Senior Specialist, Contracts Full Time NEW

JOB PURPOSE :

Review ADNOC Group Companies and ADNOC HQ End Users planned Acquisition Requests related to mainly

general services and manpower services concerning all disciplines for the forthcoming year, initiate obtaining

expression of interest / prequalification from companies for future tenders, develop End User Contract Requests

into Requests for Tenders (RFT), obtains management approval of Bidder List, act as a focal point between End

User and Bidders during the Tender Process, controls the Tender Process from bid issue, handling bid

clarifications, through to the bid submittal and technical & unpriced commercial evaluation phase, perform

commercial evaluation, including determining negotiation strategy as applicable, prepares award

recommendation for management approval, prepares contract award and related contract document for

signature, assists End User with kick-off meeting with appointed Contractor.

Provide support and advice to End Users on evaluation Criteria or evaluation methodology, plus various

contractual and commercial arrangements, together with evaluating claims / requests for contract variations and

maintains follow-up until close-out of the contract file.

KEY ACCOUNTABILITIES:

Job Specific:

Tender Process and Contract Award

• Attend and provide input to a joint meeting between Contracts Department personnel and ADNOC

Group End Users, to review End User’s draft planned Procurement requirements, guiding End User as

to future aspects to consider and address when submitting Acquisition Requests.

• Formally submit a checklist of general and specific items that End User needs to address when

submitting individual Acquisition Requests for Service or Work requirements, plus reconfirming whether

an expression of interest or a prequalification exercise is to be initiated, so as to establish market

interest in the future Tender.

• If applicable, prepare a memorandum for review, informing Category Management Team of potential

Group Procurement / Category Management items identified within the draft planned Procurement

requirements received from End Users.

• Formally in writing, obtains a list of potential Bidders from ADNOC Supplier Management, together with

checking that End User proposed Bidders are also registered with ADNOC Supplier Management and in

a suitable work activity aligned with the scope of the future Bid.

• Prepare a write-up to the Contracts Manager (CM), desARibing and justifying that the work activity of the

proposed Long List of potential Companies for an EOI / Prequalification Exercise is aligned to the scope

of the future Bid.

• Prepare a standard correspondence template invitation letter (prepared within the SAP Ariba system)

for an Expression of Interest (EOI) or Prequalification Exercise, with the invitation letter reviewed by

CSH and issued by the Contracts Manager (CM).

• Review (as applicable) any EOI / Prequalification queries received from invited companies and as

necessary, co-ordinate with End User to obtain a written answer to queries raised. Depending on

answer(s) received, determine whether answer is to be provided only to the company raising queries, or

to all companies invited as an update to earlier scope information.

• Receive, review and compile EOI / Prequalification response from invited companies, prepare a

standard correspondence memorandum for forwarding received information and documents to End

User for review or evaluation.

• Review End User response to EOI / Prequalification exercise, due diligence check that response aligns

with information / documents received, with no anomalies – arithmetically check any prequalification

evaluation scoring.

• Receive End User Acquisition Request (AR) through SAP Ariba (as allocated by CSH), reviews content

of AR against previously established checklist of items informed to End User as to information /

documents to be submitted with AR and determine whether:- 1) the AR is accepted as being complete

for Tender purposes, or 2) AR is to be rejected due to being incomplete (formally confirm to CSH / CM to

reject in SAP).

• If AR is rejected as incomplete, prepares write-up listing AR missing information and documents to be

submitted by End User; CSH to review and issue when rejecting submitted AR.

• Receive End User updated Acquisition Request (AR) through SAP (as allocated by CSH) and as earlier,

review content of updated AR against previously established checklist of items informed to End User, so

as to confirm to CSH / CM that AR can be accepted as complete for Tender purposes.

• Prepare Contract Development Plan for the Tender and Award of Services / Works upon receipt of

complete & acceptable AR, in co-ordination with CSH and in agreement with End User.

• Prepare Recommendation for Bidders List and Tender Strategy for approval by Management / Tender

Board as per the Delegation of Authority.

• Determine in co-ordination with CSH the applicable Request for Tender (RFT) document to be selected

from the General Procurement Initiative (GPI) suite of standard template RFTs and thereafter, using a

Contracts Department checklist commence preparing and compiling the RFT from the AR documents

for subsequent review by CSH and amendment as necessary.

• Upon receipt of approval of the Bidders List and Tender Strategy, prepares standard correspondence

Bid invitation within SAP Ariba system, for review / endorsement by CSH, followed by review and issue

by CM, with Bid document attached. Ensures Bidders formally confirm receipt of Bid document.

