Author: Zanele Comfort

SayPro Job Description & Tasks:

Reporting & Documentation:
Regular Reporting: Provide regular updates on contract statuses, issues, and supplier performance to senior management

Overview:

As a Contract Management and Supplier Relations Specialist at SayPro, you will be responsible for overseeing the company’s supplier contracts, agreements, and related documentation processes. Your role will involve coordinating and monitoring procurement activities, ensuring compliance with contract terms, and managing the relationship between SayPro and its suppliers. You will also play a key role in documenting and reporting on contract performance, tendering processes, and supplier performance metrics to senior management.

Key Responsibilities:

1. Reporting & Documentation

• Regular Reporting:
  • Ensure timely and accurate updates on the status of all active contracts, issues, and supplier performance.
  • Provide detailed reports (monthly, quarterly, or as needed) to senior management, outlining contract milestones, progress, challenges, and any deviations from initial terms. Reports should be aligned with the company’s strategic goals and ensure transparency in supplier relationships.
  • Specific focus on delivering the SayPro Monthly SCMR-1 Report, which will include key performance indicators (KPIs), risk assessments, and any supplier or contract-related issues requiring attention from senior leadership.
  • Document any changes in contracts, special conditions, or amendments and ensure they are communicated clearly across relevant teams.
• Contract Management Documentation:
  • Maintain accurate records of all contracts, bids, and proposals. Ensure that contract changes, renewals, amendments, and extensions are documented and stored in a secure, easily accessible database.
  • Implement effective filing and tracking systems for procurement-related documents, ensuring they are kept up to date and compliant with both legal and company standards.

2. Contract & Supplier Management

• Supplier Contract Oversight:
  • Oversee the negotiation, drafting, and management of supplier contracts in collaboration with relevant teams. This includes ensuring that contracts comply with SayPro’s policies, regulatory standards, and financial objectives.
  • Review and approve contract terms, ensuring clarity and alignment with both SayPro’s and the supplier’s objectives.
  • Act as a primary point of contact for suppliers, managing relationships and troubleshooting any contract-related issues or disputes.
  • Collaborate with internal stakeholders (finance, legal, operations) to ensure contract terms are feasible, and any potential risks are mitigated.
• Performance Monitoring:
  • Regularly assess supplier performance based on contract terms, KPIs, and performance metrics.
  • Coordinate with suppliers to ensure on-time deliveries, quality standards, and any agreed-upon performance levels are met.
  • Report supplier performance trends and escalate any issues that require senior management’s attention.

3. Tenders, Bidding, Quotations, and Proposals

• Tender and Bidding Process:
  • Manage the full tendering and bidding process for procurement needs. This includes preparing, issuing, and evaluating tenders and bids, ensuring compliance with all legal and organizational requirements.
  • Prepare and issue requests for quotations (RFQs), requests for proposals (RFPs), and other related procurement documents.
  • Evaluate bids and quotations from suppliers, ensuring they meet both cost and quality requirements, and align with contract specifications.
  • Provide recommendations to senior management based on detailed analysis of bid submissions and supplier capabilities.
  • Collaborate with other departments to ensure proper evaluation of bids in line with the project needs and organizational goals.
• Proposal Development:
  • Support the preparation of proposals for new contracts or extensions, ensuring all required documentation is complete, accurate, and in compliance with client or regulatory specifications.
  • Maintain clear communication with stakeholders to ensure proposals are aligned with project scope and requirements.

4. Office Coordination and Marketing Royalty SCMR

• Contract Management Office Support:
  • Provide operational support for the Contract Management Office, ensuring that workflows are streamlined and all team members are aligned on contract management tasks.
  • Collaborate with the SayPro Marketing team to ensure that all marketing materials and promotional contracts are properly documented and managed.
  • Assist with royalty-related reporting and management for SayPro’s products or services, ensuring that contract terms are adhered to and all royalties are paid according to agreed timelines.

5. Risk Management & Compliance

• Risk Monitoring:
  • Continuously monitor contract terms and supplier performance for any potential risks to the company, including financial risks, performance risks, and compliance risks.
  • Work closely with the legal and compliance departments to ensure that all contracts and agreements are compliant with applicable laws and regulations.
• Dispute Resolution:
  • In cases of contract disputes, act as a mediator between SayPro and its suppliers to resolve issues in a timely manner.
  • Collaborate with legal teams to manage complex disputes or issues that may require external mediation.

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Required Qualifications & Skills:

• Experience:
  • Proven experience (3-5 years) in contract management, supplier relations, procurement, or a related field.
  • Experience in managing supplier contracts, bidding processes, and handling tenders and proposals.
  • Familiarity with SCMR reporting systems and tools is a plus.
• Education:
  • Bachelor’s degree in Business Administration, Supply Chain Management, Law, or a related field.
  • Relevant certifications in contract management, procurement, or supply chain management are preferred.
• Skills:
  • Strong organizational and documentation skills.
  • Attention to detail and the ability to manage multiple tasks simultaneously.
  • Effective communication and interpersonal skills, with an ability to work across departments and with external suppliers.
  • Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), with experience in contract management software preferred.
  • Strong problem-solving skills, especially in a fast-paced environment.

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Working Conditions:

• Full-time position with standard office hours.
• Occasional travel may be required for supplier visits or contract negotiations.
• Ability to work independently and as part of a team.

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:

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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.

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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.

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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.

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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.

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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.

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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.

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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

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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.

SayPro Job Description & Tasks:

Managing Contract Execution: Issue Resolution: Address any disputes or issues that arise during the contract period, ensuring a quick and fair resolution

SayPro Job Description & Tasks:

Position Title: Supplier Performance and Issue Resolution Manager
Department: Supply Chain Management & Marketing
Location: SayPro Offices
Reports To: Contract Management Supervisor

Position Overview:
The Supplier Performance and Issue Resolution Manager is responsible for continuously monitoring supplier performance during the contract period, ensuring all suppliers meet their obligations in terms of delivery, product quality, and compliance. The manager will also address any disputes or issues that arise, facilitating a swift and fair resolution. This role works closely with internal teams such as procurement, legal, and finance to uphold SayPro’s supplier relationships and overall supply chain integrity. This position also plays a pivotal role in overseeing supplier contracts and agreements under various processes, including tenders, bidding, quotations, proposals, and marketing royalty agreements.

