the supplier’s goods or services are contributing to marketing efforts and the overall brand strategy, as specified in the contracts.
• License and Rights Agreements: Copies of all licenses or rights agreements relevant to marketing or royalty payments, which specify the terms of intellectual property use, distribution rights, and any financial arrangements.
• Audit Trail of Payments: A full audit trail documenting all marketing royalties paid out under the contract terms. This ensures transparency and prevents potential disputes or financial mismanagement.

---

By adhering to the above requirements and maintaining the necessary documentation, SayPro ensures smooth and compliant operations across all departments related to contract management, supplier relations, and the monitoring of tenders and proposals. These records also play a key role in mitigating any risks and making data-driven decisions regarding future contract renewals and supplier partnerships.

SayPro Documents Required from Employee:

Performance Reports: Periodic reports on supplier performance as per the terms of the contract

1. Performance Reports

• Document Overview: These are periodic reports prepared by employees that evaluate the performance of suppliers in relation to the terms and conditions stipulated in the contract. The reports are an essential tool for measuring the effectiveness and efficiency of supplier relationships.
• Purpose: To assess how well suppliers are meeting their obligations, including delivery timelines, product quality, and customer service standards.
• Frequency: Monthly performance reports are required to be submitted on the first of every month (i.e., the SayPro Monthly January SCMR-1).
• Content: These reports should include the following key elements:
  • Supplier name and contact information.
  • A summary of contract terms.
  • Performance indicators (e.g., on-time delivery rate, product quality, compliance with specifications).
  • Analysis of any issues or deviations from the agreed-upon terms.
  • Recommendations for improvements or actions required.
  • Action plan for addressing any performance gaps.
• Review and Action: The reports should be submitted to the Supply Chain Management (SCM) department for further review and action. Any performance issues must be escalated to management if they require corrective measures.

2. SayPro Monthly SCMR-1

• Document Overview: This is a monthly report format used by employees to track various supply chain management activities and supplier performance metrics. The “SCMR-1” serves as the official tracking form for supplier management at SayPro.
• Purpose: To maintain consistent oversight of supplier performance, procurement, and logistics activities.
• Frequency: Submitted monthly, on a consistent schedule (e.g., by the first week of each month).
• Content: This report should include the following:
  • Overview of supplier activities and performance over the past month.
  • A summary of any challenges or disruptions faced in the supply chain.
  • Status of key performance indicators (KPIs) related to supply chain efficiency.
  • Compliance status of current suppliers and contracts.
  • Action items for resolving any identified supply chain issues.
• Submission: The report must be submitted to senior management and the relevant departments (e.g., SCM, contract management) for review and further decision-making.

3. Contract Management

• Document Overview: Contract management documents track all agreements and contracts entered into by SayPro with its suppliers. These documents are crucial for ensuring that all supplier agreements are monitored, upheld, and renegotiated as needed.
• Purpose: To ensure that all contracts are compliant with SayPro’s legal and operational requirements.
• Key Responsibilities:
  • Oversee Supplier Contracts: Employees in contract management must ensure that all supplier contracts are properly documented, tracked, and updated.
  • Track Contract Expiration and Renewals: Identify key dates related to contract expirations or renewals and ensure timely actions are taken for negotiation and renewal.
  • Enforce Contract Terms: Ensure suppliers comply with the conditions outlined in the contracts, including pricing, quality, and delivery terms.
• Key Documents: Contracts, addenda, amendments, and renewals. These should be reviewed regularly to ensure all terms are met by the suppliers.

4. Tenders, Bidding, Quotations, and Proposals

• Document Overview: Tenders, bids, quotations, and proposals are key documents in procurement and sourcing activities. They are used when SayPro solicits offers for goods or services, comparing pricing and terms from various suppliers.
• Purpose: To ensure that SayPro follows a transparent, competitive, and legally compliant process for supplier selection and procurement.
• Key Responsibilities:
  • Tenders: These are formal offers from suppliers to provide goods or services. Employees should ensure that tenders meet the required specifications and conditions.
  • Bidding: Bidding documents must be prepared when a formal process is required to select a supplier. This includes the conditions under which bidding occurs, evaluation criteria, and the specific requirements for suppliers.
  • Quotations: Quotations provide cost estimates for goods or services offered by suppliers. Employees must ensure that quotations are accurate, detailed, and align with the company’s budget.
  • Proposals: Proposals are comprehensive documents submitted by suppliers to offer goods or services, outlining costs, delivery terms, and quality guarantees. These proposals must be reviewed in detail for accuracy and alignment with SayPro’s needs.
• Submission and Review: Tenders, bids, quotations, and proposals must be submitted to the Procurement and Contract Management departments for review and selection. The best offer will be selected based on quality, price, delivery time, and supplier reliability.

