Senior Contracts Manager

Posted 2 months ago

JOB SUMMARY

The incumbent is responsible for negotiating client expectations as well as liaising sub-contractors to place orders and to oversee the progress of the sub-contractor’s work. Contract managers deal with health and safety problems with the aim of protecting staff members. He is involved with project planning through setting critical milestones and arranging labour.

KEY RESPONSIBILITIES

Effectively plan and manage contract delivery

  • Chair the start-up meeting within 14 days of contract award
  • Ensure all contract support functions are in place
  • Review purchase of big items to achieve a minimum of 5% savings on materials
  • Ensure border papers, bond fees, etc. are all in place within 21 days of the contract being awarded
  • Ensure procedures for all outside contracts are in place and clearly displayed on site before work commences
  • Review input from site agents before planning and required operating procedures are signed off
  • Ensure contracts are completed in conjunction with SHRM, approved by the GM and discussed with employees before any staff leave for the site
  • Compare all tender allowables with actuals and note deviations
  • Ensure all agreed contract programmes are in place
  • Negotiate the timeous release of all required contract staff
  • Ensure all safety appointments are made
  • Audit all aspects of contract compliance twice a year
  • On the 25th of each month report progress and any remedial action to the GM
  • Measure key items – concrete reinforcing, shuttering etc. – and ensure material is sourced below allowable prices
  • Conduct required yield tests
  • Measure waste and loss (theft) to ensure they remain below allowed tender amounts
  • Monitor productivity measures weekly
  • Monitor labour costs-actual hours versus tendered hours – on a weekly basis
  • Ensure a productivity system is in place and adhered to
  • Continually audit site compliance
  • Ensure contract reports are submitted on time
  • Provide appropriate feedback to Estimating

Effectively manage all commercial requirements and opportunities

  • Identify all risks and opportunities during re-tendering
  • Fully understand all contracts in terms of  “Rights and obligations”
  • Fully understand all specifications
  • Fully understand payments terms
  • Ensure all relevant business unit commercial procedures are identified, understood and implemented
  • Audit compliance at least twice annually
  • Ensure payment is received in terms of the contract agreements
  • Ensure on time payment of sub-contractor in terms of the agreements
  • Ensure Site Agents manage sub- contractor work outputs
  • Ensure clients sign off Completion Certificates
  • Monitor and ensure the repatriation of bonds in line with contract agreements
  • Ensure all End-of-Contract reports are  completed in the standard format, covering successes and problems
  • Share contract reports with the rest of the business unit as part of the learning process
  • Submit reports to the central data bank for future reference

Effectively manage marketing and business development

  • Ensure the quality of work is always within specified requirements
  • Build positive client relationships and deal constructively with disputes
  • Collect relevant site information and forward to Estimating for use in future projects
  • Actively participates in all tenders
  • Meet with at least 3 potential customers every 2 months
  • Play an active team role to secure additional business to the value of R50 million turnover per annum
  • Participate in marketing activities and functions
  • Network appropriately and forward potential business leads to the Senior Commercial Manager/GM 
  • Provide reliable market intelligence to the Business Development Manager
  • Provide accurate customer and competitor feedback to the Operations Manager, GM, other Stakeholders

Effectively manage contract budgets

  • On a monthly basis, accurately review actual against s budgeted expenditure
  • Appropriate follow up on all identified problems
  • On a quarterly basis submit a financial year end forecast to the Financial Manager and GM
  • Reset allowable when required
  • Develop Contract cash flows
  • Develop turnover forecasts
  • Develop margin forecasts
  • Closely monitor monthly cost versus allowable scenarios
  • Monitor daily productivity versus  allowable scenarios
  • Forward contract productivity analyses to the  Commercial Department
  • Audit and counter sign all requisitions
  • Agree on cost coding for allowables and buying
  • Ensure consistent best buying practices are maintained – three QCP quotations prior to site start up
  • Ensure all required counter signing is completed
  • Notify the QS of all pending VO Claims (EOT and other) and insurance claims
  • Produce accurate and on time cost reports
  • Be in position to answer all queries on Cost Reports

