Subcontracts Analyst

Responsible for assisting the Subcontracts Coordinator with administrative and technical support necessary for performing the analytical assessments of subcontract assignments in support of local or centralized procurement activity or in the audit/review of that activity.

 Key Duties:

• Efficiently maintains all subcontract records Administers low value, low complexity contracts under Request for Quotation Protocols;
• Contribute to the development of bid plan strategies for materials, products, services and the like, which may be utilized by NMWG projects; current or forecast;
• Carry out progress analysis with subcontractors; Use empirical data to review performance feedback in respect of current approved suppliers of products and services providers;
• Research empirical data to analyze contractor responsiveness and performance;
• Reviews issues of accuracy and highlights inherent problems with the system or processes and
• Issue Expression of Interest (EOI) to prospective Bidders.
• Provide planning and estimate information to Project Controls from market responses to Expressions of Interest EOI);
• Prepare Bidders List, Schedule of Key Dates, Scope of Supply/Services, Bid evaluation and award criteria in conjunction with Responsible Engineer;
• Use standard Commercial Bid Tab to record bid outcomes;
• Prepare Tender Board information and Strategy Approval Request Forms;
• Create Tender Board Minutes of Meeting, incorporate comments and issue for use;
• Prepare Single Source Justifications as required in conjunction with technical disciplines for Non-Competitive tendering;
• Formally respond by Bid clarification requests in respect of Tender documents;
• Administer Bids receipt under NMWG bid receipt procedures;
• Administer Technical un-priced and technical priced distribution and security protocols;
• Administer Bid clarification requests, manage Bid clarification meetings as required and maintain fully indexed files and key correspondence;
• Prepare Commercial Bid Tab and maintain in subcontract enquiry file, evaluate bids based on price, commercial exceptions, guarantees, previous experience, sub-suppliers, and delivery terms;
• Prepare Commitment Approval Form or Maximo 6.1 approval routine including Commercial Bid Tab, Technical Bid tab;
• Prepare NMWG Tender Board application for approval of Contract.   Administer invitations to COMPANY Representatives;
• Draft Standard Contract Form for review by Team Lead and NMWG legal as required;
• Issue Subcontract in NMWG Operating System for Approval in line with NMWG Delegation of Authority (DOA);
• Attend Kick-off meetings, to confirm contract administration interfaces: Procurement HSE, QA, Engineering, COMPANY representatives, Subcontractors; develop clear understanding of Scope of Work and contract obligations;
• Monitor and administer Value of Work Done (VOWD), administer invoices and Variation Order Requests (VOR) claims;
• Provide VOWD and supporting reason for Variation Order Requests in preparation of Tender Board applications for Variation Order Requests;
• Contribute to Performance Feedback reporting.  Single contract/PO, monthly, quarterly, annually dependent on the frequency and complexity of the scope of supply/service;
• Contribute to development of claims in respect of Ascertained Damages for review and acceptance by the Subcontract Coordinator and Supply Chain Manager, contribute to Tender Board Application in respect of any claim for Liquidated Damages;
• Prepare all key documentation for Subcontract close-out.   Reconcile invoice queries, VOWD, AP Reports, Contract Completion Certificates.

Minimum Requirements:

• Undergraduate degree in a related field from a recognised university.
• A minimum of two (2) years experience in a similar or related position.
• Ability to synthesise complex or diverse information.
• Ability to work effectively, prioritise and develop realistic action plans in a fast-paced work environment.
• Proficient in Microsoft suite of applications.