SayPro Maintain accurate and up-to-date records of contracts

SayPro Job Description & Tasks:

Reporting & Documentation:
Documentation: Maintain accurate and up-to-date records of contracts, amendments, and communications related to each contract

Overview:

As a Contract Management & Supplier Relations Specialist at SayPro, you will play an essential role in maintaining the integrity and accuracy of the company’s supplier contracts and agreements. Your primary responsibility will be to ensure that all contracts, amendments, communications, and related documentation are meticulously recorded, updated, and easily accessible. You will oversee the lifecycle of contracts from tendering and bidding to post-signature monitoring, and provide regular updates to senior management regarding contract status and supplier performance. Your attention to detail, organizational skills, and ability to collaborate across departments will be key in ensuring the successful management of SayPro’s contractual agreements and relationships.

Key Responsibilities:

1. Reporting & Documentation

• Documentation Management:
  • Maintain and organize detailed, accurate, and up-to-date records for all supplier contracts and agreements, including amendments, renewals, and extensions.
  • Ensure all documentation related to contracts—such as amendments, addendums, communications, and approval workflows—are stored in a secure, easily accessible system for future reference, audits, or reviews.
  • Regularly update and archive contracts to ensure that SayPro’s records are always current and that no documentation is outdated or misplaced.
  • Review and ensure that all supporting documents (e.g., contracts, amendments, correspondence) are included in each contract file, creating a comprehensive repository for each agreement.
  • Collaborate with the legal and compliance teams to ensure all contract documentation adheres to regulatory standards and internal policies.
• SayPro Monthly SCMR-1 Reporting:
  • Prepare and deliver the SayPro Monthly SCMR-1 Report to senior management, summarizing contract status, supplier performance, any amendments or modifications made, and upcoming contract milestones or renewals.
  • Include detailed insights into any ongoing contract negotiations or disputes, ensuring that the report provides a clear picture of the current contract landscape.
  • Ensure that all updates are accurate and aligned with SayPro’s strategic goals, presenting a transparent overview of supplier relationships and contract compliance.
• Contract Auditing and Record Accuracy:
  • Conduct regular audits of active contracts to ensure that documentation is complete, accurate, and up to date.
  • Address any gaps in documentation, ensuring any missing information or outdated documents are quickly addressed and corrected.
  • Provide an ongoing assessment of internal processes to identify potential improvements in document management, aiming to enhance efficiency and minimize errors in documentation.
• Documentation of Contractual Communication:
  • Maintain a clear and detailed log of all communications related to each contract, including emails, meeting notes, and other forms of correspondence between SayPro and its suppliers.
  • Document any changes in contract terms or conditions, capturing approvals or rejections from both parties.
  • Ensure that any verbal communications, agreements, or negotiations that impact contract terms are properly documented and filed within the corresponding contract’s record.
  • Facilitate communication between internal stakeholders (e.g., legal, procurement, finance) and external suppliers to ensure consistent, transparent documentation practices.

2. Contract & Supplier Management

• Supplier Contract Oversight:
  • Oversee the creation, negotiation, and finalization of contracts with suppliers, ensuring all terms and conditions are aligned with SayPro’s business needs.
  • Review and assess contract performance regularly, monitoring adherence to terms, delivery schedules, pricing, and quality metrics.
  • Ensure that contracts are maintained, updated, and renegotiated as necessary to reflect evolving business needs or changes in the supplier landscape.
  • Work closely with the finance and operations teams to ensure that the financial terms of contracts, such as payment schedules, penalties, or bonuses, are clearly documented and accurately implemented.
• Supplier Relationship & Performance Monitoring:
  • Foster strong relationships with key suppliers, maintaining open lines of communication and managing day-to-day supplier-related issues.
  • Ensure that performance metrics are established, tracked, and reported in accordance with contract terms.
  • Track and document any performance issues, escalations, or discrepancies in supplier delivery, and ensure that these are resolved promptly through clear communication and corrective action.

3. Tenders, Bidding, Quotations, and Proposals

• Tender & Bidding Process:
  • Lead the preparation, issuing, and review of tenders, bids, and proposals in line with SayPro’s procurement needs.
  • Ensure that tender documents are complete and contain all necessary specifications and criteria to help ensure that suppliers meet SayPro’s requirements.
  • Evaluate supplier bids and quotations based on cost, delivery timelines, quality standards, and compliance with the stated terms in the Request for Proposal (RFP) or Request for Quotation (RFQ).
  • Provide recommendations and assist senior management in the final decision-making process on supplier selection.
• Proposal Management:
  • Support the development of proposals for new contracts, extensions, or amendments, ensuring that the proposals align with SayPro’s internal policies, objectives, and expectations.
  • Coordinate with legal, finance, and operations teams to ensure all elements of the proposal are accurately captured and aligned with the company’s interests.
  • Review and revise proposals as necessary, ensuring that all elements are documented correctly and all stakeholder concerns are addressed.

4. Marketing & Royalty SCMR Management

• Marketing and Contract Documentation:
  • Collaborate with the SayPro Marketing team to ensure that all marketing contracts, promotional agreements, and associated royalties are properly documented and managed.
  • Ensure that royalties related to supplier contracts are clearly outlined, tracked, and reported in accordance with contract terms.
  • Assist in ensuring the timely payment and proper management of marketing royalties, collaborating with finance for accurate reporting and adherence to contract timelines.

5. Risk Management & Compliance

• Contract Compliance & Risk Mitigation:
  • Work closely with legal and compliance teams to ensure all contracts are drafted in compliance with relevant laws, regulations, and company policies.
  • Document and track any compliance issues or discrepancies, working proactively to mitigate risks and prevent contract violations.
  • Ensure that all terms, conditions, and modifications are aligned with risk management strategies, reducing exposure to potential liabilities.
• Dispute Resolution:
  • Assist in resolving disputes or conflicts with suppliers, ensuring that all communications and actions taken are fully documented and in line with contractual agreements.
  • Work with the legal team to document the resolution process and ensure that any necessary adjustments or corrective actions are clearly reflected in contract documentation.

---

Required Qualifications & Skills:

• Experience:
  • At least 3-5 years of experience in contract management, supplier relations, procurement, or a similar field.
  • Strong experience in maintaining and managing detailed contract documentation, including amendments, communications, and performance records.
  • Familiarity with tendering, bidding, and quotation processes.
• Education:
  • Bachelor’s degree in Business Administration, Supply Chain Management, Law, or related field.
  • Certification in contract management or procurement (e.g., Certified Professional in Supply Management, Certified Contract Manager) is a plus.
• Skills:
  • Strong organizational and documentation management skills with a high attention to detail.
  • Excellent written and verbal communication skills for effective reporting and contract documentation.
  • Ability to work independently and as part of a cross-functional team.
  • Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and experience with contract management software.
  • Knowledge of risk management, compliance frameworks, and contract law as it pertains to procurement.

---

Working Conditions:

• Full-time position with standard office hours.
• Occasional travel may be required for supplier meetings, contract negotiations, and site visits.
• Ability to work independently and manage multiple projects concurrently while collaborating across teams.

---

This role ensures that SayPro’s contracts are properly documented, maintained, and updated to support efficient contract management and supplier relations. Through careful record-keeping, reporting, and strategic documentation management, this position plays a key role in the smooth operation of SayPro’s procurement processes and long-term success.