QSSR-CONTRACT MANAGER
1. Job Purpose
The Contract Manager will be responsible for the effective management, coordination, and monitoring of procurement contracts within the Purchase Section. The role will serve as a key link between management, end-user departments, suppliers, service providers and other relevant stakeholders, ensuring that contracts are properly administered and implemented in accordance with agreed terms and conditions. The Contract Manager will monitor supplier performance, contract compliance, deliverables, timelines, costs and contractual obligations, while ensuring proper documentation, timely resolution of contract-related issues, risk management, and adherence to approved procurement procedures, policies, budgets, and applicable regulations.
2. Key Responsibilities
a. Coordinate the preparation, execution, implementation and administration of procurement contracts.
b. Ensure that contracts are properly documented, approved, signed and maintained in accordance with established procedures.
c. Monitor contractual obligations, deliverables, milestones, timelines, payment terms and other conditions to ensure compliance by all parties.
d. Maintain an up-to-date contract register and track contract expiry dates, renewals, extensions, amendments and other key contractual milestones.
e.Ensure that contract variations, amendments, extensions, and renewals are properly reviewed, justified, approved and documented.
f. Support the implementation of contracts in line with approved procurement plans, budgets, specifications, and contractual requirements.
2.1. Supplier & Contractor Management
a. Serve as a key point of contact for suppliers, contractors and service providers on contractual matters.
b. Monitor supplier and contractor performance against agreed service levels, specifications, quality standards, delivery schedules and other contractual obligations.
c. Coordinate with end-user departments to verify satisfactory delivery of goods, services, or works before contractual payments are processed.
d. Identify and report cases of poor performance, delays, non-compliance, or breach of contractual obligations.
e. Support the resolution of supplier and contractor disputes and contractual issues in a timely and professional manner.
f. Maintain effective and professional relationships with suppliers and internal stakeholders while upholding procurement ethics and integrity.
2.2. Contract Compliance & Risk Management
a. Ensure that procurement contracts are implemented in accordance with approved terms and conditions, procurement policies, procedures and applicable regulations.
b. Monitor contractual risks and recommend appropriate mitigation measures to the Head Purchase.
c. Identify potential contractual breaches and ensure that appropriate corrective actions are initiated and documented.
d. Ensure that contract documentation is complete, accurate, confidential and readily available for review and audit.
e. Support compliance with applicable procurement and contractual requirements throughout the contract lifecycle.
2.3. Procurement & Tender Support
a. Participate in procurement planning and provide input on contract management requirements.
b. Support the preparation and review of tender and contract documents to ensure that contractual terms are clear, measurable and enforceable.
c. Participate in bid evaluation processes where contract management considerations are required.
d. Assist the Purchase Committee and procurement team in reviewing contractual terms, supplier obligations, performance requirements and related matters.
e. Provide contract management input during the procurement process to promote value for money and effective contract implementation.
2.4. Payment & Performance Monitoring
a. Monitor contract-related invoices and supporting documentation to ensure consistency with contractual terms and verified deliveries or services.
b. Coordinate with finance and end-user departments on payment-related contractual matters.
c. Track contract expenditure against approved contract values and budgets.
d. Monitor key performance indicators and service-level requirements applicable to suppliers and contractors.
e. Report significant variations in contract costs, performance, delivery, or timelines to the Head Purchase.
2.5. Reporting & Records Management
a. Prepare and submit periodic contract management reports covering contract status, supplier performance, expenditure, deliverables, pending actions, risks and upcoming contract expiries.
b. Maintain accurate and up-to-date contract files, registers, correspondence, performance records, amendments, variations, and other supporting documentation.
c. Prepare reports on completed, ongoing, expired, renewed, and terminated contracts as required.
d. Ensure proper documentation and filing of contract records to support management decisions, audits, and accountability.
2.6. Stakeholder Management
a. Maintain effective working relationships with management, end-user departments, finance, suppliers, contractors, and other relevant stakeholders.
b. Coordinate with end users to ensure that contractual requirements and performance expectations are clearly understood and monitored.
c. Represent the Purchase Section professionally in contract-related engagements with suppliers, contractors, and other stakeholders.
d. Provide guidance to internal stakeholders on contract administration and compliance matters.
2.7. Other Duties
a. Support the Head Purchase in ensuring effective implementation of procurement contracts.
b. Participate in contract review meetings, supplier performance assessments, and other procurement-related activities.
c. Perform any other duties related to contract and procurement management as may be assigned by the supervisor.
Requirements
3. Qualifications & Experience
3.1. Education
a. Bachelor's Degree in Law, Procurement, Supply Chain Management, Contract Management, Business Administration, , Finance, Logistics, or a related field.
b. Professional certification in procurement, contract management, or supply chain management is an added advantage.
3.2. Experience
a. Minimum of 2 years' relevant experience in contract management, procurement, supply chain, or a related field.
b. Demonstrated experience in contract administration, supplier performance management, contract monitoring and compliance.
c. Experience in tendering, contract negotiation, contract variations, and dispute resolution is an added advantage.
d. Experience working in a public sector, institutional, project, healthcare, or regulated procurement environment is an added advantage.
4. Key Competencies
a. Knowledge of procurement and contract management principles, policies, and procedures.
b. Knowledge of applicable procurement laws and regulations.
c. Contract administration and performance management.
d. Supplier and contractor relationship management.
e. Contract compliance and risk management.
f. Negotiation and dispute-resolution skills.
g. Financial and budget monitoring skills.
h. Strong analytical and problem-solving abilities.
i. Excellent communication and interpersonal skills.
j. Planning, coordination, and organizational skills.
k. Attention to detail and strong documentation skills.
l. Integrity, confidentiality, accountability, and professional ethics.
m. Ability to work under pressure and meet deadlines.
n. Proficiency in Microsoft Office applications.
5. Key Performance Indicators (KPIs)
a. Timely and effective administration of procurement contracts.
b. Percentage of contracts implemented in accordance with agreed terms and conditions.
c. Timely monitoring and reporting of supplier and contractor performance.
d. Timely identification and resolution of contractual issues, risks, and non-compliance.
e. Accurate and up-to-date contract register and contract documentation.
f. Timely processing and verification of contract-related documentation and payment requests.
g. Effective monitoring of contract expenditure against approved contract values and budgets.
h. Timely renewal, extension, amendment, or closure of contracts before key deadlines.
i. Compliance with procurement policies, contractual requirements, and applicable regulations.
j. Minimal audit findings relating to contract management and documentation.
k. Improved supplier and contractor performance and service delivery.
l. Achievement of value for money and effective management of contractual risks.