Key Responsibilities & Tasks:

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1. Monitoring Supplier Performance:

• Continuous Performance Monitoring:
  Actively monitor supplier performance to ensure alignment with contract terms, focusing on key areas such as delivery schedules, product quality, and compliance with payment terms. Use a combination of performance metrics, KPI tracking, and regular check-ins to assess supplier performance.
• Supplier Performance Data Collection:
  Collect and analyze data on supplier performance to identify trends and areas of concern. Track critical metrics, including on-time delivery rates, product defect rates, responsiveness to queries, and adherence to payment schedules.
• Monthly Performance Reports:
  Prepare detailed performance reports on suppliers for internal stakeholders, including procurement, legal, and SCMR (Supply Chain Management Review). These reports should highlight performance trends, identify issues, and provide insights on potential risks or opportunities for improvement.
• Supplier Communication:
  Maintain open and consistent communication with suppliers to ensure they understand performance expectations and are aware of any performance issues. Proactively address minor issues before they escalate into significant problems.
• Quality Control and Audits:
  Conduct regular quality audits and inspections to ensure suppliers are meeting quality standards. Work with the quality assurance team to implement corrective actions when necessary, ensuring that products or services meet SayPro’s standards.
• Regular Supplier Review Meetings:
  Organize periodic meetings with suppliers to review performance, discuss any concerns, and explore opportunities for continuous improvement. Document these meetings and track action items to ensure accountability.

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2. Issue Resolution:

• Dispute Identification and Prevention:
  Proactively identify potential disputes or performance issues that could arise during the contract period. Work with suppliers to prevent problems by addressing issues early through clear communication and regular performance monitoring.
• Issue Escalation Process:
  Develop and implement a clear escalation process for issues that cannot be resolved at the operational level. Ensure that any disputes are escalated to the appropriate internal teams (e.g., legal, procurement) or senior management for timely resolution.
• Mediation and Negotiation:
  Act as a mediator between SayPro and suppliers in the event of a dispute. Facilitate discussions to ensure that both parties reach a fair and mutually beneficial resolution. Negotiate with suppliers to achieve compromises where necessary, focusing on maintaining long-term supplier relationships.
• Collaborating with Legal and Procurement Teams:
  Work closely with the legal and procurement teams when issues arise that require formal legal intervention or renegotiation of contract terms. Ensure that contracts are reviewed for clarity and enforceability in the event of a dispute.
• Implementing Corrective Actions:
  After a dispute or performance issue has been resolved, work with suppliers to implement corrective actions that address the root cause of the issue. Track these actions to ensure they lead to sustainable improvements in supplier performance.
• Documenting Disputes and Resolutions:
  Maintain thorough records of all disputes, resolutions, and any changes made to contracts. Ensure that the documentation is easily accessible for future reference or audits.
• Ensuring Fairness and Compliance:
  Ensure that all dispute resolutions are handled in a fair and compliant manner, adhering to the terms outlined in the contract. Ensure that any resolution does not unfairly disadvantage SayPro or the supplier.

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3. SayPro Monthly January SCMR-1:

• Reporting on Supplier Issues and Disputes:
  Prepare monthly reports for the SCMR (Supply Chain Management Review) that include updates on supplier performance, disputes, and resolutions. Highlight any ongoing issues and the status of corrective actions taken to address them.
• Performance Review Meetings:
  Participate in SCMR meetings to present insights on supplier performance, identify key challenges, and recommend strategies for improvement. Provide an overview of the status of unresolved disputes and offer solutions for their resolution.
• Data-Driven Insights:
  Use data and analytics to provide actionable insights into supplier performance during SCMR-1 discussions. Identify patterns or recurring issues and propose long-term solutions to prevent similar problems from arising in the future.
• Collaborative Decision-Making:
  Collaborate with senior leadership and cross-functional teams to make decisions about how to handle underperforming suppliers, whether through performance improvement plans, renegotiations, or sourcing alternatives.

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4. SayPro Monthly Contract Management:

• Overseeing Contract Execution:
  Ensure that suppliers meet all terms and conditions outlined in their contracts, including performance, delivery, and quality requirements. Address any deviations from the contract in a timely manner, working with suppliers to correct the issue.
• Contract Renewals and Amendments:
  Assist with contract renewals, amendments, and extensions. During the renewal process, assess whether the supplier has met performance standards and decide if changes to the agreement are necessary to improve performance.
• Resolving Contractual Disputes:
  In cases where suppliers fail to meet contract terms, manage the resolution process by working with legal and procurement teams. This may involve renegotiating terms, invoking penalties, or pursuing legal action if necessary.
• Contract Review for Improvements:
  Review supplier contracts periodically to identify opportunities for improving the terms of engagement, such as tightening performance clauses, adjusting delivery schedules, or adding quality assurance measures.

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5. SayPro Tenders, Bidding, Quotations, and Proposals Office:

• Monitoring Tender and Proposal Compliance:
  Ensure that suppliers who participate in tenders, bidding, quotations, and proposals fulfill their obligations as outlined in their submissions. Track supplier performance during the contract execution phase to ensure that all commitments made during the tender process are met.
• Evaluating Supplier Performance in Bids:
  As part of the bidding and quotation process, evaluate suppliers’ historical performance, considering past issues and resolutions. Use performance data to assess the viability of the supplier for future contracts.
• Managing Supplier Contracts from Proposals:
  After awarding contracts from tenders and proposals, monitor supplier performance throughout the contract term. Ensure that suppliers comply with all agreed terms and that any issues or disputes are resolved swiftly to minimize disruptions.
• Feedback to Proposal Teams:
  Provide feedback to the proposals team on supplier performance based on past contract outcomes. This feedback will help in shaping the selection criteria for future tenders and proposals to ensure better supplier outcomes.

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6. SayPro Marketing Royalty SCMR:

• Marketing Royalty Dispute Resolution:
  In cases where there are disputes related to marketing royalty agreements, address any issues with suppliers or service providers. Work to resolve conflicts related to payments, deliverables, and contract compliance.
• Monitoring Royalty Performance:
  Ensure that suppliers involved in marketing royalty agreements are meeting their obligations under the contract. Track timely payments, content approvals, and deliverables to maintain smooth operations and prevent issues from arising.
• Reporting on Royalty Disputes:
  In the SCMR meetings, provide regular updates on marketing royalty disputes, the status of resolutions, and any changes to the agreement that may have been made to address performance concerns.

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Skills and Qualifications:

• Education:
  A bachelor’s degree in business, supply chain management, law, or a related field is preferred.
• Experience:
  Minimum of 5 years of experience in supplier performance management, procurement, contract management, or supply chain management, with a focus on dispute resolution.
• Skills:
  • Strong communication and negotiation skills
  • Excellent problem-solving and conflict resolution abilities
  • Ability to manage multiple contracts and suppliers
  • Proficient in contract management software and Excel
  • Strong attention to detail and organizational skills
  • Ability to work collaboratively with internal and external stakeholders
• Knowledge:
  • In-depth understanding of contract law and procurement processes
  • Familiarity with supplier performance metrics and KPIs
  • Knowledge of dispute resolution techniques and legal processes
  • Experience with tendering, bidding, and proposal management processes

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Work Environment & Conditions:
This role requires close collaboration with internal teams, suppliers, and service providers. The ideal candidate will have strong negotiation skills, a keen understanding of supplier performance metrics, and the ability to resolve disputes quickly and effectively. The position may require travel to supplier locations or contract sites for issue resolution or performance monitoring.

