Team Leader, Contracts @ ADNOC

JOB PURPOSE

Plan, lead, manage, supervise and control the provision of centralized tendering and contract development activities, to meet in a cost-effective and timely manner all ADNOC Distribution’s Major Projects (Service Stations, Major Industrial Jobs, Design Consultancy, Feed And EPC) And Maintenance, Operations, General Services, IT Services, And Also Major International Acquisitions Outside UAE by the development and implementation of optimal contracting policy, procedure and general contracting services, negotiations as well as post contracting management of variations , claims and close-out, in order to provide effective centralized contracts services to the procurement works and services for company activities.

KEY ACCOUNTABILITIES

Job Specific Accountabilities

Contracts Strategy and Planning

• Direct and ensure adherence to established policies and procedures and timeliness of services to the business units.
• Plan, direct and control the diversified all activities of contracting functions. Manage and supervise the overall performance of the department through maintaining the financial authority at the department lead level.
• Use strategic sourcing through category management wherever applicable and maximise Company’s working capital by cost optimization
• Lead and recommend and/or review recommendations for the development, modification and updating of existing contracting and service agreement policies, procedures and systems with a view to enhance their effectiveness in the light of changing requirements and in cooperation with related department within and outside ADNOC Distribution.
• Review Annual Acquisition Plan. Based on annual contract accusation plan develop optimal contracting strategies to meet contracting obligations in line with ADNOC Distribution’s objectives and strategies. Monitor performance and progress against set targets and direct remedial action where needed.
• Notify ADNOC Commercial & ICV Directorate through proper channel for any unauthorized violation in

Procurement Policy Procedure or in DOA.

Bidding and Tender Management

• Develop Tendering strategies, tendering procedures, and prequalification criteria of bidders for specific project and finalisation of bidder list.
• Coordinate with all Divisions /Departments Managers, in line with ADNOC Distribution contracting policy, to provide them necessary contractual support, services and information as needed in the areas of standardization of tenders/ agreements, documents and procedures, etc.
• Review the call for tender ensuring that proper tender document is compiled and completed from technical, contractual, commercial, financial and legal points of view as well as all relevant tender evaluation criteria are approved and included in the invitation to tender.
• Act as a lead interface between the company and contractors on all contractual matters. Preside at bid opening as per Delegation of Authority.
• Monitor the technical and commercial evaluations of bids and endorse for management approval, ensure that the proposed winner among the short-listed bidders based on the offer being technically and commercially responsive at the most acceptable level to achieve total best value of each investment.
• Endorse negotiation proposals, strategy and targets, presides at negotiation meetings with bidders, as per delegation of authority, and direct the process of commercial, financial and contractual negotiation of bids. Lead and advise ADNOC Distribution’s negotiation team on critical / similar contracts carried out by Contracts Department.
• Improve ICV score as much as possible

Contracts Technical Operations Management

• Manage the Tendering and Award by developing the Contractual obligations based on the approved business plan. Oversee the preparation, review and verification of tender documents, including technical and commercial evaluation criteria, contractual and legal aspects to ensure timely and effective fulfilment of end users’ requirement
• Manage negotiation process for cost and duration to ensure optimal budget utilization for Company’s all acquisition services
• Lead important contractual and commercial meetings with bidders and contractors
• Control the issue of Letter of Award to the approved Contractor as per Delegation of Authority and plans for the execution of the agreement.
• Supervise the development of contractual obligations, considering technical, commercial, financial and legal aspects to obtain best proposals and liaise with Finance Division, Originating Division,

Internal Audit and Legal Department as necessary to ensure the same.

• Review and evaluate variation order requests, change orders, claims, etc. to ensure all risks are accounted in what serves best ADNOC Distribution interests.
• Provide professional advisory services, upon request by users administrating contracts, relative to contract interpretation, procedures, management and close-out. Assist Commercial Registration Unit and other divisions in prequalification/registration of contractors, contractor's performance assessment and development of new sources for contract services.
• Review and follow up Audit reports (Internal, External, ADNOC Main and Abu Dhabi Audit Authorities) and direct concerned staff to take corrective and preventive actions in line with management directives.

