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:
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.
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.
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.
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.
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.
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.
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
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.
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