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:
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.
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.
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.
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.
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.
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.
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
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.
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