SayPro Job Description & Tasks:
Drafting New Contracts:
Template Use: Utilize standard contract templates and ensure any bespoke clauses are aligned with SayPro’s internal policies
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 overseeing the creation, negotiation, management, and compliance of all contracts within the company. This includes drafting new contracts, ensuring that they are aligned with company policies, and managing supplier and vendor relationships. The role involves utilizing standardized templates for contract creation while customizing the documents when necessary. Additionally, the position requires close collaboration with various departments, including legal, procurement, marketing, and operations, to ensure all agreements reflect SayPro’s strategic and operational objectives.
Key Responsibilities & Tasks
1. Drafting New Contracts
- Template Use & Customization:
- Utilize standard contract templates for various types of agreements, including supplier contracts, service agreements, and vendor contracts.
- Ensure that any bespoke clauses are fully aligned with SayPro’s internal policies, legal standards, and business requirements. This may include adjusting terms for specific suppliers, services, or unique circumstances while ensuring compliance with industry standards.
- Coordinate with the legal department to incorporate any necessary legal provisions or updates into the contract templates.
- Maintain a library of up-to-date templates that reflect any changes in the law, business practices, or company policies.
- Review and update existing contract templates periodically to ensure they meet evolving business and regulatory requirements.
- Bespoke Clauses:
- Draft and tailor custom clauses for specific contracts, ensuring they are consistent with SayPro’s broader operational needs and legal frameworks.
- Work closely with internal stakeholders (such as procurement, marketing, and sales) to understand the specifics of each contract and ensure any bespoke terms are clearly defined and mutually beneficial.
- Incorporate special provisions for pricing, delivery schedules, payment terms, warranties, or performance guarantees where required.
2. Contract Management & Oversight
- Supplier Contracts and Agreements:
- Oversee the lifecycle of supplier contracts, from initial negotiation through to execution and ongoing performance monitoring. Ensure that contracts are compliant with both company policies and industry regulations.
- Maintain accurate records of contract performance, ensuring that suppliers meet agreed terms, quality standards, and timelines. Address any discrepancies in terms of delivery, service, or pricing through formal contract amendments or negotiations.
- Tracking and Reporting:
- Regularly monitor key contract milestones, renewal dates, and performance metrics to ensure timely renewals and amendments.
- Provide management with comprehensive reports on the status of contracts, highlighting any potential issues or opportunities for renegotiation.
- Ensure compliance with all terms, including deliverables, pricing, and timelines, by tracking the performance of suppliers and vendors.
- Contract Renewals and Amendments:
- Monitor expiration dates and proactively manage contract renewals, including initiating early-stage negotiations for favorable renewal terms.
- Draft, review, and execute amendments to existing contracts when necessary, ensuring all changes are documented accurately and in compliance with SayPro’s policies.
3. Tenders, Bidding, Quotations, and Proposals
- Tender Process Management:
- Coordinate the preparation of tender documents and bid submissions. Ensure that the terms and conditions within tenders and bids are clear, concise, and fully aligned with company policies.
- Work closely with the procurement team to ensure that all bid packages meet the company’s needs and reflect contractual obligations.
- Ensure that all legal and compliance requirements are met when preparing tenders, including confidentiality agreements, intellectual property considerations, and non-compete clauses.
- Quotations & Proposals:
- Draft contractual terms and conditions for quotations and proposals provided by SayPro to external clients, suppliers, or partners.
- Work alongside the marketing and sales teams to ensure that proposals accurately reflect SayPro’s business capabilities and objectives.
- Collaborate with stakeholders to tailor proposals to the specific needs and conditions of potential clients or partners.
4. SayPro Marketing & Royalty Agreements (SCMR)
- Marketing & Royalties Contract Creation:
- Draft and manage contracts related to marketing partnerships, royalties, and licensing agreements. These contracts may involve both domestic and international partners and must adhere to SayPro’s business and legal standards.
- Work closely with the marketing department to ensure that the terms and conditions of marketing agreements align with SayPro’s brand goals and intellectual property rights.
- Ensure that royalty agreements reflect fair compensation for intellectual property or product usage, ensuring proper tracking of payments and adherence to contractual obligations.
- Collaboration with Legal & Marketing Teams:
- Collaborate with SayPro’s legal and marketing departments to ensure that all marketing-related contracts are compliant with intellectual property laws and best practices in the industry.
- Provide advice and guidance to the marketing team regarding contract terms, focusing on protecting SayPro’s interests while fostering strong business relationships.
5. Contract Compliance and Risk Management
- Risk Assessment:
- Conduct thorough reviews of contracts to assess potential risks related to compliance, financial exposure, or operational efficiency.
- Ensure that all contracts contain necessary provisions for dispute resolution, indemnity, confidentiality, and other legal protections to safeguard SayPro’s interests.
- Monitoring and Enforcement:
- Continuously monitor ongoing contracts for compliance, ensuring that both parties fulfill their obligations as specified in the agreement.
- Address any breaches of contract or performance issues promptly, working to resolve disputes in a manner that is in SayPro’s best interest.
- Documentation & Record Maintenance:
- Maintain comprehensive and organized records of all contracts, including drafts, final agreements, amendments, and communications related to the contracts.
- Ensure that contract documents are stored securely and accessible for reference when needed by internal teams, auditors, or legal advisors.
6. Stakeholder Communication & Coordination
- Cross-Department Collaboration:
- Work closely with other departments, such as Procurement, Marketing, Legal, and Finance, to ensure that contracts align with departmental objectives and are executed smoothly.
- Provide regular updates to internal stakeholders on the status of contracts, negotiations, and any key developments.
- Vendor & Supplier Liaison:
- Act as the main point of contact for vendors and suppliers during the negotiation and execution of contracts.
- Ensure that vendors and suppliers understand the terms and conditions of the agreements and comply with them throughout the contract lifecycle.
- Facilitate communication with external parties to resolve any contract-related disputes or issues.
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, law, or procurement are a plus.
- Experience:
- Minimum 3-5 years of experience in contract management, procurement, or a related field, with a strong understanding of supplier agreements, tendering processes, and contract law.
- Prior experience with marketing and royalty agreements is advantageous.
- Technical Skills:
- Proficiency with contract management software or systems.
- Strong skills in Microsoft Office Suite (Word, Excel, PowerPoint) for drafting contracts, preparing reports, and presenting information.
- Knowledge of legal terminology and best practices in contract drafting, negotiation, and enforcement.
- Soft Skills:
- Excellent written and verbal communication skills.
- Strong negotiation skills with the ability to balance business needs and legal considerations.
- Detail-oriented and highly organized, with the ability to manage multiple contracts simultaneously.
- Ability to work collaboratively across departments and maintain positive relationships with vendors and suppliers.
Working Conditions
- Occasional travel may be required for meetings with vendors, suppliers, or clients.
- Some flexibility in working hours may be necessary to meet deadlines or address urgent contractual issues.
Additional Notes
- SayPro offers a dynamic and collaborative work environment where contract management plays a critical role in ensuring business success. The Contract Manager/Coordinator will be expected to not only manage contracts but also provide valuable insights and strategic recommendations to help guide SayPro’s operations and business growth.
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