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:
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.
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.
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.
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.
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.
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.
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
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.
Leave a Reply