Contract & Procurement Specialist

Report to: C&P Manager
 

ROLE PURPOSE
- To develop and implement a strategy to ensure the function is operating in line with the objectives of the business to add value, mitigate operations risk and deliver cost savings.
- To develop and maintain supplier relationships and manage the development of contracts, contractual relationships and contract management in order to manage the procurement process effectively & efficiently by evaluating and selecting supplier based on their industry experience and past performance.
- To ensure compliance with all relevant laws, regulations, and ethical standards related to procurement activities.
- To develop and timely maintain procurement records, reports, and documentation to ensure accuracy, completeness, and compliance.
- To collaborate with internal relevant members who are involved in procurement activities to understand their procurement needs and provide guidance and support throughout the procurement process.


PRINCIPAL ACCOUNTABILITIES
Basic Function:
• To prepare contract strategy & build up tender documents in coordination with user department(s).
• To manage and collaborate with internal user department(s) during tendering process and complete the tender evaluation in timely manner.
• To get internal & external approval of the award recommendation in accordance with Procurement Procedure, PSC and JOA of Block .
• To negotiate with vendors on the terms & conditions to mitigate risks and on pricing conditions for cost saving.
• To prepare & have contract execution upon completion of tender process .
• To control costs and execute methodologies to ensure compliance to Corporate and Regulatory requirements and ultimately cost recovery in conjunction with C&P Manager.
• To Ensure that all tender documentations and correspondences are timely & properly filed in Procurement folder on the shared server, contracts are saved, tracked and reported to Management in a comprehensive, up to date, and pro-active manner in conjunction with C&P Manager. 
• To monitor and ensure compliance by vendor(s) with contract terms and conditions, including but not limited to, commercial terms, insurance requirements, financial and performance guarantees.
• To Monitor contract completion and perform contract close-out and archiving activities in a timely manner. To support internal & external audit when required.
• To maintain and frequently update vendor database.
• Any other duties assigned by C&P Manager.

Communications & Working Relationships:
• Admin & HR Team
• Finance & Accounting Team
• G&G Team
• Drilling Team
• Contractors


KEY QUALIFICATIONS/SKILLS/EXPERIENCE
• Bachelor degree(s) as a minimum requirement in Business Administration, Commerce, Law, Logistics, preferably Foreign Trade Economics background.
• Minimum 5 years working experience in the Oil and Gas industry with involvement in contracting and contract management, cost estimation, procurement. • Experience with Drilling Procurement of Goods and Services.
• Experience in contract negotiation inclusive of terms and conditions, compensation basis and mechanisms, and administrative / management requirements.
• Knowledge of Vietnamese Law and the functioning of a PSC, JOA and all administrative and reporting requirements, in Vietnam
• Self-driven and highly motivated
• Team player; works effectively within a multi-discipline team
• Ability to interact effectively and professionally with external parties
• Excellent communication, organization, and interpersonal skills
• Ability to analyse and solve problems
• Work under pressure, and cope with interruptions
• Ensure individual priorities and goals are aligned with team and managers’ plans and needs
• Fluent in the English language (written and oral)
• Careful, detail-oriented, customer-service mindset
• Intermediate computer literacy (Excel, Word and Power Point)

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required. The job description will also be reviewed and revised from time to time.