5. Marketing Royalty SCMR

• Document Overview: The Royalty SCMR document focuses on managing marketing royalties related to supplier agreements, product promotions, and licensing.
• Purpose: To track and manage royalty payments and ensure compliance with marketing agreements between SayPro and its suppliers, especially regarding licensed products or intellectual property.
• Content:
  • A breakdown of royalties paid or due for specific products.
  • Contractual details related to royalty percentages and payment schedules.
  • Any discrepancies or issues regarding royalty payments that need resolution.
• Key Responsibilities:
  • Tracking Royalty Payments: Employees need to ensure that royalties are calculated and paid correctly in line with contractual agreements.
  • Compliance with Marketing Terms: Ensure all marketing materials and activities align with the terms of the supplier agreements, particularly when it comes to royalties on intellectual property usage.

---

Conclusion

The documents required from employees at SayPro are essential for ensuring the seamless functioning of supply chain management, contract management, procurement, and marketing royalty processes. These documents help monitor supplier performance, ensure legal compliance in contracts, and manage procurement activities efficiently. Regular submission and accurate reporting on these documents are crucial for maintaining operational excellence and upholding the terms of supplier agreements.

SayPro Documents Required from Employee:

Risk Assessment Reports: Any reports identifying risks in supplier agreements and suggested mitigation strategies

1. Risk Assessment Reports

The employee is required to provide detailed Risk Assessment Reports that specifically focus on identifying risks in supplier agreements and suggest appropriate mitigation strategies. These reports should address any potential risks that could impact the company’s operations, financial stability, or legal standing in relation to supplier contracts. The risk assessment should cover the following areas:

• Supply Chain Disruptions: Any disruptions that may arise from delays, shortages, or logistical issues.
• Financial Risks: Potential financial instability of the supplier or risks related to pricing fluctuations.
• Legal and Compliance Risks: Risks related to non-compliance with regulations, contract terms, or intellectual property concerns.
• Operational Risks: Operational inefficiencies, quality control failures, or non-performance of suppliers.
• Environmental and Social Risks: Any environmental or social issues associated with the supplier’s practices.

The reports should also suggest possible mitigation strategies to address each identified risk. This could involve negotiating revised terms with the supplier, finding alternative suppliers, or setting up contingency plans to minimize the impact of the identified risks. The employee is responsible for ensuring that the report is comprehensive, well-researched, and actionable.

2. SayPro Monthly January SCMR-1

The employee must provide the SayPro Monthly January SCMR-1 document. This document will include a detailed Supplier Contract Management Report (SCMR) for the month of January. The SCMR-1 should include the following:

• Supplier Performance Overview: A summary of the performance metrics for each active supplier during the month, highlighting any concerns or areas of improvement.
• Contract Compliance Status: A section outlining whether suppliers are meeting the agreed terms and conditions.
• Contract Amendments: Any updates or changes made to supplier contracts within the reporting period.
• Risk Mitigation Actions: A record of any risk mitigation actions that were implemented during the month in response to issues identified in previous reports.
• Supplier Audits: A summary of any supplier audits conducted during the month and their results, including any recommendations for further action.
• Key Performance Indicators (KPIs): KPIs related to contract management, supplier performance, and risk management.

This document will serve as a snapshot of the current status of supplier relationships and the performance of contracts in place, providing management with insights on areas requiring attention.

3. SayPro Monthly Contract Management

The employee is expected to oversee the Supplier Contracts and Agreements under the SayPro Monthly Contract Management process. This includes reviewing and managing contracts with suppliers, ensuring compliance with terms, and addressing any issues that arise. The responsibilities for this task include:

• Contract Review and Updates: Regularly reviewing existing supplier contracts to ensure they are still relevant, effective, and aligned with the company’s strategic goals.
• Negotiation of Terms: Engaging in negotiations with suppliers to amend contract terms where necessary, ensuring that both parties are aligned in terms of expectations and obligations.
• Performance Monitoring: Ensuring that suppliers adhere to the terms of the contract and taking corrective actions if there are performance issues.
• Contract Expiry and Renewals: Tracking contract expiry dates and handling renewals or extensions before contracts lapse.

The employee is expected to provide detailed reports on the progress of contract management activities for the month.