SayPro Job Description & Tasks:

Monitoring Supplier Performance:
Supplier Monitoring: Regularly monitor supplier performance to ensure they are adhering to contract terms, such as delivery timelines, product quality, and payment schedules

SayPro Job Description & Tasks:

Position Title: Supplier Performance Manager
Department: Supply Chain Management & Marketing
Location: SayPro Offices
Reports To: Contract Management Supervisor

Position Overview:
The Supplier Performance Manager is responsible for monitoring and evaluating supplier performance to ensure adherence to the terms of agreements, including delivery timelines, product quality, and payment schedules. This role is key to maintaining and improving supplier relationships, ensuring contract compliance, and enhancing SayPro’s overall supply chain efficiency. The Supplier Performance Manager works closely with internal stakeholders and suppliers to identify issues, implement solutions, and drive continuous improvement across the supply chain.

Key Responsibilities & Tasks:

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1. Supplier Monitoring:

• Regular Performance Tracking:
  Consistently track and evaluate the performance of suppliers against the terms specified in their contracts. This includes monitoring key aspects such as on-time delivery, quality of products or services, and adherence to payment schedules. Use data-driven methods to assess supplier performance, including scorecards, KPIs, and performance reviews.
• Adherence to Contract Terms:
  Ensure that suppliers fulfill all contractual obligations, including delivery timelines, product specifications, and quality standards. Address any deviations from contract terms promptly, collaborating with the supplier to ensure corrective action is taken.
• Communication with Suppliers:
  Maintain regular communication with suppliers to ensure transparency and mutual understanding regarding performance expectations. Facilitate quarterly or monthly performance reviews to assess contract compliance and resolve any performance-related concerns.
• Issue Identification & Resolution:
  Identify performance issues, such as delays, product defects, or failure to meet payment deadlines. Work collaboratively with suppliers to resolve these issues quickly and minimize their impact on SayPro’s operations. Escalate issues to relevant internal stakeholders, such as legal or procurement, when necessary.
• Corrective Action Plans:
  When performance issues arise, coordinate with suppliers to develop corrective action plans. Ensure that the action plans address the root cause of the issue, provide clear timelines for resolution, and include measurable outcomes to track progress.
• Performance Improvement Initiatives:
  Work with suppliers to identify opportunities for continuous improvement in the supply chain process. Initiate discussions on performance enhancements, cost savings, or innovative solutions that align with SayPro’s business objectives.

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2. SayPro Monthly January SCMR-1:

• Performance Reporting:
  Prepare and present monthly reports on supplier performance to SayPro’s SCMR (Supply Chain Management Review) meetings. These reports should summarize key performance data, highlight any issues or trends in supplier performance, and outline any corrective actions taken.
• Supplier Performance Metrics:
  Gather and analyze supplier performance data, including delivery accuracy, quality control, customer service responsiveness, and compliance with payment terms. Provide insights into supplier performance across various departments (procurement, legal, finance), and suggest areas for improvement.
• Collaboration with Cross-Functional Teams:
  Collaborate with internal teams, such as procurement, logistics, finance, and legal, to ensure that supplier performance is aligned with business objectives. Address any performance issues that impact overall operations, including financial planning, inventory management, and operational efficiency.
• Escalation of Major Issues:
  In cases where supplier performance is consistently poor or contractual obligations are not being met, escalate the issues to senior management. Provide recommendations on how to address these issues, which may include renegotiating contracts, seeking alternative suppliers, or taking legal action.

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3. SayPro Monthly Contract Management:

• Supplier Contract Oversight:
  Oversee the ongoing management of supplier contracts to ensure compliance with agreed-upon terms. Ensure that contract renewals, amendments, and performance evaluations are completed on time, and that any necessary adjustments are made to optimize supplier performance.
• Contractual Compliance Monitoring:
  Ensure suppliers are fully compliant with their contracts in terms of pricing, quality, delivery schedules, and payment terms. This includes regularly reviewing contract performance and making recommendations for contract revisions or improvements.
• Contract Renewal & Negotiation Support:
  Assist the procurement team in the contract renewal and negotiation process by providing performance data and analysis. If performance issues are identified, work with the procurement team to address these concerns during contract renegotiations.
• Risk Management:
  Identify potential risks related to supplier performance, such as the risk of delays, quality issues, or financial instability, and take proactive steps to mitigate these risks. Work with suppliers to develop contingency plans in case of unexpected disruptions to the supply chain.

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

• Tender and Bid Evaluation:
  Support the evaluation process of tenders and bids by assessing the performance history of potential suppliers. Use performance data to inform decisions regarding which suppliers to invite for bidding, and ensure that they have the capacity and track record to meet SayPro’s requirements.
• Quotations and Supplier Assessment:
  Evaluate supplier quotations based on their past performance and adherence to contract terms. If a supplier has shown excellent performance in the past, prioritize their quotations during the decision-making process.
• Supplier Proposal Reviews:
  Review supplier proposals and ensure that they align with SayPro’s needs, performance standards, and contractual requirements. Assess the capability of the supplier to deliver according to the specified terms and conditions, considering their past performance metrics.
• Supplier Relationship Management:
  Foster strong relationships with suppliers by regularly providing feedback on their performance, both positive and constructive. Engage in regular discussions with suppliers to align on goals, address any issues, and explore opportunities for improvement and collaboration.

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5. SayPro Marketing Royalty SCMR:

• Marketing Royalty Performance Monitoring:
  Oversee the performance of suppliers involved in marketing royalty agreements. Track the timely and accurate payment of royalties, ensuring that all contract terms are fulfilled and that marketing campaigns are aligned with contractual expectations.
• Compliance with Marketing Terms:
  Ensure suppliers involved in marketing royalty agreements adhere to all contractual obligations, including payment schedules, marketing deliverables, and content approvals. Work with suppliers to resolve any performance issues related to marketing royalties.
• Performance Reporting for Royalty Agreements:
  Prepare regular performance reports for marketing royalty agreements, highlighting the compliance with agreed-upon terms and tracking any variations in performance. Work closely with the marketing and finance teams to ensure accuracy in reporting and payment schedules.

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Skills and Qualifications:

• Education:
  A bachelor’s degree in business administration, supply chain management, procurement, or a related field is preferred.
• Experience:
  Minimum of 3 years of experience in supplier performance management, procurement, or supply chain management, with a focus on monitoring and improving supplier performance.
• Skills:
  • Strong analytical and problem-solving skills
  • Excellent communication and negotiation skills
  • Ability to manage multiple projects and stakeholders
  • Proficient in contract management software, performance tracking tools, and Excel
  • Attention to detail and strong organizational skills
  • Ability to collaborate cross-functionally with various departments
• Knowledge:
  • Understanding of supplier performance metrics and KPIs
  • Familiarity with contract law and procurement processes
  • Knowledge of marketing royalty agreements and supply chain best practices
  • Ability to handle supplier negotiations and conflict resolution

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Work Environment & Conditions:
This role requires frequent interaction with suppliers, internal stakeholders, and cross-functional teams. It may involve travel to supplier sites for performance audits, meetings, or assessments. The ideal candidate will have a strong ability to manage supplier relationships, monitor performance metrics, and work collaboratively to resolve issues in a timely manner.

