Contracts Specialist - Tender Management

develops complete and accurate contractual documentation, recommends qualification and evaluation criteria, supports negotiation strategies and advises users on contractual and commercial matters. It also evaluates variations and claims and maintains appropriate follow-up through contract completion and closeout.

Tender Planning and Contract Strategy

* Develop contracting activity plans for individual tenders in line with company requirements.
* Review contracting strategies, tendering procedures and proposed methods of reimbursement.
* Prepare initial bidder shortlists for assigned tenders.
* Recommend appropriate qualification and evaluation criteria.
* Support development of negotiation strategies for complex contracting requirements.
* Coordinate with User Departments on contractual and commercial requirements throughout the contracting process.

Tender Documentation

* Compile complete tender packages covering technical, contractual, commercial, financial and legal requirements.
* Verify that approved evaluation criteria and other applicable requirements are incorporated into invitations to tender.
* Consult Finance and Legal personnel on development of standard contract forms.
* Coordinate approval of deviations from standard terms and conditions for assigned tenders and agreements.
* Prepare required documentation for opening priced and unpriced bids in accordance with company procedures.
* Participate in bid openings as required under the Delegation of Authority.
* Maintain fairness and strict confidentiality throughout the bidding process.

Bid Evaluation and Negotiation

* Prepare required documentation for bidder negotiations accurately and within established timelines.
* Participate in negotiation meetings with bidders when required.
* Conduct and review techno-commercial evaluations of bids.
* Develop justified recommendations for contractor shortlisting and management approval.
* Evaluate commercial and contractual considerations associated with tender submissions.

Contract Award

* Prepare Letters of Award in accordance with approved correspondence templates and the Delegation of Authority.
* Register contracts in SAP to obtain the applicable contract number following award approval.
* Forward Letters of Award for the appropriate ADNOC delegated signature.
* Arrange collection of award documentation by the contractor and obtain confirmation of receipt.
* Review returned Letters of Award to confirm correct execution.
* Prepare and endorse correspondence distributing completed award documentation to the End User and Finance.

Contract Document Preparation and Execution

* Prepare final Contract Documents in coordination with the End User where required.
* Consolidate Tender Bulletins, bidder technical submissions and responses to Tender Clarifications into the original Request for Tender documentation.
* Apply Contracts Division Checklist requirements during contract preparation and review.
* Forward final Contract Documents to the End User Unit Manager for review and concurrence.
* Review End User comments and incorporate amendments where technically correct and contractually acceptable.
* Arrange preparation of original contract copies and conduct page-by-page checks before execution.
* Coordinate issue of contracts to contractors for signature.
* Review returned signed Contract Documents against the Contracts Division Checklist.
* Arrange internal circulation for ADNOC signature in accordance with the Delegation of Authority.
* Issue the fully signed contract to the contractor and obtain confirmation of receipt.

Variation and Claims Management

* Receive assigned End User Contract Requests relating to ADNOC-generated variations or contractor-submitted claims.
* Review and commercially evaluate variations and claims against contractual obligations and relevant clauses.
* Obtain End User concurrence on the technical elements of proposed variations.
* Confirm availability of an approved budget before formalizing variations.
* Prepare recommendations for settlement of contractual claims.
* Obtain required management approvals and formalize approved variations with the contractor.
* Maintain follow-up on contractual variations and claims through resolution.

Contract Administration and Closeout

* Provide users with advice on contract interpretation, procedures, administration and closeout requirements.
* Track contract duration and key contractual milestones.
* Remind End User Contract Administrators of requirements and timelines associated with optional contract years and extensions.
* Follow up on completion certificates in accordance with contractual completion dates.
* Monitor relevant requirements concerning Liquidated Damages.
* Prepare Contract Division Checklist items for discussion with the End User Contract Administrator before contractor kick-off meetings.
* Identify matters requiring discussion with the appointed contractor during the kick-off meeting.
* Keep relevant Contracts Division management informed of scheduled kick-off meetings when attendance may be required.
* Prepare correspondence informing unsuccessful bidders that the bidding process has concluded.

Commercial and Contractual Coordination

* Work closely with End Users throughout tender development, evaluation, award and contract administration.
* Coordinate with Finance and Legal functions on commercial, financial and contractual matters.
* Maintain accurate contractual records and correspondence throughout the contract lifecycle.
* Ensure contracting activities are completed in accordance with company procedures and applicable authorization requirements.