Position : Procurement-Contract Management Officer
Reports to : Manager Procurement and Disposal Officer
Supervises : NA
Department : Supply Chain
Duty Station : Duty Area

Job Purpose
To oversee and manage procurement contracts, ensuring effective implementation, compliance with contractual terms and alignment with organizational objectives. The role focuses on mitigating risks, optimizing contract performance and fostering strong supplier relationships to enhance service delivery and operational efficiency.

Impact

The Senior Procurement – Contract Management Officer ensures the organization derives maximum value from its procurement contracts by minimizing risks, enhancing vendor performance and maintaining compliance with regulatory requirements. This position significantly contributes to cost efficiency, operational continuity and the overall effectiveness of the supply chain function.

Key Result Areas
1.Ensure all procurement contracts are implemented in line with agreed terms, conditions, and timelines
2.Monitor supplier performance against key performance indicators (KPIs) and service level agreements (SLAs)
3.Maintain an organized contract repository for easy reference and compliance tracking
4.Ensure all contracts comply with procurement laws, organizational policies, and regulatory standards
5.Address non-compliance issues promptly by liaising with relevant stakeholders
6.Regularly review contracts for alignment with evolving legal and regulatory frameworks
7.Identify and assess risks associated with procurement contracts, including financial, legal and performance risks
8.Develop and implement risk management strategies to address potential contract-related issues
9.Foster strong relationships with suppliers to ensure smooth contract execution
10.Conduct periodic reviews and audits of contracts to identify areas for improvement or renegotiation
11.Collaborate with internal teams to resolve disputes and ensure seamless communication with suppliers
12.Prepare regular reports on contract performance, risks, and compliance for management review
13.Maintain accurate and comprehensive records of all contract-related activities
14.Provide technical support and advice to internal stakeholders on contract management processes
15.Contribute to the development and improvement of contract management procedures and tools.

Expected Output
1.
Timely execution of contracts with adherence to all stipulated terms and conditions
2.
Regularly updated reports showing compliance with procurement laws and internal policies
3.
Documented strategies and actions taken to mitigate identified risks
4.
Evidence of improved supplier performance and cost savings through contract reviews and renegotiations
5.
Enhanced understanding and adoption of contract management best practices among internal stakeholders
6.
Well-organized and easily accessible documentation of all contract management activities.

Person Specifications
Academic Qualifications
• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, Law, or a related field
• Professional certifications such as CIPS (Chartered Institute of Procurement & Supply), CPSM (Certified Professional in Supply Management) or equivalent are highly desirable
•Additional training in contract management or legal aspects of procurement is an advantage.

Experience
•Minimum of 5 years of experience in procurement, contract management or a related field, preferably in the energy or utility sector.
•Demonstrated ability to manage multiple contracts and ensure supplier compliance with terms.
•Proven experience in contract risk analysis and performance monitoring.

Competencies
•Comprehensive understanding of contract law, procurement regulations, and best practices
•Proficiency in contract management software and tools
•Ability to review and analyze contract terms to ensure accuracy and compliance
•Capacity to identify potential risks and develop practical solutions for contract issues
•Strong ability to engage effectively with suppliers and internal stakeholders
•Skilled in negotiating terms and resolving disputes
•Ability to manage multiple contracts and meet deadlines without compromising quality
•Commitment to maintaining transparency and ethical standards in contract management.