SayPro Job Description & Tasks:

Managing Contract Execution:
Contract Storage: Organize and manage the storage of signed contracts, ensuring easy retrieval when required

SayPro Job Description & Tasks:

Position Title: Contract Management Specialist
Department: Supply Chain Management & Marketing
Location: SayPro Offices
Reports To: Contract Management Supervisor

Position Overview:
The Contract Management Specialist at SayPro is responsible for managing the end-to-end process of supplier contracts, ensuring proper storage, execution, compliance, and retrieval of signed contracts. The role involves organizing and overseeing contract documentation, tracking contract performance, and managing supplier agreements, including all stages of tenders, bidding, quotations, and proposals. This position ensures that SayPro’s contractual obligations are met efficiently and effectively, contributing to a smooth supply chain and business operations.

Key Responsibilities & Tasks:

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1. Managing Contract Execution:

• Contract Implementation and Monitoring:
  Oversee the implementation and execution of contracts, ensuring that suppliers and all parties involved adhere to the agreed terms and conditions. This includes monitoring the timeline for deliveries, ensuring quality control, and verifying that payment terms and conditions are met.
• Supplier Performance Tracking:
  Continuously evaluate supplier performance to ensure contract terms are being fulfilled. This involves tracking progress against key performance indicators (KPIs), addressing any performance issues, and ensuring compliance with all contractual stipulations.
• Issue Identification and Resolution:
  Quickly identify issues or discrepancies during the contract execution phase, such as delays, quality concerns, or non-compliance. Collaborate with internal teams (finance, operations, legal) to resolve issues in a timely manner, ensuring minimal disruption to the business.
• Contract Closeout:
  Ensure that contracts are properly closed out once all obligations have been met, including confirming receipt of goods/services, final payments, and resolving any outstanding issues. Prepare the necessary documentation for contract closure.

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2. Contract Storage:

• Organizing Signed Contracts:
  Ensure that all signed contracts are stored in an organized, systematic manner. Develop and maintain an efficient filing system—either physical or electronic—so that contracts can be quickly located when needed. Ensure that contracts are categorized by supplier, type, and date for easy access.
• Document Management Systems:
  Use SayPro’s contract management software and document tracking systems to store and maintain digital copies of all signed contracts. Ensure the system is regularly updated and contracts are easily accessible to relevant stakeholders, such as legal, procurement, and management teams.
• Access Control and Security:
  Implement access control measures to ensure that only authorized personnel can access sensitive contract documents. This involves managing user permissions in the document management system, enforcing security protocols, and safeguarding contracts from unauthorized access.
• Record Retention and Compliance:
  Follow internal and external regulatory guidelines for contract retention, ensuring that contracts are stored for the required duration as per SayPro’s policies and legal requirements. Periodically review contracts to ensure compliance with retention schedules and dispose of expired contracts in a secure and confidential manner.
• Audit and Retrieval Process:
  Establish a streamlined process for retrieving contracts in response to internal audits, legal requests, or supplier inquiries. Provide quick access to relevant parties to ensure smooth audits and inquiries. Ensure that all documentation is accurate and up-to-date.

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3. SayPro Monthly January SCMR-1:

• Reporting & Documentation for SCMR-1:
  Prepare and submit monthly reports for SayPro’s SCMR (Supply Chain Management Review) meetings, focusing on the performance of contracts, any issues faced, and progress toward meeting contract milestones. Provide a summary of key actions taken and upcoming tasks related to contract execution.
• Supplier and Contract Performance Data:
  Analyze contract data for trends and discrepancies, providing a comprehensive overview of supplier performance, contractual compliance, and any outstanding contract issues. Ensure data accuracy and present it in a format suitable for management review.
• Collaboration Across Departments:
  Work closely with the procurement, legal, finance, and operations teams to ensure that all relevant parties have the most up-to-date information regarding contract execution. Collaborate to resolve any issues or challenges identified during the review process.
• Continuous Improvement:
  Based on the insights gained from the SCMR-1 reports, propose and implement improvements to the contract execution process. Suggest changes to streamline workflows, improve supplier relationships, or enhance the performance tracking process.

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4. SayPro Monthly Contract Management:

• Overseeing Supplier Contracts:
  Manage and oversee a portfolio of supplier contracts, ensuring that each contract is compliant with SayPro’s policies and business needs. Continuously track the performance of these contracts and provide recommendations for improvements, renewals, or amendments as needed.
• Regular Contract Audits:
  Perform audits on existing supplier contracts to ensure compliance with terms, monitor supplier performance, and assess risk factors. Address any deviations or concerns raised during the audit process, working with the appropriate departments to correct any discrepancies.
• Contract Renewal and Termination:
  Oversee the renewal process for contracts nearing expiration, ensuring that both SayPro and suppliers are aligned on the terms and conditions. In the case of contract termination, ensure all obligations are met and that a clean exit strategy is in place.
• Key Contract Performance Indicators (KPIs):
  Track and assess the KPIs associated with each supplier contract. Report on the metrics and use the data to provide actionable recommendations for performance optimization, including renegotiation of terms or amendments to meet evolving business needs.

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5. SayPro Tenders, Bidding, Quotations, and Proposals Office:

• Tenders and Bidding Process:
  Support the preparation, evaluation, and management of tenders and bidding processes. This includes assisting with document preparation, ensuring suppliers are invited to participate, evaluating bids for completeness and compliance, and making recommendations based on bid responses.
• Quotation Management:
  Handle and track supplier quotations, ensuring timely and accurate responses. Work with procurement to evaluate the quotations and make sure that they align with the specifications and requirements of SayPro’s needs.
• Proposal Development & Support:
  Assist in the development of proposals for supplier engagements. Ensure that proposals reflect the needs of the business and meet all necessary criteria for both internal stakeholders and potential suppliers.
• Supplier Engagement:
  Foster positive relationships with suppliers through effective communication during the bidding, quotation, and proposal processes. Provide guidance to suppliers on how to meet SayPro’s needs, and ensure smooth negotiations for mutually beneficial agreements.

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6. SayPro Marketing Royalty SCMR:

• Royalty Contract Oversight:
  Manage and oversee SayPro’s marketing royalty agreements, ensuring compliance with contractual obligations and tracking royalty payments. This includes monitoring the performance of marketing campaigns and ensuring that payments align with contractual terms.
• Royalties Reporting & Documentation:
  Maintain accurate and up-to-date records of all marketing royalty contracts and payments. Provide detailed reports on royalty performance, including analysis of sales data, brand exposure, and other relevant metrics.
• Supplier Relationship Management:
  Work closely with suppliers to resolve any issues related to marketing royalties. Ensure all contractual obligations are met, such as payment timelines and deliverables, and ensure positive, ongoing relationships with suppliers.
• Marketing Compliance:
  Ensure that all marketing activities under the royalty agreements comply with legal and contractual requirements. Collaborate with internal teams to ensure that marketing efforts are on track and generate the desired results.

