Subcontract Administrator

The Contract Administrator will be responsible for managing and administering Supply Chain Management activities effectively from award through closeout, ensuring compliance with contractual terms, company policies, and regulatory requirements while safeguarding commercial interests and minimizing risk. 

• Contribute to the development of procurement strategies for all services via CPWP
• Identify providers services providers utilizing Trinidad & Tobago industry Energy Exchange database for Local Sourcing, Massy Wood and Atlantic Approved Vendor Listing
• Use empirical data to review performance feedback in respect of services providers
• Issue formal request for Information and Supplier Prequalification Questionnaires
• Co-ordinate responses and discipline review from QA/QC, HSSE and technical
• Evaluate proposed financial data, follow up Credit Agency rating with (Dun & Bradstreet) or similar, financial metrics and weighting
• Prepare Tender Board information and Strategy, inclusive of Tender Board Minutes of Meeting,
• Determine sealed bid or open tenders under Massy Wood Tender thresholds; Follow Sealed Bid protocols, prepare and maintain Bid Opening Report index and store in the subcontract enquiry file
• Issue Invitations to Tender Documents to approved Bidder(s) with all necessary Tender instructions, bid close date, pro forma documents, Terms and Conditions of Contract, Technical, Health, Safety, Environment & Quality Assurance (HSE & QA) and Local Content requirements; Formally respond by Tender clarification requests in respect of Tender documents
• Manage bid receipt under Massy WG bid receipt procedures; Manage Technical un-priced and technical priced distribution and security protocols;  in conjunction with the Responsible Engineer co-ordinate completion of the Technical, HSSE, and QA/QC evaluation forms, and return;  Administer bid clarification requests, manage Bid clarification meetings and attendees, issue minutes of meeting and maintain fully indexed files and key correspondence
• Complete 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 Recommendations to Award including Commercial Bid Tab, Technical Bid tab, summary of all Tender Bulletins, Technical recommendation and commercial recommendation in line with compliance checklist
• Complete Company’s Tender Board application for approval of Contract.   Administer invitations to Client Representatives
• Prepare Standard Contract Form for review by Team Lead and Company’s legal as required
• Issue Subcontracts in Massy WG Operating System for Approval in line with Company’s Delegation of Authority (DOA)
• Prepare and administer Kick-off meeting agenda, invite attendees as a minimum: Procurement HSE, QA, Engineering, Client representatives, issue Minutes of Meeting
• Determine frequency of Performance Feedback reporting.  Single contract/PO, monthly, quarterly, annually dependent on the frequency and complexity of the scope of supply/service
• Develop claims in respect of Ascertained Damages for review and acceptance by the Subcontract Team Lead and Supply Chain Manager, prepare Tender Board Application in respect of any claim for Liquidated Damages
• Implement improvement plans where there is a significant gap between expectations and Subcontractor actual performance
• Performs all other related job functions as required

• Bachelor’s degree (BA/BSc) from a recognized university

Competencies & Experience

• Minimum of six (6) years’ experience in a related role in the Oil & Gas industry
• Ability to synthesize complex or diverse information
• Ability to work effectively, prioritize and develop realistic action plans in a fast-paced work environment
• Ability to work as part of a team
• Seeks ways to improve and promote quality and demonstrates accuracy and thoroughness.
• Maintains the highest level of confidentiality and trustworthiness
• Actively promotes and personally observes safety and security procedures and uses equipment and materials properly
• Proficient in Computer Applications including word processing and spreadsheet applications (MS Word & Excel)
• Ability to work collaboratively with all levels of company staff
• Ability to work as part of a team
• Seeks ways to improve and promote quality and demonstrates accuracy and thoroughness
• Maintains the highest level of confidentiality and trustworthiness
• Actively promotes and personally observes safety and security procedures and uses equipment and materials properly
• Valid Certificate of Character (must not be older than 6 months)
• Preference will be given to national citizens or permanent residents of Trinidad & Tobago

This role does not provide sponsorship.