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  • Job reference: RMS0103946

Contracts Administrator

  • Sector: Oil & Gas
  • Location: London and South East - Other
  • Job type: Contract
  • Date posted: 13/12/2011
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The Company:
Our client is a large multi-national Oil and Gas Operator which explores, develops, produces and markets crude oil, gas and sulfur. They pride themselves in conducting operations in accordance with the world–class safety and environmental standards.

The Role:
To ensure efficient and effective management and administration of the executed Contract with the JV and any subsequent sub contracts issued on behalf of the Project in accordance with terms, conditions and requirements of the individual contracts and project Contracts Procedures.
Duties will include but not be limited to:
Act as the focal point for Contracts Team in all matters relating to the administration of executed contracts in JV Offices.
Ensuring alignment and communication with individual contract stakeholders [Engineering, Construction, HES, Engineering, Planning, Cost, Project Controls and Contractor] to ensure a practical workable contract administration department.
Identifying improvement opportunities to existing administration procedures and where required define and propose new procedures to assist in the administration process.
Maintaining an auditable tracking / filing systems for all incoming and outgoing contractual communications and documentation, including the distribution / circulation thereof.
Drafting correspondence to the Contractor[s] / Subcontractor[s] on contractual / commercial issues for signature by the Company Representative or his delegated authority [Engineering Manager].
Maintaining an auditable tracking register for each contract to include - Contract Values, Service Orders, Change Orders, Amendments, and Technical Queries [with or without commercial / contractual implications] including all support documentation.
Reviewing all draft [pre-formal] invoice submissions for compliance with the compensation schedules within the contracts and issuing confirmation / copies to Contracts Team and Cost Control Function, based in Kazakhstan for comparison with the submission of the formal invoice from Contractor[s].
Ensuring copies of the Contractor[s] insurance / guarantee documentation is kept up to date in accordance with the terms and conditions of the contract[s].
Ensuring Management of Change documentation is kept up to date and fully auditable during the execution of the contract[s].
Working with the Contractor and C&P Advisor to execute any changes to the contract [Service Order, Change Orders, Amendments, Extensions] expeditiously to ensure changes are formally documented prior to the event and not after the event.
Receiving and recording on a weekly basis all Contractor[s] time sheets, ensuring they are signed by the employee, supervisor / manager and project Engineering Manager or nominated deputy. This will include any employee who is on business trips to Kazakhstan.
Meeting on a regular basis with the Engineering Management Team [EMT] and Contractor to ensure progress / productivity and end dates for deliverables are achievable and projected costs included within the CTR will not be exceeded or take proactive actions to redress any extension or overrun of costs.
Ensuring appropriate, auditable back-up documentation and justification is provided by contractor and CMT to support all Service Orders, Change Orders and Amendments to Contract[s].
Attendance at all meetings with Contractors / Suppliers and Vendors, diligently recording and drafting Minutes of Meetings for signature by the Engineering Manager or his delegated authority and issue to all participants and interested parties.
Providing active support during any internal audit of the Contract, Contractor or Sub Contractor[s].
Assisting in the compilation of Final Accounts & Close Out of Contracts

Essential Skills / Qualifications:
University Degree in Engineering or Administration or Finance with a minimum of five years experience in Contracts Administration within the oil and gas operations industry working for the Client in the Contractors Design Engineering Offices.
Experience in administering complicated types of contracts which include elements of Lump Sum, Unit Rates, Reimbursable and Cost Plus services.
Ability to manage multiple tasks whilst maintaining an effective and positive relationship with key stakeholders within the Project Team.
Good communication, networking and team building skills.
Demonstrates cultural awareness of the people and the environment in which the work / services are executed.
Construction / Technical knowledge / experience would be advantageous but not a necessity.
Experience with online [electronic] bidding and management of change utilising Company’s Ariba System or similar systems.
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