4. SayPro Tenders, Bidding, Quotations, and Proposals Office

The employee must manage the Tenders, Bidding, Quotations, and Proposals process under the SayPro Marketing Royalty SCMR framework. This includes ensuring that all tenders and bidding processes are carried out according to company standards and contractual obligations. The employee should be responsible for the following:

• Tender Issuance: Preparing and issuing tenders for suppliers, ensuring all relevant details are included and clearly stated.
• Bidding Process Management: Overseeing the bidding process to ensure that it is competitive, transparent, and compliant with internal procedures.
• Supplier Quotation Evaluation: Reviewing quotations from suppliers and analyzing them against the company’s needs, budget, and quality standards.
• Proposal Preparation and Submission: Preparing and submitting proposals to potential suppliers or customers, ensuring that the proposals meet all relevant requirements and expectations.
• Bidder Communication: Communicating with potential bidders throughout the process to clarify any questions and ensure a smooth workflow.

Detailed records of all tenders, bids, quotations, and proposals should be maintained and reported on a regular basis to ensure alignment with overall supply chain and contract management goals.

Conclusion

The above documents and processes are critical to ensuring effective risk management, supplier performance tracking, and contract management at SayPro. The employee is expected to actively engage in reviewing and reporting on these areas, offering insights and actionable strategies to mitigate risks, improve supplier relationships, and maintain compliance with company policies. Clear and detailed documentation will help in maintaining transparency, accountability, and the successful management of supplier agreements.

SayPro Documents Required from Employee:

Contract Review Forms: Documentation from legal or other internal teams confirming the review and approval of contracts

1. Contract Review Forms

• Purpose: These forms serve as official records to confirm that contracts have been reviewed, approved, and signed by the necessary stakeholders, including internal legal teams and/or management.
• Required Documentation:
  • Signed Contract Review Form: A form signed by the legal team or relevant department, confirming that the contract has undergone a thorough review.
  • Approval Records: Documentation (emails, memos, or internal reports) confirming the final approval of the contract, including any amendments or revisions.
  • Legal Team Confirmation: A statement from the legal department confirming compliance with regulatory standards and the company’s internal policies.
  • Internal Review Process Documentation: Any formalized documents describing the steps taken by the legal or other internal teams to review the contract. This could include checklists or notes on any revisions that were made prior to approval.

2. SayPro Monthly January SCMR-1

• Purpose: The SCMR-1 form serves as a monthly record detailing the performance, status, and any updates related to contracts and suppliers for SayPro. This document is a key part of monthly reporting.
• Required Documentation:
  • Completed SCMR-1 Form: The completed form, detailing the ongoing status of supplier contracts, agreements, and any other related activities or updates for the month of January.
  • Supplier Status Reports: Any accompanying reports that provide insight into supplier performance, adherence to contract terms, or delays/issues that have arisen.
  • Budget or Financial Impact Analysis: If relevant, an analysis that connects the status of contracts to financial performance, ensuring that contracts are being managed within budgetary constraints.

3. SayPro Monthly Contract Management

• Purpose: To oversee and manage the contracts between SayPro and suppliers, ensuring that all agreements are in compliance with internal policies and external regulations.
• Required Documentation:
  • Contract Review and Compliance Reports: Detailed reports showing that the contracts are being managed according to the terms set forth, including any issues with compliance.
  • Contract Renewal and Termination Notices: Documentation regarding the renewal or termination of any supplier agreements, including timelines, procedures followed, and any negotiations conducted.
  • Supplier Communication Logs: Logs of any communications with suppliers regarding contract updates, issues, or revisions, to demonstrate transparency and accountability in contract management.
  • Risk Management Plans: If applicable, documentation outlining how risks associated with specific contracts (e.g., non-compliance, financial risk) are being mitigated.

4. SayPro Tenders, Bidding, Quotations, and Proposals Office under SayPro Marketing Royalty SCMR

• Purpose: This document details the processes related to tendering, bidding, and proposals as part of SayPro’s marketing royalty activities, ensuring all activities follow established guidelines and legal requirements.
• Required Documentation:
  • Tender and Bidding Documentation: Official records of any tenders or bids, including the call for tenders, received bids, evaluation of proposals, and final selection. These documents should include a summary of decisions made and any factors influencing those decisions.
  • Quotations: A compilation of all supplier quotations submitted as part of the bidding process, including a breakdown of the pricing and services offered by potential suppliers.
  • Proposal Records: Documentation regarding any proposals submitted for marketing royalty projects or other relevant initiatives, with detailed information on the scope of work, proposed deliverables, and pricing.
  • Evaluation Criteria: A description of how proposals, tenders, and bids were evaluated, including scoring systems, decision-making processes, and any stakeholder inputs.
  • Award Confirmation: Official confirmation of the selection and awarding of contracts based on the bids or proposals received, ensuring that all decisions are well-documented and transparent.
  • Contractual Terms for Marketing Royalty SCMR: Specific terms and conditions related to marketing royalties that may be involved in the contracts, detailing payment terms, deliverables, and performance expectations.

