Karachaganak Petroleum Operating b.v. Programme management department
Contracts Administrator
Development, preparation, verification and modifications of the entire supporting and technical documentation related to the existing/future contract agreements with contractor entities, forecasts and actual estimates of the work performed/planned, commitment and cost monitoring, preparation of technical evaluation plans/performance feedback reports, close-out reports, call off notices, verification of application for payments, acceptance acts, conduct internal meetings and with Contractors when required and regulated by relevant procedures etc.;
Co-operation with Production & Maintenance and other KPO Departments in order to ensure appropriate contractual support and timely mobilization of contractors personnel/equipment on site to performed planned Company activities.
Initiate requests for purchase/service contracts through a computerized system, support users and coordinate preparation of required documents (scope of works, internal estimates, technical questionnaires, works justification requests) to ensure timely placing of purchase/service contracts;
Coordinate with various sections and units the requirement for support services, develop scope of work and liaise with C&P on target achievement of contract awarding;
Assure full specialized vendors support on identified areas of need and associated contract requirements and ensure once identified this support is resourced to meet the requirements of the planned activities including shutdown and the optimization of this specialist support once mobilized;
Research and interpret contracts provisions including explaining contracts processes, penalties and compliance terms to Users;
Review of scope of services, schedule of rates and internal cost estimates for completeness, assist in preparation of Tender Bulletin & Tender Clarifications during the tendering period; Draft JPC, Tender Board submissions and other proposals to internal/external committees in relation existing/future contracts
Participate in bid openings and evaluation of proposals received including all requests for qualifications, site visits, preparation of technical evaluation reports and scoring tables;
Chair a kick-off meeting for new contracts awarded, participate in progress and other meetings with Contractors, prepare associated minutes of meetings and other reports;
Perform routine administration activities of contractual agreements in accordance with Company procedures and RoK legislation;
Upload all contract related documentation into Procon, maintain correct utilization of Procon & SAP database and other contracts related databases and reports;
Monitor contract commitment and actual spend and provide notifications to contract holders for any required remedial activities;
Check the estimate documentation received from contractors and issue reviews on its quality;
Participate in preparation of Integrated Contract Plans, monitor and report implementation of the annual contract plans within his/her area of responsibility;
Serve as liaison between Contracts & Procurement Controllership, User Departments and nominated Contractors to ensure effective communication;
Liaise with Procurement and Warehouse Departments to ensure materials and resources are available for production and maintenance activities including shutdown implementation;
Identify materials or resources across the field which can be optimized with the least effect on the Production Activities;
Prepare all required reports to management and user departments, timely update registers, action logs etc. related to pre and post award contract activities.
Responsible for Post-award administration of contracts of services and goods, materials and up to close-out stage, in strict accordance with Contracts Administration Procedure : ( Construction, Engineering, Permits Licenses & Approvals, VDQ, Commissioning, Materials supply )
Administer Contracts for the following range of services: Construction, Commissioning support, Engineering, Permits, Licences & Approvals, Vendor Support, Purchase Orders for materials
Responsible for monthly management reporting on contract term, expenditure and amendments
Preparation of Call-Off and Change Order documentation for the supply of services and materials in SAP program
Responsible for carry out business of all incoming & outgoing Company’s correspondence (Invitation to Tenders, Invitations for Quotation, official letters, Memorandum, e-mails with contractors and suppliers, internal correspondence with all the departments of KPO b.v. , focal point for communication with Contractors as well as Contract documents for mutual execution of Contractors and Company)
Administer resolution of Contractors disputes and claims
Responsible for preparation & issue of Site Instructions (Company instruction for additional work or some modifications) and distribution both within the Company and to Contractors
Preparation and monitoring of Planned Work Allocation for each Contract
Preparation and Issue of detailed Contract Status Reports
Preparation and Issue of Contracts Summary Reports
Administer Contractor and issue requests for quotation (RFQ) to Contractors contract additions / amendments and tracking of RFQs through to inclusion in formal Contract Amendments, checking of quotations in accordance with the terms of the contracts
Become intimately familiar with KPO & JOC Contracts & Procurement Policies and Procedures and
Support and participate in the tendering and award of services all in accordance with KPO & JOC Procedures
Assist the Contracting of Local Kazakh services including Russian / English liaison
Support Project Managers and Project team, Construction Manager, Engineering Manager, PL&A Manager, Contracts & Procurement Department, Cost Department, Planning Department, Finance Department, Legal Department, P&M in the day to day contracting and administration of services required by contacts procedures and polices
Compile and issue of Tender packages, Commercial Evaluations of Tenders and recommendations to award Call-Off Notices
Compilation, Maintenance and filing of data, contract files (Pre and Post Contract Award ) in the PROCON Data Management System, Maximo (PRs and & Purchase Orders issue and monitoring ), SAP verification and control of payment invoices in strict accordance with SAP programme (actual expenses), EDMS (Electronic Data Management System ), PSR (Procurement and Supply report )
Processing Purchase requisitions in SAP program
Validation and Certification of Contractors interim applications for payment and validating Contractors’ invoices
Review applications received from Contractors for Variations
Issue Variation Orders and Change Orders to Call Off Notices to Contractors and further approval / rejection in SAP program.
Preparation, agreement, issue calculation of Final Accounts and Close Out documentation
Ensure and control of Contract expenditure values are within the contract approved values (ACV)
Input into the Pre-award approval process (JPC)
Support and input into User Group sections of invitation to Tender (Schedule B & C)
WCS Maximo C&P system user for WCS Requisitions and Contract Award Recommendations
Responsible for Call Off Notices issue, distribution to contractors & project Managers and Engineers
Provide archiving or WCS contracts audit trail documentation and general administration and render support to Well Operations Contract Section (WCS).