DESCRIPTION OF ROLE
The Contracts Administrator works in a Functional, Tender or Project environment and is accountable to the Functional Manager, Tender or Project Managers with regards to tasks and to the Head of Contracts, as the case may be, for the method and process adopted to complete the tasks. The Contracts Administrator provides Contractual expertise in relation to allocated activities, tenders or projects either in a standalone position or as part of a Contracts team.
KEY ACCOUNTABILITIES
General:
- Contribute to creating a positive HSEQ culture within Subsea 7
- Ensure knowledge management systems are fully utilised, updated, promotes continuous improvement and contributes to Lessons Learned
- Operate within standardised Legal and Contracts policies, processes and systems and ensures compliance with these processes at all times
- Maintain free and effective communication channels with the relevant Legal Directors and Heads of Contracts , interfacing on an as and when basis
- Verify that the Subsea 7 legal entity corporate governance and financial authority rules are complied with when assisting with any transaction
Win Phase (where allocated to tendering activities):
- Contribute to contract reviews for tendering in accordance with work instructions for contract reviews outlined in Group Procedures and actively participates in all internal bid team meetings
- Attend Tender Boards as part of the bid team when required to do so
- Participate with other stakeholders and functions to jointly carry out a holistic review of the complete draft contract and bid to achieve consistency in the documents and be prepared to challenge and be challenged
- Attend meetings with prospective client and significant/critical subcontractors and suppliers, when required to do so
- Assist Legal Counsel and the Commercial sub Function in requests for Joint Venture authorisation, Bank Guarantees, Parent Company Guarantees and Tender Board minutes
- Approach and interface with the Legal Counsel/Senior Legal Counsel, for support, advice and guidance in accordance with Group Procedures
Execution Phase:
- Act as an integral member of the Project Management Team and may be required to participate in commercial strategic discussion and decisions
- Participate in the internal Contracts and Administration Kick Off meeting
- Identify at point of award and throughout the project of all contractual obligations and rights towards Clients and Subcontractors
- Monitor key Contractor, Subcontractor and Client deliverables as well as identify risks and opportunities in the event of deliverable failure
- Participate in the delivery of Contracts Awareness training sessions to the Project Team
- Perform all contractual administrative tasks of the project in a timely and efficient manner including the preparation/review of all correspondence (excluding pure technical communication) to and from the Client and critical Subcontractors/ suppliers, follow up of Clients reporting requirements, issue of variation orders (including maintenance of the variation order register), notices, insurances, guarantees, progress and invoicing process
- Prepare and executes all Project required Inter company Call Offs
- Participate in Project reviews and provides input to the Project review reports where requested
- Attend project meetings involving the Client, particularly those with a commercial/ contractual agenda on a regular basis
- Assist in the change management process, identifies, in association with the project team, and subsequently prepares and pursues, all variation orders, and examining unusual events to establish cause, effect and liability and then prepare relevant claim and pursue
- Assist in the preparation and pursuit of project Construction All Risk (CAR) and other insurance claims including notifying Insurance Manager of potential and actual claims
- Advise on subcontracting conditions and deviations in accordance with the appropriate procedure, prepare flow downs and ensure clear stipulation within subcontract documents with regard to companies working for Subsea 7 to comply with Subsea 7's positive HSEQ culture
- Support the Supply Chain Management (SCM) effort throughout the execution phase
- Compile and agree with client and suppliers/subcontractors the final account of the project as directed
- Assist in the completion of correct Contractual Close out of the project and the hand over of any continuing obligations to the specific country Legal and Contracts Functions
Participate in Contracts Awareness sessions for non Contracts personnel.
- Perform such other non-tender/project related activities as required by functional Manager
AUTHORITY/DIMENSIONS
- Operate within Code of Business Conduct
- Implement standards and procedures for the Legal and Contracts Function
- For level of authority see ‘Expenditure and Authorisation Specification'
KEY RELATIONSHIPS/ STAKEHOLDERS
External
- Clients
- Suppliers
- Joint Venture/Consortium Partners
- Appropriate professional bodies
- Institutions of learning
Internal
- Legal and Contracts Function
- Project and Operations
- Project Control Function
- Tendering Function
- Supply Chain Management Function
- Senior Management
- Finance Function
- Tax Function
Local employment, terms, conditions and rates apply
Eligble for EmprRFL