Contracts & Procurement Manager – Sandfire Motheo

Duties & Responsibilities:

• Sets outputs, objectives and measures for the Section to meet Departmental short-, medium- and long-term goals, and cascades these to colleagues and Level I staff in the Section and obtains approval of Departmental Manager.
•  Develops operational plans for the Section, setting priorities, with clear activity schedules, performance targets standards, procedures and timeframes, and monitors achievement of same.
• Recommends resources requirements for the Section to the Departmental Manager, and deploys allocated resources efficiently, considering the identified needs and priorities.
• Prepares draft budgets for the Section, justifies these to Departmental Manager.
• Manages approved sectional budget to ensure there is no unauthorised over expenditure. Exercises control over sectional budget by monitoring and reporting on expenditure.
• Establishes and maintains procurement operational procedures and standards in accordance with the Mine Quality Management System, Supply Chain Management strategy and other industrial best practices requirements.
• Develops and puts in place secure procurement systems and controls in line with Industry best standards. Monitors and manages implementation to ensure compliance with corporate governance principles, approved Procurement policy, strategies and operational procedures.
•  Conducts market research to keep abreast of market developments and analyses statistical data and market reports on the various commodity situation, production patterns and availability of goods and services relevant to the needs of the Mine, prepares report to Manager recommending suitable commodities and supply sources to ensure value for money.
• Approves procurement and contracts up to the authorised limit, and, in cases where the amount exceeds authorised signature authority, seeks approval of authorised officials or where applicable, prepares submissions (tender analysis, award recommendation etc) to the Tender Committee for review and subsequent approval.
• Provides contractors and end users with guidance on interpretation of company contracts policy and procedures, advising concerned parties on contractual rights and obligations.
• Negotiates complex contracts with suppliers in accordance with the Supply Chain Management Strategy and mine business plans to ensure optimal and cost-effective procurement of goods and services for the Mine.
• Provides professional advice and user support on and leads in negotiations with suppliers, vendors and tenderers on contract terms and conditions.
• Draws up out-sourcing contracts in accordance with company standards, covering terms, performance indicators, guarantees, contract period, escape clauses, security, price etc, and submits to Manager – Supply Chain Management & Administration and end-users for vetting, or respective technical specialist(s) and cross functional teams in the case of more technical or engineering contracts.
• Coordinates and facilitates signing of procurement contracts and/or service level agreements (SLA’s) between the Mine and suppliers, submits duly signed contract to Contracts/Procurement Section for execution.
• Monitors and manages adherence to contractual agreements and produces reports to Departmental Manager. Recommends amendments and extensions of contracts, as necessary.
• Reviews contracts in liaison with end-users periodically to identify any contractual bottle necks and recommends remedial action(s).
• Advises departments on alternative options for resolving contract problems, highlighting pros and cons for each option, resolves any contractual issues that may be raised by contractors, or escalates to Manager – Supply Chain Management & Administration and/or relevant HOD(s).
• Checks and validates contractors’ invoices and progress claims in relation to the agreed payment schedules and deliverables stated in the (SLA’s) (quality assurance), passes to end user for approval, authorises payment within delegated limit or escalates to HODs and passes same to financial department for payment processing.
• Provides technical and commercial advice to departments on all matters pertaining to tendering and procurement of goods and services including appropriate methods of tendering and contracting.
• Provides technical and administrative support service to user departments in the evaluation of tenders, follows up and resolves tender queries.
• Prepares tender documents in conjunction with end users, advises on and ensures compliance with tender policy and procedures.
• Provides technical and administrative support services to the Management Tender Committee and ensures the Committee complies with procedures. by:
  – Organizing committee meetings.
  – Collating tender documents and distributing them to Members in advance.
  – Advising Tender Committee on procedural issues.
  – Alternate recording of proceedings and distributing minutes.
  – Preparing tender evaluation report and submitting it to appropriate authority for consideration.
  – Preparing award and regret letters to bidders.
• Evaluates the performance of contracts to ensure that both the Mine and the contractor adhere to agreed terms and conditions, advises on any deviations and remedial actions (corrective and penalties).
• Provides technical advice and participates in decisions regarding extension, renewal or termination of contracts, providing recommendations and justification thereof, arising from contract review findings.
•  Conducts contracts reviews, final disbursements, retentions and closeout reports for company files and future records.
• Participates in all relevant company, departmental, sectional and unit HSES and housekeeping initiatives as stipulated in the set of company procedures.
• Complies with SHEQ policies and procedures in all activities undertaken in order to minimise unsafe incidents and accidents.
• Enforces and maintains quality standards by ensuring that contract and procurement functions are undertaken in accordance with approved quality management system of the Mine.
• Enforces and Implements action items arising from HSES audits plus items captured in HSES electronic systems (e.g. INX) by taking corrective actions on identified deviations.

Technical Skills and Knowledge:

• Financial Management Skills.
• Contract Negotiation and Drafting Skills.
• Project Management Skills.
• Understanding Of Basic Contracts and Commercial Law
• Use and interpretation of various contract templates like FIDIC (Red, Yellow & Silver Books), Cost-Plus, Design & Build, Lump-Sum, Time & Materials, Unit Price Contracts, JCB etc.
• Attention to detail.
• Numeracy Competencies.
• Engineering and Technical Drawings Interpretations & Use.
• ERP, Microsoft Packages and Strong Computer Competencies.
• Understanding of SHEQ procedures.

Behavioural Competencies:

• Integrity & Transparency
• Agile
• Proactive
• Planning, organizing, and coordinating.
• Ability to manage multiple tasks and relationships in a fast-paced environment.
• Customer service orientation.

Qualifications & Experience

• Bachelor’s degree in supply chain management, Commerce, Business or related field.
• CIPS Level 6
• At least 8 years’ experience 4 years of which should be in procurement contracts administration in a mining environment.