General Requirements

• Timely Submission: All documents should be submitted on time as per SayPro’s monthly reporting requirements, ensuring that any contract or supplier management is fully updated by the end of each reporting period.
• Accuracy: Ensure that all information provided is accurate, up-to-date, and reflective of current contract statuses, tender processes, and internal approvals.

These documents collectively serve as the foundation for effective contract management and supplier relationship oversight, ensuring SayPro maintains legal compliance and operational efficiency in its engagements.

SayPro Documents Required from Employee:

Supplier Contracts: Copies of all supplier contracts under management, including amendments and updates

1. Supplier Contracts

Employees are required to submit the following documents relating to supplier contracts under management:

• Copies of all Supplier Contracts: All contracts with suppliers managed by SayPro must be submitted. These should include both active and expired contracts, along with any accompanying amendments or updates. This is essential for tracking the terms and conditions, ensuring compliance, and verifying that SayPro has met all obligations.
• Amendments and Updates: Any modifications, additions, or updates to existing supplier contracts should also be included. These amendments may involve changes in pricing, timelines, terms of service, or other contractual elements. A detailed record of any contract amendments ensures proper governance and auditing.
• Contract History and Correspondence: Where applicable, submit any previous communication with suppliers that led to the current contract terms, including emails, meeting notes, and other documentation outlining negotiation details or key discussions. This helps clarify the context of certain decisions made during the contract period.

2. SayPro Monthly SCMR-1

Employees must submit the SayPro Monthly SCMR-1 report for each month. The SCMR-1 should contain:

• Supplier Performance Review: An analysis of each supplier’s performance during the month, noting key metrics like quality, on-time delivery, and compliance with agreed terms.
• Key Issues and Resolutions: Document any challenges or issues faced with suppliers, including delays, quality concerns, or disputes. Provide details on how these issues were addressed or resolved, whether through renegotiation, penalties, or other methods.
• Contract Compliance: A section detailing whether suppliers are meeting the terms of their agreements. This includes timelines, quality standards, and any other contractual obligations.

3. SayPro Monthly Contract Management

This document pertains to the overall management of supplier contracts:

• Contract Lifecycle Management: Submit updates regarding the status of ongoing contracts, highlighting those nearing expiration, renewals, or any necessary renegotiations. This document should also highlight any newly initiated contracts and their progress.
• Tracking of Critical Milestones: This section includes any key milestones in the contract cycle (e.g., delivery deadlines, payment terms) and whether they were met.
• Compliance Audits: Provide a report on any audits conducted regarding supplier contracts to ensure compliance with SayPro’s internal policies and regulatory requirements.

4. Tenders, Bidding, Quotations, and Proposals

The employee should submit detailed records relating to tenders, bidding, and quotations that were part of the contract management process:

• Tenders Issued and Received: Document all tenders issued by SayPro, including the specifications, scope of work, and requirements. Also, include details on tenders received from suppliers or contractors, outlining the supplier’s bid and any relevant pricing.
• Bidding Process: Submit records of the bidding process, including bid evaluation criteria, scoring mechanisms, and the final selection process. This ensures transparency and fairness in selecting suppliers.
• Quotations: Provide quotations received from suppliers for products or services. This includes detailed pricing breakdowns, terms, and conditions outlined in the quote.
• Proposals Submitted: Include any proposals submitted by SayPro to suppliers, including the terms of agreement, services requested, and any associated costs or benefits. Proposals should reflect the negotiation process and potential agreements.

5. Office Under SayPro Marketing Royalty SCMR

Employees need to provide documentation related to the marketing royalty management and any associated activities:

• Marketing Contracts and Agreements: Any supplier contracts linked to marketing activities, royalty agreements, or marketing services should be submitted. This includes agreements on commissions, marketing rights, and royalty distribution terms.
• Royalties and Payments Tracking: Documentation should detail the tracking and management of royalties, ensuring that payments to suppliers, partners, or stakeholders are consistent with agreed terms. Include records of payments, royalties due, and any disputes over amounts or terms.
• Marketing Activity Reports: Provide monthly reports on marketing activities related to the supplier contracts. This includes promotional campaigns, advertising strategies, and the impact of such activities on sales or brand visibility.