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Skills and Qualifications:

• Education:
  A bachelor’s degree in business administration, supply chain management, contract law, or a related field is preferred.
• Experience:
  Minimum of 3 years of experience in contract management, supply chain, procurement, or legal administration.
• Skills:
  • Strong organizational and document management skills
  • Proficient with contract management software and document storage systems
  • Strong communication and interpersonal skills
  • Ability to manage multiple projects simultaneously and meet deadlines
  • High attention to detail and accuracy
  • Analytical skills for evaluating supplier performance and contract execution
• Knowledge:
  • Understanding of contract law, procurement processes, and compliance regulations
  • Familiarity with marketing royalty contracts and performance metrics
  • Knowledge of tendering, bidding, and quotation processes

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Work Environment & Conditions:
This role requires strong attention to detail and organizational skills. It will involve close coordination with internal teams and external suppliers. Some travel may be required for meetings with suppliers or vendors. The ideal candidate will be adaptable to the fast-paced nature of contract management and be able to manage competing priorities effectively.

SayPro Job Description & Tasks:

Managing Contract Execution:
Document Tracking: Track the execution and performance of contracts, ensuring that all parties meet their obligations as stipulated in the agreement

SayPro Job Description & Tasks:

Position Title: Contract Management Specialist
Department: Supply Chain Management & Marketing
Location: SayPro Offices
Reports To: Contract Management Supervisor

Position Overview:
The Contract Management Specialist at SayPro is responsible for overseeing and managing the execution and performance of supplier contracts, ensuring compliance with terms, timelines, and performance criteria. The role involves coordinating contract tracking, monitoring supplier performance, and ensuring the integrity of SayPro’s contracts from the initiation phase through to execution and completion. This role is integral to ensuring that SayPro’s suppliers meet all obligations as outlined in contracts, while also maintaining strong relationships with external partners.

Key Responsibilities & Tasks:

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1. Managing Contract Execution:

• Contract Monitoring:
  Track and monitor the execution of contracts with suppliers, ensuring timely deliveries and adherence to the terms specified in the agreements. This includes managing all aspects of contract performance from commencement through to closure.
• Performance Evaluation:
  Regularly assess the performance of suppliers in line with agreed-upon Key Performance Indicators (KPIs) and contractual obligations. Provide insights into supplier performance and escalate issues when necessary to ensure compliance.
• Issue Resolution:
  Identify, address, and resolve any discrepancies, delays, or non-compliance with contractual obligations. Collaborate with relevant internal departments and external stakeholders to develop solutions and implement corrective actions.
• Reporting & Documentation:
  Generate regular reports on contract status, performance metrics, and any issues encountered. Ensure that all contract-related activities are documented accurately and stored in the system for future reference and audits.

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2. Document Tracking:

• Contract Tracking Systems:
  Use SayPro’s internal document management systems to track and manage contracts through their lifecycle. Ensure that documents are up-to-date, accurately recorded, and accessible to relevant stakeholders.
• Ensuring Compliance:
  Ensure that all parties involved in the contract comply with the terms and deadlines, such as delivery schedules, payment milestones, and quality control requirements. Coordinate with legal and finance departments to resolve any compliance-related issues.
• Contract Amendments:
  Monitor and document any amendments, renewals, or extensions to contracts, ensuring that any changes are formally approved and communicated to all relevant parties.

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3. SayPro Monthly January SCMR-1:

• Monthly Reporting:
  Prepare and submit monthly reports for SayPro’s SCMR (Supply Chain Management Review) meetings. These reports should highlight key contract management activities, supplier performance, contract issues, and resolution status.
• Data Analysis & Review:
  Provide data analysis on contract execution, identifying trends and areas of concern. Review contracts for any potential risks and propose strategies to mitigate issues.
• Collaboration with Internal Teams:
  Coordinate with SayPro’s finance, legal, and operations departments to ensure contract terms are aligned with overall business objectives. Provide input into strategic discussions based on contract data and performance.

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4. SayPro Monthly Contract Management:

• Supplier Contract Administration:
  Oversee and maintain an organized and up-to-date record of supplier contracts. This includes managing both active and expired contracts, ensuring that all contractual documentation is available for review and audit purposes.
• Contract Review & Renewals:
  Ensure timely reviews of existing contracts before renewal periods and assist in negotiating terms with suppliers. Provide recommendations for improvements and changes based on past performance.
• Contract Risk Assessment:
  Evaluate and identify risks associated with ongoing contracts. Collaborate with internal stakeholders to mitigate risks by ensuring the proper enforcement of contract terms and conditions.

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5. SayPro Tenders, Bidding, Quotations, and Proposals Office:

• Tender Management:
  Assist in managing and reviewing the tendering process for new contracts, including preparing documents, evaluating bids, and ensuring compliance with tender specifications. Collaborate with the procurement team to ensure tender requirements are met.
• Bid Evaluation:
  Participate in bid evaluation processes, ensuring all submissions are thoroughly reviewed for accuracy, completeness, and alignment with SayPro’s needs. Provide recommendations on which bids best align with SayPro’s objectives and goals.
• Quotation Management:
  Oversee the management of quotations, ensuring that suppliers provide accurate and timely responses to requests for quotations. Track and document all quotations for easy reference during contract negotiations.
• Proposal Support:
  Support the preparation and submission of proposals for potential suppliers. Ensure that proposals align with SayPro’s contract requirements, budget, and deadlines.

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6. SayPro Marketing Royalty SCMR:

• Royalty Contract Management:
  Oversee and manage contracts related to SayPro’s marketing royalty agreements, ensuring that suppliers adhere to their obligations, particularly around royalties, marketing performance, and content rights.
• Marketing Metrics & Reporting:
  Monitor and report on the performance of marketing royalty agreements, tracking sales data, brand performance, and compliance with agreed-upon royalty structures. Ensure timely payment and resolution of any discrepancies.
• Supplier Relationship Management:
  Maintain strong relationships with suppliers under marketing royalty contracts, providing support and ensuring smooth communication between all parties. Resolve issues and ensure all contractual requirements are met to sustain business partnerships.

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Skills and Qualifications:

• Education:
  A bachelor’s degree in business administration, supply chain management, contract law, or a related field is preferred.
• Experience:
  Minimum of 3 years in contract management, procurement, or supply chain roles, ideally within a corporate environment.
• Skills:
  • Strong organizational and document management skills
  • Exceptional communication and negotiation abilities
  • Ability to analyze data and generate reports
  • Attention to detail and high accuracy in contract tracking
  • Problem-solving skills and the ability to address issues efficiently
  • Familiarity with contract management software and tools
• Knowledge:
  • In-depth understanding of contract law and contract management processes
  • Experience with supplier relationships, tenders, and bidding processes
  • Knowledge of SCMR, procurement practices, and marketing royalty structures

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Work Environment & Conditions:
This role will require regular interaction with suppliers, legal and finance departments, and other internal teams. It may require occasional travel to meet suppliers or attend relevant meetings. The ideal candidate will thrive in a fast-paced, dynamic environment with shifting priorities.