• Review and endorse standard memorandum (to be review and issued by CSH) for forwarding RFT

document to End User for review and reference during the Bid Period.

• Following issue of the RFT and prior to the Bid submittal date, to co-ordinate, handle, arrange, prepare

and formally in writing record for transparency and audit purposes the following activities:

• If applicable, receive Bidders’ request for a Letter of Assistance, review and endorse standard

memorandum to Group Services & Special Tasks Function (Group S&A) requesting Letters, receive

Letters from GROUP S&A and review and endorse standard letter informing Bidders to collect and

process security passes for the forthcoming site visit.

• Follow Contracts Department checklist to co-ordinate and arrange with End User a Bid Clarification

Meeting and Site Visit, together with inform Bidders of the arrangements and procedures to follow.

Attends Bid Clarification Meeting and Site Visit.

• Receive Bidder queries through the SAP Ariba System, segregate as to who provides an answer (i.e.

End User, Procurement, Legal, Finance, etc.) and obtain formal written answers to queries raised.

Depending on answer(s) received, determine whether answer is to be provided only to company raising

the query, or more likely, to be issued to all Bidders as a Bid Bulletin through SAP Ariba so as to update

the RFT as required, including obtaining Bidder confirmation of receipt.

• Receive and open Technical and Unpriced Commercial Bids in SAP Ariba.
• Prepare standard correspondence informing End User the Technical Bids are available for evaluation

and listing the Technical Bid response, plus detailing aspects the End User Technical Team are to

address during the evaluation.

• Perform Unpriced Commercial Evaluation using Contracts Department Checklist to review each Bid,

with the completed Checklist forwarded to CSH for review / comment / concurrence as to issues to be

addressed and closed with Bidders, or items to be addressed internally to Legal or Finance, for

guidance regarding Bidder exceptions or deviations to the RFT.

• Co-ordinate, handle, arrange, prepare and formally in writing record during the End User Technical

Team Evaluation of Bids and prior to the Commercial Bid Evaluation, for transparency and audit

purposes the following activities:

• Receive, co-ordinate and consolidate End User requested Bid clarifications / queries, prepare individual

Bid Clarification standard correspondence to each Bidder, including receiving and processing Bidders’

response to End User, or other Business Departments.

• If applicable, receive and co-ordinate End User request for a Bid Clarification Meeting or visit to Bidder’s

Facility, including formally documenting Meeting / Site Visit arrangements, together with receiving and

forwarding to End User any additional Bidder information submitted. All associated correspondence to

Bidders or End User.

• Receive Technical Evaluation Report issued by End User Function Manager, review Report and carryout

“Due diligence checks” as per Contracts Department Checklist, if corrections, shortfalls or anomalies

are found, prepares standard correspondence memorandum to End User highlighting said matters, in

order for End User to correct / revise the Technical Evaluation Report.

• Receive and open Commercial Bids in SAP Ariba.
• Performs Commercial Evaluation, plus incorporating In-Country Value (ICV) component using Contract

Department Checklist guidelines and prepares Commercial Summary Sheet, together with determining

the potential negotiation strategy and proposed sequence of negotiation meetings with Bidders, for

CSH/CM review and concurrence / comment as to proposed negotiation meetings.

• Arrange Commercial Bid Meetings with Bidders, review standard correspondence letters formally

confirming meeting time, date, location, procedures, etc.

• Attend and provide support to Contracts Department personnel during the Commercial Bid Meeting with

individual Bidders and upon Bidder’s reply to the negotiations, review and update the Commercial

Evaluation Summary Sheet for further review by CSH and CM.

• Prepare Recommendation for Award of Services / Works for approval by Management / Tender Board

as per the Delegation of Authority.

• Prepare Letter of Award (LOA) as per standard correspondence template registers Contract in SAP to

obtain Contract Number, upon receipt of Award approval, forward LOAs for ADNOC delegated

signature and then arranges for Contractor’s collection and confirmation of receipt.

• Upon return of 1No. fully signed Letter of Award (LOA) from Contractor, review and check that LOA is

correctly executed, review and endorse standard correspondence memorandum distributing LOA to

End User; CSH to review and issue memorandum.

• Prepare Contract Document (in co-ordination with End User as necessary) through consolidating

Tender Bulletins, Bidder’s Technical Bid submittal and Bidder’s replies to Tender Clarifications into the original RFT document, using Contracts Department Checklist guidelines, for review and checking by

CSH.

• Review / endorse standard correspondence forwarding Final Contract Document to End User Function

Manager for review / concurrence.