Generic Accountabilities

Operational Plans

• Develop consistent and realistic long and short term operational plans for the Department in line with the Division objectives and manage the implementation of the approved long and short term plans and ensure they are effectively converted into its performance objectives to realise the Division Objectives and established service levels.

Budgets and Cost Control

• Develop and manage the Department annual budget in line with the Division’s business objectives and operational plans ensuring that adequate funding provision is made for all Department activities.
• Monitor expenditure against approved Department budget on a regular basis; investigate, highlight and reconcile any significant variances to ensure effective performance and cost control.

Policies, Systems, Processes & Procedures

• Develop and implement appropriate Department policies, processes, systems, standards, procedures and internal controls, Company guidelines in order to support execution of the Division’s work programs in line with Company and International standards.

Performance Management

• Contribute to the development of the Division’s KPI’s and ensure proper cascade of the Performance objectives within the Department and establish monitoring mechanisms to ensure delivery of these objectives and promote a performance driven culture.
• Manage the implementation of the Company Performance Management System for individuals within the Department in accordance with Company approved guidelines.

People Development

• Develop knowledge, competencies and innovative spirit in the Department and support the establishment of Personal Development Plans (PDP’s), Succession Planning and Talent pipeline within the Department in coordination with the Human Capital to continuously develop employees with emphasis on UAE Nationals to meet Emiratization targets.

Organisation Structure and Development

• Review, develop and recommend the appropriate organisation structure for the Department that will best utilise human capital while proactively incorporating sustainability into the on-going work practices to meet the business objectives.

Risk Management

• Contribute and support establishment of a Corporate Integrated Risk Management System within the

Department, while identifying and assessing relevant domain risks and implement measures to manage and mitigate all identified risks within the Department.

• Communicate corporate business ethics and Company’s Code of Conduct to employees within the

Department and ensure compliance to the Corporate Policies and guidelines.

Innovation and Continuous Improvement

• Promote an organisation culture that encourages innovation, enhances employee motivation and supports initiatives for implementation of Change Management to continuously improve the Department operations and services.
• Recommend 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

Department.

Health, Safety, Environment (HSE) and Sustainability

• Support the institution and implementation of an HSE culture and ensure compliance with relevant HSE policies, procedures, systems & controls and applicable legislation and sustainability guidelines across the Department in line with international standards, best practices and ADNOC Code of Practices.
• Ensure adequate HSE training and induction for all Department employees to meet HSE standards.

Management Reports

• Ensure that all Department MIS and progress reports are prepared to provide accurate and timely reports and necessary information to Company Management to effectively manage the business.

COMMUNICATIONS & WORKING RELATIONSHIPS

Internal

• Regular contacts with senior level management up to CEO/Chiefs/VP’s level within the Company to ensure statutory requirement, financial policies and commercial standards are maintained during the purchasing cycle and related documentations.
• Regular Contacts with the members of ADNOC Distribution and liaises with Finance division,

Originating Division, Internal Audit and Legal division t to follow up purchasing and payment arrangements..

• Direct Reports.
• Tenders Committee (Major, Minor and ADNOC HQ Tender board).

External

• REGULAR contacts with other senior level staff in ADNOC Group for discussion on corporate areas of cooperation and exchanging of information.
• Interact with ADNOC Group Procurement Division or Legal Division with regard to Policy, Procedure and Standard Templates and their effective implementation
• Regular contact with Senior Management of local and international Suppliers ,contractors Consultants and third party service providers to establish relationships or to obtain supply of goods and/or
• Contact with Government organisations and entities to maintain relationships or to obtain necessary clearances.

QUALIFICATIONS, EXPERIENCE, KNOWLEDGE & SKILLS

Minimum Qualification

• Bachelor’s degree in Engineering, Business Administration, Law, or a related field

Minimum Experience & Knowledge & Skills

• 10 years’ experience in Contracts Management in a large organization, including at least 5 years in a progressive managerial level.
• Detailed and expert knowledge of Contracts & Tendering practices & procedures.
• Sound understanding of regulation, legal terms, and control and other relevant legal guidelines.
• Strong contract negotiation and preparation skills.