Assistant Manager, Contract Management

Job Purpose

• Responsible in managing the sourcing, procurement, purchase orders, contracts management and cost management at pre & post contract as well as implementing tendering and procurement process of reliable consultants, contractors and suppliers appointments.

• Responsible in managing the contract implementation of Facilities Management Contract (Asset Management Programme) and Construction until final account closure.

• To perform other relevant tasks as and when directed by the Superior/ Management in line with the Company's business activity and Standard Operating Procedures (SOPs).

Job Responsibilities

Business

• To manage all contractual compliance of projects according to SOPs, Policies and Good Governance.
• To manage the implementation of cost management at post contract stage according to budget.
• To implement cost tracking and cost analysis of all contracts appointments are valid, within budget and ensuring new appointment within the required timeline.
• To manage continuous improvement of process efficiency according to the management requirement eg. review Contract package, extending contract, rates negotiation, best management practices etc.

Financial

• Analyse and updating cost data manual of tendered projects and to establish cost benchmarking, trends and directions.
• Prepares and/or creates Purchase Order in IFCA system, Budget Revision and Variation Order (VO) documentation when necessary for approval.
• To manage all final account documentation is compiled within twelve (12) months from Certificate of Practical Completion (CPC) for tabling to the relevant approving committee and contractor's agreement.
• To manage and provide/prepare costing for Annual Operating Plan (AOP)/Budget Planning and Consolidation (BPC) plan together with other team players as and when necessary according to the required time line.
• To manage and ensure, tender/quotation packages for Facilities Management and Construction works are awarded timely as per SDPS plan.

Operational

• Work cohesively with Project Teams and Facilities Management Teams by attending Client Consultant Meeting (CCM) and site meeting as and when required to ensure projects are implemented based on Contractual and SOP requirements.
• To manage problem solving for any procurement and governance issue, cost overrun and delays with relevant team members.
• To manage and check Payment Advice (CPA) to contractors and Consultants for 1st Payment and at Stage of Certificate of CPC) Certificate of Making Good Defects (CMGD)/Final as per Contract Management Standard Checklist and close monitoring with Finance Department to ensure payments are made in accordance with contract provision and within stipulated time as per the SOP.
• To manage, coordinate and liaise with Consultants / design team and Contractor to ensure timely preparation of tender and contract documents.
• To manage and ensure rate rationalization and contract document submission by Consultants are in accordance with contractual requirement.
• To manage and update Project/ Authorisation to Proceed with Variation Order (APVO)/VO/Extension of Time (EOT) and Final Account Trackers on regular basis for Management reporting.
• To manage and ensure APVO, VO, EOT and Final Account submission by Consultants and Project Teams are in accordance with Contract Management Standard Checklist.
• Manage and close monitoring of APVO/VO, EOT and Final Account trackers to ensure required approval are timely obtained.
• Manage and works cohesively with project team and consultants to ensure final account documentation is compiled within twelve (12) months from CPC.
• Manage and ensures that all key responsibilities are executed according to approved policies and procedures to ensure all projects are implemented efficiently and within project timeline.
• Managing the construction/ maintenance cost by tracking variation orders and extension of time and ensuring the necessary approval process is adhered to.
• Manage the preparation of cost data analysis for budget/feasibility studies and Asset Management Service Charge (AMSC) cost proposal preparation purposes.
• Manage, prepare and check the management approval paper and Limit of Authority (LOA) for final recommendation to respective Project and Facilities Management team for approval by Management for the appointment of Contractor and Consultant.
• Monitoring and checking the progress Contractor's Claim for Manager's verification and approval by General Manager (GM).
• Presentation of management approval paper to Management Committee, EXCO, DevCom and Board of Directors

Customer

• To provide contractual advisory / consultative role to stakeholders according to conditions of contract applied
• To manage and liaise with all related departments (i.e; Legal, Procurement Department. Finance, Facilities Management and other Business Units) to ensure smooth working transaction. Manage all issues when required and liaise with all parties to complete the specified job and task.
• To liaise with all related stakeholders (i.e; Management, Directors, Contractors, Consultants and suppliers) to ensure smooth working transaction. Coordinate all issues when required and liaise with all parties to complete the specified job and task.
• To Manage procurement of Maintenance Reserve Fund (MRF) within the approved time and budget. To provide analysis of negotiated amount during negotiation meeting with the Universities based on market benchmarking, SDPS profit and acceptable discount approved by the Management.
• Continuing Professional Development (CPD) training for self-development

Education/ Professional Qualification

• Degree in Quantity Surveying or any similar technical degree or qualifications related to Contract Management

Professional Experience

• 5 years exposure in professional quantity surveying consultancy firm.
• 6 years exposure in professional project management consultancy firm.
• 5 years exposure in construction and facilities management contractor firm.