SayPro Job Description & Tasks:

Managing Contract Execution:
Agreement Sign-Off: Facilitate the signing of contracts by ensuring all necessary parties, both within SayPro and externally, have reviewed and approved the final document

SayPro Job Description & Tasks:

Position: Contract Execution Manager

Department: SayPro Marketing & Contract Management

Location: SayPro Office

Overview: The Contract Execution Manager will play a crucial role in overseeing and managing the end-to-end contract lifecycle within SayPro. This involves coordinating between internal stakeholders and external parties to ensure that contracts are executed efficiently, timely, and in accordance with company standards and legal guidelines. The role requires attention to detail, excellent communication skills, and a solid understanding of contract management processes.

Key Responsibilities:

1. Managing Contract Execution:
   • Agreement Sign-Off:
     • Facilitate the process of contract sign-off by ensuring all required internal and external parties have reviewed and approved the final contract document.
     • Work closely with legal, procurement, and senior management teams to ensure all terms are properly defined and aligned with SayPro’s goals and compliance standards.
     • Ensure all necessary stakeholders are included in the sign-off process, such as senior management, legal, procurement teams, and clients or suppliers.
     • Coordinate with external partners, suppliers, and vendors to finalize contract details, ensuring they adhere to agreed-upon terms and conditions.
   • Ensuring Compliance:
     • Monitor contract terms and deadlines to ensure full compliance with the agreements signed.
     • Track any amendments or changes in contracts to ensure consistency with SayPro policies and procedures.
     • Ensure the execution of all necessary processes for activating contracts, including invoicing, payment terms, and milestones.
2. SayPro Monthly Contract Management:
   • Oversee Supplier Contracts:
     • Manage and oversee the entire lifecycle of supplier contracts, from initiation to completion.
     • Ensure all supplier agreements are signed on time and meet the terms and conditions as per SayPro’s expectations.
     • Track supplier performance and manage contract renewals and terminations as required.
     • Work with the procurement and finance teams to ensure the timely and accurate processing of payments based on contract terms.
   • Supplier Relationship Management:
     • Serve as the point of contact for suppliers during contract execution.
     • Collaborate with suppliers to resolve any issues or disputes related to contract performance.
     • Maintain an ongoing relationship with suppliers, ensuring that SayPro’s interests are represented and protected.
3. SayPro Tenders, Bidding, Quotations, and Proposals:
   • Tendering and Bidding Management:
     • Lead the preparation, submission, and evaluation of tenders and bids for SayPro.
     • Work closely with the sales, legal, and procurement teams to ensure all tender documents are accurate, complete, and comply with the organization’s bidding policies.
     • Coordinate with internal stakeholders to identify tender opportunities and ensure timely submission of bids.
   • Quotations and Proposals:
     • Manage the creation and review of quotations and proposals for potential clients or projects.
     • Work alongside the sales and marketing teams to ensure that proposals are aligned with SayPro’s pricing strategy and contractual obligations.
     • Ensure that all proposals are structured in a way that is legally sound and meets the client’s requirements while safeguarding SayPro’s interests.
4. SayPro Royalty SCMR (Supplier Contract Management & Reporting):
   • Oversee Royalty Contract Management:
     • Manage contracts related to royalties, ensuring that all terms, including royalty rates, payments, and timelines, are clearly defined and adhered to by all parties involved.
     • Ensure that any necessary royalty payments are calculated, tracked, and processed in compliance with contractual terms.
   • Monthly SCMR (Supplier Contract Management Reporting):
     • Create and present monthly SCMR reports detailing the status of contracts, supplier performance, compliance, and any significant contract-related developments.
     • Ensure that all key metrics are tracked, and report any discrepancies or issues to senior management for further resolution.
     • Develop strategies to optimize supplier contract management and improve the efficiency of contract execution across the organization.

Skills & Qualifications:

• Proven experience in contract management, procurement, or legal affairs.
• Strong knowledge of contract law, procurement processes, and industry best practices.
• Exceptional communication and negotiation skills, both written and verbal.
• Ability to work independently and manage multiple projects simultaneously.
• Detail-oriented with a high level of accuracy in contract documentation.
• Proficiency in contract management software and Microsoft Office Suite.
• Bachelor’s degree in Business Administration, Law, or a related field is preferred.

Additional Requirements:

• Ability to work under pressure and meet deadlines.
• Strong interpersonal skills to build and maintain relationships with suppliers, clients, and internal teams.
• Experience in handling complex contracts in a fast-paced environment.

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This job description outlines the core tasks and responsibilities for the Contract Execution Manager role within SayPro, with an emphasis on managing supplier contracts, coordinating with various teams for contract sign-offs, and overseeing the tendering and bidding processes. The role also ensures that all contracts are managed in compliance with SayPro’s policies and legal standards.

SayPro Job Description & Tasks:

Drafting New Contracts:
Custom Clauses: Develop custom clauses for specific contracts where necessary, particularly for high-value or high-risk agreements

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

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Job Overview

The Contract Manager/Coordinator at SayPro is responsible for the creation, management, and oversight of all contractual agreements within the company. This includes drafting new contracts, managing supplier and vendor agreements, and ensuring compliance with legal and company policies. The role involves working closely with various internal teams to ensure that each contract meets the company’s operational and strategic goals, particularly in high-value or high-risk agreements. Custom clauses may be required for specific agreements, and the position also entails overseeing tendering, bidding, and proposal processes.

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Key Responsibilities & Tasks

1. Drafting New Contracts

• Custom Clauses for High-Value or High-Risk Agreements:
  • Develop and tailor custom clauses for high-value or high-risk contracts where necessary, ensuring that SayPro’s interests are fully protected.
  • Collaborate with the legal department, procurement team, and other key stakeholders to create clauses that address specific business needs, risks, or unique circumstances related to the agreement.
  • These custom clauses could cover areas such as performance guarantees, penalty provisions, indemnity clauses, dispute resolution mechanisms, and confidentiality terms, particularly in contracts with strategic suppliers, key clients, or partners.
  • Review and analyze potential risks and liabilities that may arise in the contract and design clauses to mitigate these risks, ensuring robust protection for SayPro.
• Template Use and Customization:
  • Start with standard contract templates, customizing them as needed to suit the specific requirements of high-value or complex agreements.
  • Ensure that custom clauses are properly integrated into the broader contract while maintaining the overall structure and clarity of the agreement.
• Risk Management:
  • Assess and manage the risk profile of each contract, particularly for agreements that involve significant financial, operational, or reputational risks.
  • Develop specific contractual provisions that address risk management, including appropriate insurance coverage, liability limits, and indemnification provisions.
• Approval Process for Custom Clauses:
  • Work with internal teams to ensure that the custom clauses meet company objectives and legal standards. Once tailored, ensure the clauses are approved by the appropriate stakeholders, including legal and senior management.
  • Ensure that all custom clauses are thoroughly explained to the relevant teams or stakeholders to ensure clarity in their application.