• Upon receipt of End User Department Manager’s concurrence (or comments) to the Contract

Document, review comments and update Contract if comments are technically correct and / or

contractually acceptable. Arrange for 2No. original Contracts to be printed, then page checks and initials

each page of both Contracts. Reviews / endorses standard correspondence letter issuing Contracts to

Contractor for signature; CSH to review and issue letter if award has previously been confirmed by a

Letter of Award, otherwise letter issuing Contracts will need to be signed by ADNOC’s delegated

signatory.

• Upon Contractor’s return of 2No. signed original Contract Documents, review documents against

Contracts Department checklist to ensure Contracts have been correctly executed by Contractor.

Arranges for internal circulation for ADNOC signature as per Delegation of Authority and thereafter:

• Review / endorse standard letter issuing 1No. fully signed Contract to Contractor; CSH to review and

issue letter. Obtain contractor confirmation of receipt of Contract.

• Review / endorse standard regret letter informing unsuccessful Bidders of the close of the Bid process.
• Prepare and follow Contracts Department Checklist of items to be raised / addressed with End User’s

Contracts Administrator prior to the Kick-off meeting with the appointed Contractor, together with those

items to be raised / addressed to the appointed Contractor by the Contracts Administrator during the

Kick-off Meeting. CSH & CM to be kept informed of Contracts Administrator’s arranged Kick-off meeting,

should there be a need to attend.

• Receives End User Acquisition Request (as allocated by CSH) for commercial evaluation of an ADNOC

generated Variation or a Contractor submitted Claim; obtain End User’s concurrence to Variation

technical elements and that an approved budget is available. Obtain Management approval and

formalize Variation with Contractor.

• Track progress of Contract duration, in order to initiate reminder to End User’s Contracts Administrator,

regarding the time period and requirements for implementing optional years, requesting extensions of

Contract, confirming the completion certificates are to be issued as per the Contract Completion date,

with no Liquidated Damages applicable.

General Day-to-Day Work Tasks

• Update the status of Tenders / Contracts on weekly basis in SAP systems to generate and provide

reports as required and provide input for Key Performance Indicators (KPI).

• Assist as required and provide input to End User regarding potential prequalification or technical

evaluation Criteria, in order to achieve a balanced and meaningful evaluation of companies / bidders.

• Follow up with concerned End Users on the performance evaluation of Contractors and complete closeout

of Contract files, together with ensuring the Supplier Management are fully informed of the

performance evaluation.

• Ensure all workflow correspondence and associated documentation, starting from the request to End

User for a draft Procurement Plan and onwards through until the issue of the Completion Certificate(s)

and Contract close-out are correctly and fully filed within the SAP systems, in order to provide a central

library of Tender and Contract correspondence, so as to provide continuity, transparency and ease of

Audit, should there be a request to Audit the Tender / Contract at any time.

• Provide input and update to the annual Employee Performance Assessment System, including

necessary review with CSH or CM.

• Review, provide input / recommend enhancements and changes to the Procurement Policies and

Procedures of the ADNOC Group Procurement Function, as and when directed by the Management.

• Liaise with Supplier Management in respect of surveys for qualifying new contractors / service

providers, including participation in shop surveys as and when required.

• Prepare and update standard correspondence, checklists, tender documents and standard forms as

necessary to keep them relevant and valid, including co-ordination with Legal, Audit & Assurance

Departments and Finance Directorate, as necessary.

• Supervise the Contracts Engineers in developing contracts, consultancy, change orders and claims.
• Receive and verify claims and requests for variations, applies judgement and advise, propose

negotiation strategies, meetings and attends such meetings to settle claims.

• Prepare recommendations for management approval and finalize the issue as appropriate.
• Perform other similar or related duties, as assigned, including preparing necessary documents / reports

and analyses information as directed from time to time.

Supervision

• Plan, supervise and coordinate all activities in the assigned area to meet functional objectives.
• Train and develop the assigned staff on relevant skills to enable them to become proficient on the job

and deliver the respective business objectives.

Budgets

• Provide input for preparation of the Function / Division / Department / Section budgets, assist in the

implementation of the approved Budget, and work plans to deliver business objectives.

• Investigate and highlight any significant variances to support effective performance and cost control.

Policies, Systems, Processes & Procedures

• Implement approved Function/ Division/ Department/ Section policies, processes, systems, standards

and procedures in order to support execution of the work programs in line with Company and

International standards.

Performance Management

• Contribute to the achievement of the approved Performance Objectives for the Function/ Division /

Department/ Section in line with the Company Performance framework.

Innovation and Continuous Improvement

• Design and implement new tools and techniques to improve the quality and efficiency of operational

processes.

• Identify improvements in internal processes against best practices in pursuit of greater efficiency in line

with best industry standards in order to define intelligent solutions for issues confronting the function.