By submitting the above documents, SayPro ensures a structured, organized approach to managing supplier contracts and related activities. Proper documentation is vital for ensuring compliance, managing risks, and maintaining effective supplier relationships.

SayPro Collaboration and Coordination:
Stakeholder Communication: Keep internal stakeholders informed about contract timelines, deliverables, and any challenges encountered during contract execution

1. Overview of Stakeholder Communication in Contract Management

Stakeholder communication in SayPro’s contract management process revolves around ensuring that key departments—finance, legal, operations, procurement, and marketing—are well-informed and aligned during every stage of the contract lifecycle. These stakeholders rely on accurate and timely information to make decisions, manage risks, and ensure successful contract execution.

The SayPro Monthly Contract Management process, overseen through SCMR-1, is designed to maintain open lines of communication across these departments, particularly as it pertains to the management of supplier contracts, tenders, and proposals. Communication ensures that each department’s objectives are met while the contract aligns with SayPro’s strategic priorities.

2. Key Aspects of Stakeholder Communication

Effective communication with stakeholders focuses on the following key aspects:

a. Timely Updates on Contract Timelines

One of the most critical aspects of contract management is ensuring that all stakeholders are aware of contract timelines. These timelines may include deadlines for deliverables, contract renewals, payment milestones, or specific project phases. Ensuring stakeholders are kept in the loop allows departments to anticipate upcoming tasks and plan accordingly.

• Contract Execution Phases: As contracts progress through different phases (e.g., negotiation, signing, performance monitoring), stakeholders need updates on key dates. For instance, the procurement team needs to know when a supplier contract will be executed so they can plan for inventory needs, while the finance team must be alerted to payment milestones.
• Supplier Deadlines: Timely communication of supplier deadlines is important for departments such as operations, which may need to schedule production or logistics around these commitments. Delays or issues with suppliers can impact the overall project schedule, and it is critical that this information is communicated quickly and accurately to prevent disruption.

b. Clear Communication of Deliverables and Expectations

Every contract includes deliverables that must be met, and it is essential that internal stakeholders understand these requirements. This is especially true in cases involving multiple departments, such as marketing or legal, where different teams may rely on the successful completion of certain deliverables to meet their goals.

• Project Deliverables: The operations team needs to know when specific materials or services from suppliers will arrive, while marketing may depend on timely execution of deliverables related to advertising campaigns or product launches.
• Performance Metrics and Expectations: Communication should include clarity on performance metrics, such as service level agreements (SLAs), quality standards, and customer satisfaction targets. The legal team must also ensure that these standards are embedded in the contract and are communicated to relevant departments to maintain accountability.

c. Addressing Challenges and Issues During Contract Execution

No contract is free from challenges, whether it be delays, disputes, performance issues, or unforeseen events. It is essential to communicate any such challenges as soon as they are identified to minimize negative impacts on the business. This communication should include not only the nature of the challenge but also potential solutions or mitigation strategies.

• Supplier Delays or Non-Compliance: If a supplier faces delays or breaches the contract, timely communication with both the procurement and operations teams is critical to manage expectations and implement contingency plans. Legal teams might need to explore contractual remedies, while finance needs to evaluate any potential financial impacts or penalties.
• Risk Mitigation and Adjustments: Stakeholders must be updated on any adjustments made to the original terms to mitigate risks. For example, if a supplier’s failure to meet deliverables leads to renegotiation of the contract terms, these changes must be communicated across departments so that everyone is on the same page.

d. Regular Status Meetings and Reporting

Regular status meetings and reports ensure that stakeholders have a consistent understanding of the contract’s progress. These updates should be structured to address key concerns and provide actionable insights.

• Monthly Contract Reviews: As part of SayPro’s Monthly SCMR-1 process, regular contract reviews should be scheduled to discuss the status of all active contracts. This can include reviewing performance against contract terms, financial commitments, and supplier performance.
• Reporting Mechanisms: Formal reports and dashboards can be used to keep stakeholders informed. These reports should cover any contract deviations, updated timelines, financial implications, and any pending decisions that need to be made. The procurement team can share updates on tendering activities, bidding results, and proposal outcomes, while legal can report on any compliance or regulatory concerns.

3. SayPro Tenders, Bidding, Quotations, and Proposals Office Communication

The SayPro Tenders, Bidding, Quotations, and Proposals Office plays a significant role in ensuring clear communication with stakeholders. This office is responsible for managing the tendering and bidding processes, including gathering quotations and drafting proposals. Regular communication from this office is essential to ensure that all departments are aligned on upcoming procurement and tendering activities.