2. Contract Management and Oversight

• Supplier Contracts and Agreements:
  • Oversee the entire lifecycle of supplier and vendor contracts, ensuring that all terms and conditions are met and that the agreements are adhered to.
  • Ensure that all high-value and high-risk supplier contracts are carefully monitored to ensure compliance with their terms, identifying any deviations and addressing them promptly.
  • Maintain a detailed record of contract milestones, deliverables, and deadlines for ongoing contracts to avoid any missed obligations.
• Contract Renewals and Amendments:
  • Monitor the expiration dates of supplier contracts and initiate the renewal process well in advance.
  • When necessary, renegotiate contract terms based on changing market conditions or internal requirements, ensuring that custom clauses are revisited and updated as needed.
• Monitoring & Reporting:
  • Regularly review the performance of suppliers and vendors in relation to contract terms and obligations, particularly focusing on high-value or high-risk contracts.
  • Provide detailed reports to management regarding the status of contracts, highlighting compliance issues, upcoming renewals, and any potential areas of concern.

3. Tenders, Bidding, Quotations, and Proposals

• Tendering Process:
  • Lead the preparation of tender documents, ensuring that they include comprehensive contract terms and conditions that align with SayPro’s requirements.
  • Collaborate with the procurement team to ensure that tender packages clearly outline the contractual obligations of suppliers and bidders.
  • Coordinate with legal and compliance teams to ensure that tenders comply with all applicable regulations and reflect SayPro’s interests.
• Bidding and Quotations:
  • Oversee the drafting and evaluation of bid submissions, ensuring that all contractual terms are clearly defined and that SayPro’s requirements are met.
  • Work with the sales and marketing teams to ensure that the terms of any quotations or proposals reflect SayPro’s capabilities and business goals.
• Proposals:
  • Support the preparation and negotiation of proposals by drafting contract terms, identifying areas for potential customization, and addressing specific business concerns related to the proposal.
  • Ensure that all proposals contain terms that protect SayPro’s interests, such as payment terms, confidentiality, intellectual property rights, and performance metrics.

4. SayPro Marketing & Royalty Agreements (SCMR)

• Marketing and Royalty Contracts:
  • Draft and manage contracts related to SayPro’s marketing and royalty agreements. This includes collaborations with partners, licensing arrangements, and intellectual property agreements.
  • Ensure that marketing agreements are aligned with SayPro’s branding and marketing objectives, while also safeguarding intellectual property rights.
  • Develop custom clauses in marketing contracts, where necessary, to address specific concerns related to royalties, media rights, or promotional terms.
• Collaboration with Legal and Marketing Teams:
  • Work closely with legal, marketing, and other relevant departments to ensure that all marketing and royalty contracts are compliant with legal standards and company objectives.
  • Negotiate royalty terms that are fair and competitive, protecting SayPro’s financial and brand interests.

5. Contract Compliance and Risk Management

• Risk Assessment:
  • Conduct in-depth risk assessments for high-value contracts, focusing on key areas such as potential financial exposure, performance risks, or reputational damage.
  • Identify and develop strategies to mitigate risk, including proposing custom contract clauses that offer more comprehensive protection in high-risk scenarios.
• Dispute Resolution:
  • Develop and implement dispute resolution mechanisms in contracts, particularly for high-risk or high-value agreements. Ensure that the procedures for addressing issues are clearly defined and easily enforceable.
  • Address any disputes or contractual breaches, ensuring that SayPro’s position is protected and that any issues are resolved efficiently.
• Compliance Monitoring:
  • Continuously monitor contracts for compliance, particularly for high-value agreements, ensuring that both parties meet their obligations.
  • Keep all stakeholders informed of compliance status, providing recommendations for corrective actions when necessary.

6. Stakeholder Communication & Coordination

• Collaboration Across Departments:
  • Work closely with the Procurement, Marketing, Legal, and Finance teams to ensure that contracts meet internal business needs and align with company strategies.
  • Provide advice and support to departments regarding the application of contract terms and custom clauses, ensuring that all parties understand their roles and obligations.
• Supplier and Vendor Relations:
  • Serve as the primary point of contact for suppliers and vendors, particularly in relation to high-value or high-risk agreements.
  • Ensure clear communication with external parties regarding contract terms, custom clauses, and any specific expectations or requirements.

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Skills and Qualifications

• Education:
  • Bachelor’s degree in Business Administration, Law, Supply Chain Management, Marketing, or a related field. Advanced degrees or certifications in contract management, procurement, or law are preferred.
• Experience:
  • Minimum of 3-5 years of experience in contract management, procurement, or a related field, with a focus on drafting and managing high-value or high-risk contracts.
  • Familiarity with the tendering process, bidding, and proposal management is essential.
• Technical Skills:
  • Proficiency with contract management software or systems.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) for drafting contracts, tracking performance, and reporting.
• Legal Knowledge:
  • Strong understanding of legal terminology, contract law, and regulatory compliance.
  • Ability to draft and negotiate bespoke clauses that address specific business needs, risks, and opportunities.
• Soft Skills:
  • Excellent negotiation and communication skills.
  • Detail-oriented with strong organizational abilities.
  • Ability to work under pressure, manage multiple contracts simultaneously, and prioritize tasks effectively.
  • Collaborative mindset with the ability to work cross-functionally with various teams.

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Working Conditions

• Occasional travel to meet with vendors, suppliers, or clients may be required.
• Flexible working hours may be necessary to meet project deadlines or urgent contractual needs.

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Additional Notes

• SayPro offers a dynamic and collaborative environment, where the Contract Manager/Coordinator will play a pivotal role in ensuring that SayPro’s contracts are well-managed, legally sound, and aligned with business strategies. The position is crucial to safeguarding SayPro’s interests, particularly in high-risk or high-value agreements.

SayPro Job Description & Tasks:

Drafting New Contracts:
Template Use: Utilize standard contract templates and ensure any bespoke clauses are aligned with SayPro’s internal policies

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

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Job Overview

The Contract Manager/Coordinator at SayPro is responsible for overseeing the creation, negotiation, management, and compliance of all contracts within the company. This includes drafting new contracts, ensuring that they are aligned with company policies, and managing supplier and vendor relationships. The role involves utilizing standardized templates for contract creation while customizing the documents when necessary. Additionally, the position requires close collaboration with various departments, including legal, procurement, marketing, and operations, to ensure all agreements reflect SayPro’s strategic and operational objectives.