Health, Safety, Environment (HSE) and Sustainability

• Comply with relevant HSE policies, procedures, controls, applicable legislation, and sustainability

guidelines in line with international standards, best practices and ADNOC Code of Practices.

Reports

• Provide inputs to prepare MIS and progress reports for Company Management.

Generic:

Supervision

• Plan, supervise and coordinate all activities in the assigned area to meet functional objectives.
• Train and develop the assigned staff on relevant skills to enable them to become proficient on the job

and deliver the respective business objectives.

Budgets

• Provide input for preparation of the Function / Division / Department / Section budgets, assist in the

implementation of the approved Budget, and work plans to deliver business objectives.

• Investigate and highlight any significant variances to support effective performance and cost control.

Policies, Systems, Processes & Procedures

• Implement approved Function/ Division/ Department/ Section policies, processes, systems, standards

and procedures in order to support execution of the work programs in line with Company and

International standards.

Performance Management

• Contribute to the achievement of the approved Performance Objectives for the Function/ Division /

Department/ Section in line with the Company Performance framework.

Innovation and Continuous Improvement

• Design and implement new tools and techniques to improve the quality and efficiency of operational

processes.

• Identify improvements in internal processes against best practices in pursuit of greater efficiency in line

with best industry standards in order to define intelligent solutions for issues confronting the function.

Health, Safety, Environment (HSE) and Sustainability

• Comply with relevant HSE policies, procedures, controls, applicable legislation, and sustainability

guidelines in line with international standards, best practices and ADNOC Code of Practices.

Reports

• Provide inputs to prepare MIS and progress reports for Company Management.

COMMUNICATION & WORKING RELATIONSHIP:

Internal:

• Regular contacts up to Section Head /Department Manager/ Function VP levels with respective ADNOC

Directorates, who are initiating or administering contracts, so as to obtain clarifications and bid technical

evaluations, give advice, etc. Occasional contacts with personnel of Finance Directorate, Audit &

Assurance Department and Legal Department on matters related to commercial and contractual terms

and conditions, claims, etc

External:

• Frequent contacts with Contractors, Consultants, and Service Providers at senior management / top

management level on matters of technical, commercial or contractual importance and regular contact

with other ADNOC Group Companies equivalent personnel for discussion on corporate areas of cooperation

or exchange of information / views.

QUALIFICATIONS, EXPERIENCE, KNOWLEDGE & SKILLS:

Minimum Qualification

• Bachelor’s Degree in Engineering discipline (preferably Civil, Mechanical or Electrical Engineering or

Quantity Surveying) or Business Administration, or other equivalent professional qualifications

Minimum Experience & Knowledge & Skills

• 10 years of professional experience in contract development, preferably in an oil / gas or petrochemical

environment.

• Sound knowledge of commercial practices, legal aspects and negotiation skills.
• Computer literate and able to use or quickly adapt to specialized software utilized by ADNOC.
• Fluent in English. Fluency in Arabic is an advantage.
• Knowledge of contract law and commercial practice.
• Drafting terms and conditions of contract.
• Knowledge of key areas, such as indemnities, insurances, guarantees, warranties, liquidated damages,

etc.

• Excellent communication skills, both verbally and written.
• Ability to lead issues and proactively obtain resolution to problems.
• Ability to work on own initiative, without close supervision.
• Good negotiation skills.
• Able to handle multiple contract interactions (multi-tasking), manage a high workload, work in a

demanding environment and demonstrate commitment.

• End User focused, responsive with positive outlook.
• Decisive and confident.
• Experience of working in a commercial / projects / business role and interfacing and liaising directly with

Contractors, Consultants, etc.

• Extensive experience and expertise in tender development, preparation and evaluation.
• Thorough knowledge and understanding of Oil and Gas Industry’s Operations.
• Demonstrated experience in Contract Management.
• Good organizational and project management skills.
• High level problem solving skills to resolve complex and sensitive issues.
• Proficiency in the use of a range of office software.
• Interfacing with the Legal, Finance and Insurance Team.
• Safety Awareness
• Take responsibility for supporting and developing the Health and Safety programme for the Department.
• Set an example for all employees and demonstrating commitment to the Company’s Health and Safety

Policies and Safety Promotions.

• Inform and train employees in the Department so they can participate in the development and

maintenance of safe and healthy working conditions and systems, plus at all times to encourage

workers to work safely and without risk to health.

• Identify, control and report hazards or incidents.

Professional Certifications

• Professional qualifications, such as CIPS, etc.
• Additional qualification in Business Administration / Legal will be preferred).