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  • Job reference: RMS0118145

Project Procurement Advisor

  • Sector: Oil & Gas
  • Location: Houston
  • Job type: Contract
  • Date posted: 19/11/2012
  • Time left:
    d h m s
This vacancy has now expired.
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The Company:
Is a major oil and gas operator.

The Role:
The Production Project Procurement Advisor has the responsibility to lead and manage the commercial aspects of the contracting process throughout the project execution phases. Values typically range from $10M to $150M per project.

As a procurement professional, shall 1) ensure Process integrity, 2) provide commercial experience and insight, 3) leverage Global Procurement spend and supply chain expertise, and 4) efficiently provide contracting and procurement expertise

The Production Project Procurement Advisor has overall responsibility for Project Materials Management which includes purchasing, expediting, logistics, spare parts management, warehousing and project material closeout activities that may occur during the engineering and fabrication phases of a project

The Production Project Procurement Advisor has the responsibility to execute contract administration processes and coordinate interfaces post-contract award for the project

1. Develop overall project contracting strategy when required
• Provide input regarding potential market impacts on strategy
• Gain alignment with project team regarding timing of contracting activities

2. Gain alignment with the project on specific issues regarding the contract plan for the contract package being worked.
• Develop summary of key contractual issues and review with project team the project's risk-related position. These include levels of indemnity, warranty provisions, etc.
• Similarly highlight for project team execution related issues / options such as schedule enforcement (e.g., liquidated damages/incentives, weather delay responsibility, etc.)
• Ensure project team is familiar with overall ITT package, contract structure, compensation strategy, etc., and establish responsibility matrix assigning personnel and timing for specific ITT components. Coordinate development of technical contract docs with Project Team and verify consistency / quality of overall ITT package

3. Participate in overall Contractor pre-qualification and selection process.
• Lead commercial prequalification process
• With input from project team and create a pre-qualification questionnaire to gather data on potential tenderers regarding financial condition, technical capabilities and engineering & fabrication capacities
• Coordinate release and collection of questionnaires to potential bidders
• Leverage standard Procurement templates to expedite development of project contract documents
• Document the review and assessment process that generates the final list of bidders
• Assist in obtaining required approval(s) from national oil company and co-venture partners where needed

4. Develop and obtain approval of the contract-specific procurement plan (as required per project size)
• Develop specific procurement plan for the contract package being worked based on the overall contracting strategy
• Conduct reviews consistent with DOAG to obtain approval(s)
• Assist in obtaining required approval from national oil company and co-venture partners

5. Work with the project team to assemble the ITT package
• Lead adherence to a contract-specific ITT development schedule and work plan
• Develop the ITT package consistent with the responsibility matrix established with project team
• Ensure applications of lessons learned
• Work with the project team to understand the scope of work to ensure consistency with the compensation model and other information that will be requested from the bidders

6. Coordinate communications with bidders during the tender period.
• Serve as the point contact for all questions and clarifications (technical & commercial) to and from bidders and bid evaluation team. Coordinate Company responses to commercial clarifications and Q&A's during tendering
• Maintain database of all correspondence to ensure all questions and clarifications have been properly documented, and issues covered are reflected in the final proposals

7. Analyze proposals and negotiate with bidder(s) to resolve all contractual terms and conditions and pricing issues during the bid evaluation period
• Perform analysis of commercial proposal and provide an evaluation of the pricing provided by the bidders
• Finalize negotiations of any contested contractual terms and conditions
• Ensure that the commercial impact of any contractual or technical / execution issues that are resolved / changed during the evaluation period are accurately reflected in the final price.
• Obtain final functional review of all contract documents (e.g., Law, Audit, Controllers, etc.)

8. Lead development of and coordinate approval of overall evaluation plan
• Lead commercial portion of evaluation plan development
• Lead commercial evaluation

9. Work with project team to develop and gain approval for the contract award recommendation
• Provide pricing and other commercial analysis to project team to participate in development of the contract award recommendation
• Participate in development of and lead implementation of incentive plans if applicable
• Develop potential alternate cases that are required to support the award recommendation

10. Complete the final contract and issue for execution
• Ensure all documents and exhibits to be prepared by other functions are complete and included in final contract package
• Conform all contract documents consistent with selected bidder's proposal, subsequent clarifications and final negotiations.
• Ensure contractual consistency between Principal Document and all other contract components (definitional consistency, precedence, etc.)

11. Gain alignment with the PMT on project contract administration needs, objectives and requirements
• Lead development of and implement Contract Administration Plan, (if required)

• Participate in internal kick-off meeting with Company personnel to ensure contract awareness. Review contract terms and conditions, the change order process, and claims avoidance.
• Assist with coordination of external kick-off meetings with Company and Contractor personnel to review the Coordination Procedure, contract deliverables, change order process, and business practices.

12. Ensure Contractor's contract administration and subcontracting procedures and processes meet contract requirements
• Review / comment on procurement procedures / processes deliverables to assure compliance with Company's requirements, and
• Review Contractor’s compliance with Company’s prevention of information brokering and compliance with business standards guidelines.
• Ensure proper flow-down of terms and conditions and assurance of risk distribution

13. Ensure communications between Company project team and Contractor are consistent with contract terms and conditions
• Coordinate contractual communications
• Coordinate any notices associated with the contract

14. Develop and execute administrative processes that advance the project’s procedures, goals and objectives
• Monitor the approval process and verify compliance with invoicing and payment process
• Coordinate the change control process, including: amendments , change orders and other contract changes
• Timely monitor compliance with liquidated damages contract terms
• Support the resolution of Contractor change notices and claims
• Coordinate the issue of any suspension, cancellation, and / or termination notices in line with contract terms
• Coordinate the preparation and issue of milestone completion notices, turnover notices and acceptance notice(s) in accordance with the contract and approval process / procedures
• Develop and administer performance incentive plan, if applicable

15. Communicate with project team on project contract administration and subcontracting activities, progress, and issues
• Maintain close liaison with appropriate project team members (e.g., Engineering, Subcontracting, Construction QA, HSE) during execution
• Act as project team liaison with Procurement
• Advise project team of contract administration and subcontracting issues, and steps being taken to mitigate consequences
• Participate in project team's weekly / monthly meeting with Contractor
• Capture and communicate contract administration and subcontracting lessons learned for the project

16. Manage the Contract Close-Out Activity
• Establish a close-out agreement with Contractor (settlement of any outstanding items),
• Verify and agree on final invoice, including release of retention, if any,
• List and agree on contract's surviving obligations,
• Resolve all contracting-related claims,
• Ensure orderly turnover of project (with regards to contracting) to the operating organization

Essential Skills / Qualifications:
• 1-5 years of Procurement or other commercial experience
• Intermediate to expert contracting skills
• Experience in construction, maintenance, drilling, or Production services contracting
• Detailed knowledge and application of the client's requirements
• Strong analytical, negotiation and communication skills
• BA/BS preferred
• Upstream experience would be very beneficial but not required
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