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Key Responsibilities & Tasks

1. Drafting New Contracts

• Template Use & Customization:
  • Utilize standard contract templates for various types of agreements, including supplier contracts, service agreements, and vendor contracts.
  • Ensure that any bespoke clauses are fully aligned with SayPro’s internal policies, legal standards, and business requirements. This may include adjusting terms for specific suppliers, services, or unique circumstances while ensuring compliance with industry standards.
  • Coordinate with the legal department to incorporate any necessary legal provisions or updates into the contract templates.
  • Maintain a library of up-to-date templates that reflect any changes in the law, business practices, or company policies.
  • Review and update existing contract templates periodically to ensure they meet evolving business and regulatory requirements.
• Bespoke Clauses:
  • Draft and tailor custom clauses for specific contracts, ensuring they are consistent with SayPro’s broader operational needs and legal frameworks.
  • Work closely with internal stakeholders (such as procurement, marketing, and sales) to understand the specifics of each contract and ensure any bespoke terms are clearly defined and mutually beneficial.
  • Incorporate special provisions for pricing, delivery schedules, payment terms, warranties, or performance guarantees where required.

2. Contract Management & Oversight

• Supplier Contracts and Agreements:
  • Oversee the lifecycle of supplier contracts, from initial negotiation through to execution and ongoing performance monitoring. Ensure that contracts are compliant with both company policies and industry regulations.
  • Maintain accurate records of contract performance, ensuring that suppliers meet agreed terms, quality standards, and timelines. Address any discrepancies in terms of delivery, service, or pricing through formal contract amendments or negotiations.
• Tracking and Reporting:
  • Regularly monitor key contract milestones, renewal dates, and performance metrics to ensure timely renewals and amendments.
  • Provide management with comprehensive reports on the status of contracts, highlighting any potential issues or opportunities for renegotiation.
  • Ensure compliance with all terms, including deliverables, pricing, and timelines, by tracking the performance of suppliers and vendors.
• Contract Renewals and Amendments:
  • Monitor expiration dates and proactively manage contract renewals, including initiating early-stage negotiations for favorable renewal terms.
  • Draft, review, and execute amendments to existing contracts when necessary, ensuring all changes are documented accurately and in compliance with SayPro’s policies.

3. Tenders, Bidding, Quotations, and Proposals

• Tender Process Management:
  • Coordinate the preparation of tender documents and bid submissions. Ensure that the terms and conditions within tenders and bids are clear, concise, and fully aligned with company policies.
  • Work closely with the procurement team to ensure that all bid packages meet the company’s needs and reflect contractual obligations.
  • Ensure that all legal and compliance requirements are met when preparing tenders, including confidentiality agreements, intellectual property considerations, and non-compete clauses.
• Quotations & Proposals:
  • Draft contractual terms and conditions for quotations and proposals provided by SayPro to external clients, suppliers, or partners.
  • Work alongside the marketing and sales teams to ensure that proposals accurately reflect SayPro’s business capabilities and objectives.
  • Collaborate with stakeholders to tailor proposals to the specific needs and conditions of potential clients or partners.

4. SayPro Marketing & Royalty Agreements (SCMR)

• Marketing & Royalties Contract Creation:
  • Draft and manage contracts related to marketing partnerships, royalties, and licensing agreements. These contracts may involve both domestic and international partners and must adhere to SayPro’s business and legal standards.
  • Work closely with the marketing department to ensure that the terms and conditions of marketing agreements align with SayPro’s brand goals and intellectual property rights.
  • Ensure that royalty agreements reflect fair compensation for intellectual property or product usage, ensuring proper tracking of payments and adherence to contractual obligations.
• Collaboration with Legal & Marketing Teams:
  • Collaborate with SayPro’s legal and marketing departments to ensure that all marketing-related contracts are compliant with intellectual property laws and best practices in the industry.
  • Provide advice and guidance to the marketing team regarding contract terms, focusing on protecting SayPro’s interests while fostering strong business relationships.

5. Contract Compliance and Risk Management

• Risk Assessment:
  • Conduct thorough reviews of contracts to assess potential risks related to compliance, financial exposure, or operational efficiency.
  • Ensure that all contracts contain necessary provisions for dispute resolution, indemnity, confidentiality, and other legal protections to safeguard SayPro’s interests.
• Monitoring and Enforcement:
  • Continuously monitor ongoing contracts for compliance, ensuring that both parties fulfill their obligations as specified in the agreement.
  • Address any breaches of contract or performance issues promptly, working to resolve disputes in a manner that is in SayPro’s best interest.
• Documentation & Record Maintenance:
  • Maintain comprehensive and organized records of all contracts, including drafts, final agreements, amendments, and communications related to the contracts.
  • Ensure that contract documents are stored securely and accessible for reference when needed by internal teams, auditors, or legal advisors.

6. Stakeholder Communication & Coordination

• Cross-Department Collaboration:
  • Work closely with other departments, such as Procurement, Marketing, Legal, and Finance, to ensure that contracts align with departmental objectives and are executed smoothly.
  • Provide regular updates to internal stakeholders on the status of contracts, negotiations, and any key developments.
• Vendor & Supplier Liaison:
  • Act as the main point of contact for vendors and suppliers during the negotiation and execution of contracts.
  • Ensure that vendors and suppliers understand the terms and conditions of the agreements and comply with them throughout the contract lifecycle.
  • Facilitate communication with external parties to resolve any contract-related disputes or issues.

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Skills and Qualifications

• Education:
  • Bachelor’s degree in Business Administration, Law, Supply Chain Management, Marketing, or a related field. Advanced degrees or certifications in contract management, law, or procurement are a plus.
• Experience:
  • Minimum 3-5 years of experience in contract management, procurement, or a related field, with a strong understanding of supplier agreements, tendering processes, and contract law.
  • Prior experience with marketing and royalty agreements is advantageous.
• Technical Skills:
  • Proficiency with contract management software or systems.
  • Strong skills in Microsoft Office Suite (Word, Excel, PowerPoint) for drafting contracts, preparing reports, and presenting information.
  • Knowledge of legal terminology and best practices in contract drafting, negotiation, and enforcement.
• Soft Skills:
  • Excellent written and verbal communication skills.
  • Strong negotiation skills with the ability to balance business needs and legal considerations.
  • Detail-oriented and highly organized, with the ability to manage multiple contracts simultaneously.
  • Ability to work collaboratively across departments and maintain positive relationships with vendors and suppliers.

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Working Conditions

• Occasional travel may be required for meetings with vendors, suppliers, or clients.
• Some flexibility in working hours may be necessary to meet deadlines or address urgent contractual issues.

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Additional Notes

• SayPro offers a dynamic and collaborative work environment where contract management plays a critical role in ensuring business success. The Contract Manager/Coordinator will be expected to not only manage contracts but also provide valuable insights and strategic recommendations to help guide SayPro’s operations and business growth.

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

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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.

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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.

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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.

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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.

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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.

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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.