• Bid Submission Deadlines: The procurement team must ensure that relevant departments are aware of the deadlines for submitting bids or RFQs (Requests for Quotations). This ensures that all necessary information is gathered in time and avoids delays in the procurement process.
• Tender Evaluations and Selections: Once tenders are received, the evaluation process needs to be communicated to internal stakeholders, such as finance, legal, and operations, to ensure that the right suppliers are selected based on cost, quality, and capability to meet SayPro’s needs.

4. SayPro Marketing and Royalty Communication

Contracts related to marketing and royalties require seamless communication to ensure that contractual obligations are met in relation to brand guidelines, promotional activities, and royalty payments.

• Royalty Structures: Marketing teams must be informed of how royalties are structured and paid. They also need regular updates on royalty payments or any changes to the terms of licensing agreements. Finance departments communicate any changes in royalty projections, ensuring marketing can plan campaigns effectively.
• Promotional Timelines: Any promotional campaigns involving external vendors or advertising agencies must have clear timelines communicated to both the marketing and operations teams. This ensures that products are available when needed, and the promotional activities align with supply and distribution capabilities.

5. Conclusion

In SayPro, clear and efficient communication with internal stakeholders is crucial to the successful management and execution of contracts. From contract timelines and deliverables to challenges and risks, regular communication ensures that all departments remain informed and aligned with SayPro’s broader objectives. By keeping stakeholders updated on progress, issues, and resolutions, SayPro can effectively manage supplier contracts, mitigate risks, and maintain smooth operations across departments, ensuring the achievement of both short-term and long-term strategic goals. Through structured reporting, regular meetings, and proactive communication, SayPro continues to maintain transparency and collaboration across all levels of contract execution.

SayPro Collaboration and Coordination:
Cross-Department Collaboration: Work closely with other departments (e.g., finance, legal, operations) to ensure that contracts align with broader organizational objectives

1. Cross-Department Collaboration in Contract Management

A critical component of SayPro’s contract management process involves working closely with various internal departments to ensure that contracts reflect the organization’s broader goals. This collaboration is particularly important when aligning contractual obligations with SayPro’s financial, legal, and operational objectives.

• Finance Department: Contracts, especially supplier agreements, often have significant financial implications. The finance team is integral in reviewing the financial terms of contracts, ensuring that payment schedules, pricing, and penalties align with budgetary constraints and organizational forecasts. They work closely with the procurement team to analyze supplier financial stability and help mitigate any financial risks associated with long-term contracts.
• Legal Department: The legal team plays a vital role in reviewing the terms and conditions of contracts to ensure compliance with applicable laws and regulations. This includes ensuring that intellectual property (IP) rights, indemnities, and dispute resolution mechanisms are clearly defined. Their input is essential in reducing legal risks and making sure all contract clauses align with both legal obligations and corporate governance standards.
• Operations Department: The operations team ensures that supplier contracts and agreements align with the company’s day-to-day activities. They assess whether the terms of the contract are feasible operationally, including delivery timelines, quality standards, and service levels. Their involvement helps in confirming that the contractual obligations can be fulfilled within the organization’s operational capacity.
• Marketing and Royalties: Given that SayPro also works with marketing and royalty agreements, this department ensures that the contracts incorporate royalty structures and marketing support necessary for product launches, promotions, or intellectual property rights. Marketing departments help coordinate these contractual obligations with suppliers and ensure that they meet SayPro’s strategic brand and promotional goals.

2. SayPro Monthly Contract Management

As part of the SayPro Monthly SCMR-1 (Supply Chain Management Report), SayPro’s Contract Management system is designed to oversee and streamline the contractual processes across all departments. This process focuses on the following key areas:

• Supplier Contracts and Agreements: Ensuring that all contracts with suppliers and service providers are reviewed, negotiated, and executed in a timely manner, with all parties adhering to agreed terms. This is facilitated by cross-departmental collaboration, ensuring that terms meet legal, operational, and financial expectations. Monthly reviews help to keep track of any updates, renewals, or amendments to contracts.
• SayPro Tenders, Bidding, Quotations, and Proposals Office: This office coordinates tenders, bidding processes, and requests for quotations (RFQs). It ensures that all supplier agreements are in line with procurement strategies and that the bidding process is conducted in a transparent, competitive, and cost-effective manner. Collaboration with legal and finance ensures that terms, costs, and evaluation criteria are consistent with SayPro’s needs and compliance standards.

