JOB DESCRIPTION

Job Role: Contracts Engineer

Job Role ID:

SECTION I: BASIC INFORMATION ABOUT THE JOB ROLE

Job Role Variant: Contracts Engineer

Manager Job Position: Contracts Manager

Job Position ID:

Value Stream: Money, Materials & Compliance

Job Family: Procurement & Contracts

Sub-Job Family: Procurement & Contracts

Grade/Level:

Location:

SECTION II: PURPOSE OF THE ROLE

To be responsible to Check approved contractors list & Standard Contracting Documents, Monitor pending PRs until liquidation, Contractor identification for critical/ special job.

Checking of Bid Documents & floating inquiry to identified contractors, Evaluation of techno-commercial bid based on QCS & internal estimates, Negotiations with the contractors and WO finalization, WO approval recommendation, Commercial Concurrence, Execution of Pre award/ Kick off Meeting, Resource mobilization & Progress report by Contractor, Conflict resolution for standard issues, Smooth execution of contract

Closure of Contract, Performance measurements of contractors

Contractor Sourcing/ In house development & registration & Audit & Queries for-

• IT & BMS Procurement & Contracting Engineer– 5 to 12 years of experience
• Event Procurement & Contracting Engineer– 5 to 12 years of experience
• Hospitality Procurement & Contracting Engineer– 5 to 10 years of experience
• High end interior Procurement & Contracting Engineer– 5 to 10 years of experience
• Civil Procurement & Contracting Engineer– 5 to 10 years of experience
• MEP (HVAC, Electrical, Fire Fighting, Plumbing) Procurement & Contracting Engineer– 5 to 12 years of experience
• Horticulture Procurement & Contracting Engineer– 5 to 10 years of experience

SECTION III: KEY RESPONSIBILITIES AND ACCOUNTABILITIES OF THE ROLE

Responsibilities

Pre-Award Management

• Assist Category / Contract Manager in sourcing of critical contracts by selection and evaluation of vendors; find target vendors based on brief of package, planning for assigned items as per the target timelines, and preparation of contracting plan in compliance with agreed terms and conditions
• Support the thorough pre-qualification of vendors by specifying sourcing events, conducting technical validation with help from internal stakeholders
• Develop Internal Cost Estimates as per defined procedures and processes
• Float RFQ via the digital RFX systems and arrange RFQ clarification meetings as required
• Study offers from vendors, and prepare a comparative statement to aid in selection of vendors, optimization of price and other commercial terms
• Participate in commercial negotiation meetings, negotiate and finalize price as per scope given
• Highlight any major commercial or contractual risks or issues to the relevant authority and work on developing optimum solution as per Contract procedures and standards
• Focus on usage of technological tools like e-auction and reverse auction to improve efficiency and transparency
• Ensure generation of Purchase Order (PO) as per established procedures & processes
• Use the SAP system optimally to drive efficiency and cost optimization

Post-Award Management

• Set up Kick-Off Meeting (KOM) with internal stakeholders and vendors
• Ensure timely expedition for mobilisation of resources as per contract requirements and attend periodic progress review meetings
• Participate in vendor sites visits to ensure compliance with agreed contractual terms & conditions
• Gather feedback from contractor, expediting team, and supplier to identify areas of improvements and implement resolutions as per plan
• Implement change management processes effectively as per set guidelines, procedures and standards and seek approval for extension of time, and variation in quantity
• Coordinate with internal stakeholders i.e., project engineers, plant engineers FC&A for resolution of issues as performance security payments, GST queries etc.
• Review received claims and submit to Engineer In Charge (EIC), arrange various meetings, coordination for documentation as required to ensure timely settlement of claims
• Identify possible areas of dispute amongst the vendors, contractor(s) take the necessary proactive measures as per the established procedures and guidelines

Supplier Relationship

• Engage with vendors on a regular basis to share organizational requirements and work on the identified constraints
• Gather feedback from Engineer In-Charge (EIC) and supplier, analyse the feedback and share consolidated reports to Project Category Manager and respective Contracts Lead to ensure system of continuous improvement
• Ensure vendor performance as per end-user needs, identify areas of improvements, and share recommendations with Contract Manager as per overall goals and objectives

Policies, Processes and Procedures

• Support the Contract Manager in creating the Procurement Strategy & supporting in execution of overall contracts plan
• Conduct day-to-day contract activities and follow all relevant policies, processes, standard operating procedures and instructions so that contract work is carried out in a consistent and controlled manner
• Keep self abreast with leading practices, market trends, market suppliers and contribute to the identification of continuous improvement of procurement systems, processes and procedures

SECTION IV: SUCCESS METRICS

• Ordering of contracts within timeline & approved budget
• Change Management within stipulated timelines
• Claims Management
• Major Ordering through ARC (Annual Rate Contracts) - Applicable for O&M Team only

SECTION V: OPERATING NETWORK

Internal: P&C, Construction Managers, Project Management Team, FC&A, HR & IR, Engineering Teams, Legal

External: Vendors, Consultants

SECTION VI: KNOWLEDGE AND COMPETENCIES

Education Qualifications:

• BE / B.Tech / Diploma (Civil / Electrical / Mechanical)

Experience:

• 5 - 10 years of experience in construction, operations, maintenance, exploration sites or similar field

Functional / Behavioural competencies required to execute the role

Functional Competencies

• Techno-commercial acumen
• Knowledge of Cost Estimation
• Market Intelligence
• Knowledge of working on platforms as SAP or equivalent
• Legal understanding of contractual terms

Behavioral Competencies

NA

SECTION VII: CAREER MOVEMENTS

Feeder Roles: Contracts Engineer

Possible Next Role Movement: Contracts Manager