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
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.
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.
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.
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.
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.
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