Contracts Advisor

Overall Job Summary

Reporting to SCM Manager, TA Planning & Execution, Contracts Advisor is a Supply Chain team member who supports the TA Event Manager(s) and other TA team members responsible for the execution of TA Scope throughout the contract lifecycle for the Downstream Turnarounds (Canada and US based assets).

This individual will be responsible for the end-to-end contract management of multiple major contractors performing high value high complexity and criticality services for the turnaround(s) as well as medium and minor complexity and criticality contractors performing medium to low value work as required.

Contracts Advisor shall ensure compliance with Supply Chain Management (SCM) Policies and Procedures, protect the value and minimize commercial exposure through clever commercial approach and strategies as well proactive risk management.

Qualifications

 Post-Secondary Degree in Business Administration, or Supply Chain Management preferred.

 10+ years' experience in contract management and/or supply chain management roles, preferably in turnarounds, large construction, or brownfield projects environment.

 Turnarounds and / or major construction project experience is an asset.

 Strong knowledge of Microsoft Office applications (Word, PowerPoint, Excel), Ariba, SAP, SLM Toolkit (ABL, ISNetworld), NaviTrack, TRACK (Contractor Timekeeping Software)

Competencies

• Turnaround and / or project contract management & governance knowledge

• Strong preference for an individual that has excellent relationship skills, leadership qualities in managing contractors and has worked on turnarounds and / or major construction projects.

• Experience managing large contractors and interfacing with complex and difficult stakeholders.

• Strong understanding and application of contracting and procurement processes and tools in Project environment.

• Strong commercial acumen / awareness.

• End to end claim management delivery and knowledge, including preparation of claim / change entitlement assessments and tactic recommendations.

• Ability to prioritize and manage multiple tasks in order to meet established deadlines while managing senior stakeholder expectations.

• Understanding of strategic, technical, legal, finance, taxation, and commercial issues, able to cope with complexity and uncertainty.

Planning Phase

Work alongside the SCM Contracts Advisors, SCM Contract Analysts located in Calgary, Canada (or those located at Sites in the US and Canada) or independently in the development and implementation of the individual contract strategy, incl. negotiation strategy and tactics:

• Conduct or facilitate all contract lifecycle activities for the Turnaround(s) – single or several events at times.

• Develop commercial evaluation/scoring criteria to be utilized in supplier selection and/or appraisal. Facilitate overall supplier selection and/or appraisal process.

• Develop relevant parts of required documentation for sourcing and award including but not limited to, strategy and award decisions, RFP, RFQ, and work authorizations.

• Ensure contractual and commercial aspects are adequately addressed in all contracts and post award documents.

• Advise on and review compliance with corporate SCM policies and procedures.

• Prepare and guide contractual discussions/negotiations. Act as lead negotiator; capable to lead cross-functional team in the negotiation context.

• Prepare and negotiate new contracts, and / or be able to review, analyze terms and conditions and amend existing contracts as required.

• Ensure commercial records and documents are filed and maintained in line with procedures.

• Control commercial Contract documentation and correspondence.

• Coordinate Setup of the Purchase Order with Cost Engineer / Clerk by supplying PO text, line items values and dates.

• Ensure Change Management Process is strictly adhered to, and approved changes are tracked by Project Controls and PO is updated by Cost Engineer / Clerk.

Execution Phase

• Apply strong contract Management practices with considerable foresight to future consequences of decisions, recognizing the behaviors of major contractors and its subcontractors.

• Develop strong working relationships, lead with passion and presence, and making people feel energized to co-operate and deliver the best-in-class performance.

• Strong leadership role, setting Contractor team expectations to deliver safely and as expected.

• Provide oversight and reporting of the performance of multiple major contracts (? USD 1M).

• Plan, schedule and maintain the agenda for the Contract Kick Off and Contract Performance Review Meetings.

• Develop and implement the Contract Management Plan, contract brief and other post award documentation as required (with support from subject matter experts) with the highest attention and focus on appropriate governance of the management of change process.

• Actively provide advice to the Turnaround Manager / Turnaround Team on all contractual and commercial issues to ensure compliance with the Contract.

• Represent Asset in all contracting matters, interfaces, and working groups.

• Represent SCM function as subject matter expert on contract management for all respective contracts in their portfolio.

• Ensure strong contract management is administered at all times with Turnaround Team having full understanding of the commercial aspects of the contracts and foresight to contract changes.

• Complete initial reviews of change request to ensure compliance with contract and pricing structure. Manage and execute change clarifications and communication of final outcomes (approved or rejected). If approved, ensure Purchase Orders are updated with changes in a timely and controlled manner.

• Work closely with Contractors and their subcontractors (if required) to identify, evaluate, and challenge any potential change requests.

• Provide detailed insight and clarification on the cost structures of contracts, analyze and challenge proposed changes for their cost impacts, quantify cost risks.

• Assess and action contractual and commercial aspects of contract variations, claims and disputes. Complete contracts change documentation.

• Support implementation of KPIs and Contract Performance Reviews. Conduct Contract Performance Reviews at required intervals (daily, weekly, monthly)

• Together with Contractors, identify, develop, and implement commercial value and supply chain improvement opportunities.

• Verify commercial compliance and facilitate contract performance feedback gathering & reporting as required. Record and store contract meeting minutes.

• Ensure that Procure to Pay execution aligns with contract award, and that POs are issued and updated appropriately.

• Monitor spend to manage Contract within allocated budget and approved contract value.

• Promote a proactive and robust risk management and ensure effective implementation and risk mitigation, include risks in turnaround risk register for monitoring and forecasting.

• Perform review and acceptance of all invoices prior to review by the Turnaround Manager / Turnaround Team. Manage any clarifications and resubmittals of invoices to ensure they are accurate, adhere to the Purchase Order structure and contract.

Close Out Phase

• Facilitate the contract close out process including confirming completion of work scope, releasing securities, resolving outstanding issues, and contract close out performance evaluation.

• Provide input for Lessons Learned and Debrief meetings as needed.

• Support the Claims Management Team, in claims management and resolution of claims, back charges, other issues and disputes.

• Work with contractors to ensure all invoices are submitted in a reasonable time frame to allow contract closeout.