3. Ensuring Alignment with Broader Organizational Objectives

To ensure that all contract-related activities are aligned with SayPro’s larger strategic objectives, the collaboration between departments follows a clearly defined process:

• Strategic Objectives Alignment: The contract management process is aligned with SayPro’s overall organizational strategy, including cost control, supplier diversification, and risk management. The legal, finance, and operations teams work together to ensure that the terms and conditions in the contracts support these strategic goals.
• Risk Management: Cross-department collaboration is essential to identifying potential risks in supplier agreements and tenders. For instance, the finance department assesses the financial stability of suppliers, while the legal team ensures compliance with laws and regulations, thus minimizing risks related to breach of contract or financial instability.
• Continuous Improvement: Regular cross-departmental meetings and reviews of supplier contracts allow SayPro to adapt and make adjustments to the contracting process based on changing market conditions, regulatory requirements, and internal strategic goals. These ongoing collaborations ensure that SayPro can evolve and adapt its contract management processes over time.

4. SayPro Marketing and Royalty SCMR

For contracts involving marketing and royalties, SayPro collaborates with its marketing and intellectual property teams to establish agreements that align with branding strategies and royalty structures.

• Marketing Team Coordination: Contracts related to marketing, advertising, and product promotion need to reflect the company’s goals. This includes setting up terms related to promotional spend, campaign targets, and performance metrics, as well as securing advertising rights and usage of intellectual property.
• Royalty Agreements: For any contracts involving royalty payments, SayPro works closely with legal teams to define payment structures, calculation methods, and frequency. Coordination with finance ensures that these royalty payments align with revenue projections and budgets, ensuring that SayPro remains compliant and transparent in its royalty agreements.

Conclusion

The collaboration and coordination among departments at SayPro play an essential role in ensuring that supplier contracts and agreements are effectively managed, negotiated, and executed. Through regular communication and strategic alignment, SayPro ensures that every contract is consistent with organizational objectives, ensuring risk mitigation, operational efficiency, and financial stability. By bringing together legal, finance, operations, and marketing teams, SayPro is able to foster a comprehensive approach to contract management that drives long-term success.

SayPro Job Description & Tasks:

Reporting & Documentation:
Documentation: Maintain accurate and up-to-date records of contracts, amendments, and communications related to each contract

Overview:

As a Contract Management & Supplier Relations Specialist at SayPro, you will play an essential role in maintaining the integrity and accuracy of the company’s supplier contracts and agreements. Your primary responsibility will be to ensure that all contracts, amendments, communications, and related documentation are meticulously recorded, updated, and easily accessible. You will oversee the lifecycle of contracts from tendering and bidding to post-signature monitoring, and provide regular updates to senior management regarding contract status and supplier performance. Your attention to detail, organizational skills, and ability to collaborate across departments will be key in ensuring the successful management of SayPro’s contractual agreements and relationships.

Key Responsibilities:

1. Reporting & Documentation

• Documentation Management:
  • Maintain and organize detailed, accurate, and up-to-date records for all supplier contracts and agreements, including amendments, renewals, and extensions.
  • Ensure all documentation related to contracts—such as amendments, addendums, communications, and approval workflows—are stored in a secure, easily accessible system for future reference, audits, or reviews.
  • Regularly update and archive contracts to ensure that SayPro’s records are always current and that no documentation is outdated or misplaced.
  • Review and ensure that all supporting documents (e.g., contracts, amendments, correspondence) are included in each contract file, creating a comprehensive repository for each agreement.
  • Collaborate with the legal and compliance teams to ensure all contract documentation adheres to regulatory standards and internal policies.
• SayPro Monthly SCMR-1 Reporting:
  • Prepare and deliver the SayPro Monthly SCMR-1 Report to senior management, summarizing contract status, supplier performance, any amendments or modifications made, and upcoming contract milestones or renewals.
  • Include detailed insights into any ongoing contract negotiations or disputes, ensuring that the report provides a clear picture of the current contract landscape.
  • Ensure that all updates are accurate and aligned with SayPro’s strategic goals, presenting a transparent overview of supplier relationships and contract compliance.
• Contract Auditing and Record Accuracy:
  • Conduct regular audits of active contracts to ensure that documentation is complete, accurate, and up to date.
  • Address any gaps in documentation, ensuring any missing information or outdated documents are quickly addressed and corrected.
  • Provide an ongoing assessment of internal processes to identify potential improvements in document management, aiming to enhance efficiency and minimize errors in documentation.
• Documentation of Contractual Communication:
  • Maintain a clear and detailed log of all communications related to each contract, including emails, meeting notes, and other forms of correspondence between SayPro and its suppliers.
  • Document any changes in contract terms or conditions, capturing approvals or rejections from both parties.
  • Ensure that any verbal communications, agreements, or negotiations that impact contract terms are properly documented and filed within the corresponding contract’s record.
  • Facilitate communication between internal stakeholders (e.g., legal, procurement, finance) and external suppliers to ensure consistent, transparent documentation practices.