Effectively manage quality, plant and equipment 

  • Set up appropriate audit schedules
  • Set up an NCR Register
  • Undertake regular audits
  • Set up authorized signatures and submit to Head of Department
  • Develop and submit QCPs for approval
  • Set-up buying signatures and limits and pass on to Buying
  • Update work instructions on a continuous basis
  • Ensure productivity control in place
  • Be in a position to provide evidence of systems in place
  • Ensure cost controls are in place -monthly accruals or actuals
  • Ensure appropriate maintenance schedules are in place
  • Ensure a fuel control process is in place
  • Hold daily and weekly plant meetings
  • Ensure an accurate, easy to access filing system is in place.
  • Ensure that appropriate document control systems are in place

Effectively manage contract staff

  • Ensure Site Agents include client representatives in the contract team
  • Conduct staff performance reviews twice a year
  • Appropriately hold employees accountable for delivery
  • Conduct regular career development discussions
  • Coach employees when necessary
  • Ensure all direct reports have growth and developmental plans
  • Continually recognize and acknowledge work well done
  • Show a personal interest in  employees –  spouses’ and children’s names, interests outside work, and so on
  • Appoint required sub- contractors
  • Ensure sub-contract agreements in place before work commences
  • Meet regularly with sub- contractors
  • Ensure mandatory safety appointments  are in place prior to work commencing
  • Meet regularly with Management teams on the site, staff and hourly-paid employees
  • Brief site contract staff when required

Effectively manage contract administration

  • Ensure accurate filing systems are in place
  • Ensure document distribution systems are in place – e.g. pigeon holes
  • Provide Evidence of documentation
  • Safety Returns sent on time
  • Plant returns sent on time
  • Labour returns sent on time for processing
  • Maintain accurate site records

Effective self- management

  • Demonstrate consistent application of internal procedures
  • Escalate identified problems to relevant manager
  • Promote harmony and teamwork
  • Promote sharing of knowledge through informal and formal channels
  • Apply knowledge of the organisational systems, structures, policies and procedures to achieve strategic objectives 
  • Follow through to ensure that personal quality and productivity standards are consistently and accurately maintained
  • Maintain a positive attitude
  • Respond openly to feedback
  • Take ownership for driving own career development
  • Manage own development (skills and knowledge)
  • Plan and prioritise, demonstrating abilities to manage competing demands
  • Communicate effectively, maintaining relationships

QUALIFICATIONS AND EXPERIENCE / MINIMUM REQUIREMENTS

  • BSc/B Eng./B-Tech/National Diploma in Civil/Mechanical/E&CI Engineering
  • ND in Construction Management
  • Project Management Certificate
  • Business or Business Law
  • 10 + year experience working in a construction projects
  • Proficient in Microsoft Office and projects software
  • In-depth knowledge of the contracting process.
  • A thorough understanding of technical building requirements is also essential
  • Must be proficient in working with construction contracts such as JBCC, FIDIC, NEC
  • Professional Construction Manager (PrCM) or alternatively Professional Construction Project Manager (PrCPM) with recognised and relevant professional bodies.
  • Experience with WTP, Water Retaining, Pumpstaions, Resevoirs and Pipeline.
  • Valid Driver’s license is essential.
  • Salary: To be negotiated

COMPETENCIES

  • Can take decisions and demonstrate accountability and integrity.
  • Can lead and supervise a team in order to achieve business objectives in all circumstances.
  • Can troubleshoot and strategize in order to meet the long-term vision of the company.
  • Can coordinate and guide the project team.
  • Can communicate effectively both verbally and in writing.
  • Leadership capabilities
  • Excellent Communication skills
  • Organisational capabilities
  • Self-motivation
  • Commitment to safety
  • Trustworthiness
  • Problem-solving capabilities
  • Interpersonal skills
  • Ability to meet deadlines and work under pressure.

CLOSING DATE

If you are not contacted as a short-listed candidate within 4 weeks of the closing date, please consider your application as being unsuccessful. 

Candidates are invited to submit a CV together with copies of certificates/driver’s licence (no original certificates). Applications that are received without copies of required documentation will not be considered. 

Closing Date: 1 March 2024

Advert Reference No: KC-SnrCONM

Completed applications or e-mailed to the recruitment email address below by the indicated closing date.

To : SA.recruitment@khatocivils.com/careers@southzambezi.com

Khato Civils is an equal opportunities employer. We are determined that no job applicant or employee receives less favourable treatment on the grounds of sex, pregnancy or maternity, gender re-assignment, sexual orientation, religion or belief, marriage or civil partnership, age, race or disability.

Job Features

Occupational levelSkilled
DepartmentChoose
LocationLocation
Closing DateClosing Date
Applications must be sent toemail
Work TypePermanent

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