Subcontracts Assistant

The successful incumbent would be responsible for assisting the Subcontracts Coordinator and the Subcontracts Analyst with administrative and technical support necessary for performing the analytical assessments of subcontract assignments in support of local or centralised procurement activity

Scope of position:

The successful incumbent would be responsible for assisting the Subcontracts Coordinator and the Subcontracts Analyst with administrative and technical support necessary for performing the analytical assessments of subcontract assignments in support of local or centralised procurement activity or in the audit/review of that activity.

 Key Duties: 

• Follow up and close-out of subcontractor purchase/service order acknowledgement.
• Efficiently maintains all subcontract records Administers low value, low complexity contracts under Request for Quotation Protocols;
• Carries out progress analysis with subcontractors; Use empirical data to review performance feedback in respect of current approved suppliers of products and services providers;
• Interfaces with NMWG departments in the control of sub-contractor records and contracts;
• Research empirical data to analyse contractor responsiveness and performance;
• Assists with information gathering and the preparation of presentations, memoranda, minutes and reports, and drafts contract provisions and supporting documents;
• Plans and carries out recurring work using established procedures, conferring with the Subcontracts Analyst II, Subcontracts Coordinator or higher-level specialists as necessary on technical problems;
• Gathers and collates all data in respect of contractor performance;
• Administers Invoice receipts and manages invoice returns in the event of errors and omissions by the Subcontractor.
• Ensures accuracy of data received and distributed;
• Reviews issues of accuracy and highlights inherent problems with the system or processes and proposes change to eradicate any problems;
• 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;
• Prepare all key documentation for Subcontract close-out.   Reconcile invoice queries, VOWD, AP Reports, Contract Completion Certificates, and the like;
• Perform all other related job functions as required.
• Maintaining accurate records in a high pressure environment.
• Ensuring NMWG obligations to subcontractors are met.
• Keeping apprised of current business practices and market conditions in order to make appropriate subcontractor selection recommendations
• Effectively presenting information and responding to questions from groups of managers, clients, and customers. 

Minimum Requirements: 

• Bachelor’s degree from a recognised institution in the field of Engineering or a related discipline.
• A minimum of two (2) years experience in a similar position
• Proficient in Computer Applications including word processing and spreadsheet applications (MS Word & Excel).