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CONTRACTS ADMINISTRATOR
Ref No.: 13-02295
Location: Abu Dhabi AE
Position Type:Direct
Experience Level: 3 Years
Start Date: 27/11/2013
Contracts Administrator

This vacancy is with our client, a government oil and gas company based in Abu Dhabi

Purpose
To compile, prepare and coordinate various types of tendering and contracts in line with companys standards, policies and procedures, by maximizing the utilization of the system like, Maximo and E- Tendering systems, available in the Departments.

Background.
  • Diploma, preferred in engineering, with 3 years experience in tendering and contract management
  • The Contacts administrator reports to the Senior Contracts Engineers/ Contacts Engineers.
  • The Contracts Administrator jobs are assigned to the two Sections of Contracts Department: Engineering & Works section and Services & Maintenance Section.
  • The two sections play very important role towards the overall Company Performance and safe guarding its interest, by ensuring the availability of correct tendering and contractual development of the following (except the Major Projects Contracts);
  • Engineering & Works Section: Tendering and contracting activities related to quality Maintenance & services Agreements to the Client HQ Division and Plants of catering, Transportation, maintenance, cleaning, hotels, Printing, Photocopying, etc in timely and cost effective manner, in line with companys procedures policies. Financial Delegation of Authority(FDOA) and terms of Reference.
  • The Contracts Administrator prepares and coordinates various types of tendering and contracts undertaken by the Contracts Department in companys standard form. In addition, with the supervision of the respective Sr. Contacts Engineer, the contacts Administrator has been assigned with the responsibility of preparing and handling Non-Critical Minor Contacts.
  • The job requires effective coordination with end users, local and international contractors, proper scheduling and follow up of activities, and effective utilization of Maximo and E tendering Systems.
  • To handle all the Tendering activities, starting from the Expression of Interest till distribution of the Agreement, for the Non-core contracts/CR with the supervision of respective Sr. Contact Engineers.
  • To maintain scheduling to Tendering process, follow-up with Contracts Engineers and End Users on the status of contracts handled by the concerned section and clarify related queries to maintain continuation of services.
  • TO update and maintain standard forms of communication, Tender Document, Tender Board submissions.
  • To Coordinate, compile and prepare Tender Documents as per User request, and handled necessary formalities and preparations based on the company procedure related to Tender invitation.
  • To Coordinate and make necessary arrangements for the Site Visit, including the Letter of Assistance, in coordination with the Bidders and end-user. To assist in solving system based problems faced by bidders during online bid submission.
  • To arrange Technical Bid Opening Session and forward the Technical Bids of review.
  • To arrange commercial bid opening and prepare price comparison of bids submitted by the bidders.
  • To arrange for Agreement signature and carryout distribution formalities including, Agreement document preparation, forward the document for users review & initialing, send the Agreement to Contractors signature and follow-up, Management signature and final distribution of the Agreement document after both parties signature.
  • To follow-up and communicate with Finance, insurance and Contractors with regard to the bank guarantees and insurance documents submissions.
  • To liaise with users and bidders to upload the documents in the E-Tender/ Liverlink/ MAXIMO systems, and report any required IT technical related issues to IT.
  • To run various computer based reports to advise on the status of the pending activities with the Contractors and End Users related to the submission of offers, evaluations and clarifications.
  • To maintain Tender status in the system (MAXIMO) in order to have proper and up to date reports for the Senior Management.