2. Contract & Supplier Management

• Supplier Contract Oversight:
  • Oversee the creation, negotiation, and finalization of contracts with suppliers, ensuring all terms and conditions are aligned with SayPro’s business needs.
  • Review and assess contract performance regularly, monitoring adherence to terms, delivery schedules, pricing, and quality metrics.
  • Ensure that contracts are maintained, updated, and renegotiated as necessary to reflect evolving business needs or changes in the supplier landscape.
  • Work closely with the finance and operations teams to ensure that the financial terms of contracts, such as payment schedules, penalties, or bonuses, are clearly documented and accurately implemented.
• Supplier Relationship & Performance Monitoring:
  • Foster strong relationships with key suppliers, maintaining open lines of communication and managing day-to-day supplier-related issues.
  • Ensure that performance metrics are established, tracked, and reported in accordance with contract terms.
  • Track and document any performance issues, escalations, or discrepancies in supplier delivery, and ensure that these are resolved promptly through clear communication and corrective action.

3. Tenders, Bidding, Quotations, and Proposals

• Tender & Bidding Process:
  • Lead the preparation, issuing, and review of tenders, bids, and proposals in line with SayPro’s procurement needs.
  • Ensure that tender documents are complete and contain all necessary specifications and criteria to help ensure that suppliers meet SayPro’s requirements.
  • Evaluate supplier bids and quotations based on cost, delivery timelines, quality standards, and compliance with the stated terms in the Request for Proposal (RFP) or Request for Quotation (RFQ).
  • Provide recommendations and assist senior management in the final decision-making process on supplier selection.
• Proposal Management:
  • Support the development of proposals for new contracts, extensions, or amendments, ensuring that the proposals align with SayPro’s internal policies, objectives, and expectations.
  • Coordinate with legal, finance, and operations teams to ensure all elements of the proposal are accurately captured and aligned with the company’s interests.
  • Review and revise proposals as necessary, ensuring that all elements are documented correctly and all stakeholder concerns are addressed.

4. Marketing & Royalty SCMR Management

• Marketing and Contract Documentation:
  • Collaborate with the SayPro Marketing team to ensure that all marketing contracts, promotional agreements, and associated royalties are properly documented and managed.
  • Ensure that royalties related to supplier contracts are clearly outlined, tracked, and reported in accordance with contract terms.
  • Assist in ensuring the timely payment and proper management of marketing royalties, collaborating with finance for accurate reporting and adherence to contract timelines.

5. Risk Management & Compliance

• Contract Compliance & Risk Mitigation:
  • Work closely with legal and compliance teams to ensure all contracts are drafted in compliance with relevant laws, regulations, and company policies.
  • Document and track any compliance issues or discrepancies, working proactively to mitigate risks and prevent contract violations.
  • Ensure that all terms, conditions, and modifications are aligned with risk management strategies, reducing exposure to potential liabilities.
• Dispute Resolution:
  • Assist in resolving disputes or conflicts with suppliers, ensuring that all communications and actions taken are fully documented and in line with contractual agreements.
  • Work with the legal team to document the resolution process and ensure that any necessary adjustments or corrective actions are clearly reflected in contract documentation.

---

Required Qualifications & Skills:

• Experience:
  • At least 3-5 years of experience in contract management, supplier relations, procurement, or a similar field.
  • Strong experience in maintaining and managing detailed contract documentation, including amendments, communications, and performance records.
  • Familiarity with tendering, bidding, and quotation processes.
• Education:
  • Bachelor’s degree in Business Administration, Supply Chain Management, Law, or related field.
  • Certification in contract management or procurement (e.g., Certified Professional in Supply Management, Certified Contract Manager) is a plus.
• Skills:
  • Strong organizational and documentation management skills with a high attention to detail.
  • Excellent written and verbal communication skills for effective reporting and contract documentation.
  • Ability to work independently and as part of a cross-functional team.
  • Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and experience with contract management software.
  • Knowledge of risk management, compliance frameworks, and contract law as it pertains to procurement.

---

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 and manage multiple projects concurrently while collaborating across teams.

---

This role ensures that SayPro’s contracts are properly documented, maintained, and updated to support efficient contract management and supplier relations. Through careful record-keeping, reporting, and strategic documentation management, this position plays a key role in the smooth operation of SayPro’s procurement processes and long-term success.

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.