Contract Administrative Assistant

Job Title: Contract Administrative Assistant

Job Summary:

The Contract Administrative Assistant supports the Operations Contracts Management Team by handling contractual aspects and coordinating activities throughout the Contract Life Cycle. This role involves post-award contract management, coordinating site mobilization, and ensuring timely submission and safekeeping of contractual documentation.

Key Responsibilities:

- Contractual Support: Assist in handling contractual aspects from pre-award to post-award, ensuring smooth management throughout the Contract Life Cycle.

- Post-Award Management: Review documents for the Letter of Assistance, coordinate site mobilization requirements, and verify time sheets and supporting documents for completed services.

- Document Coordination: Maintain records of contract validity and fund availability. Ensure timely submission of original contractual documentation by contractors, including Performance Bank Guarantees and Insurances.

- HSE Coordination: Coordinate with CHSE for HSE document reviews and signings. Assist in preparing PR checklists and coordinating Pre-Mobilization and Pre-Execution HSE Audit Checklists.

- Kick-Off Meetings: Attend Kick-Off Meetings for newly awarded agreements, prepare meeting minutes, and assist in receiving and forwarding original contractual documentation to Finance for safekeeping.

- Contractor Assistance: Aid contractors in mobilizing resources to the site, provide necessary documentation, and coordinate with Contract Administrator for required documents for Letter of Assistance issuance.

- System Support: Coordinate with Maintenance Planning and IT SAP Support Team for system issues and provide support in the Contract Close-out process.

- Reporting: Prepare reports as requested by the Contracts Management Team and perform any other related assignments as advised by the superior.

Desired Candidate Profile:

- Education: Bachelor’s Degree, Diploma, or equivalent Professional Qualifications.
- Experience: Minimum of 5 to 8 years of relevant experience, preferably in the Oil & Gas or Petrochemical industry, particularly within the UAE or GCC. Expertise in Contract Life Cycle Processes is essential.
- Skills: Proficient in MS Office, with working knowledge of ERP, SAP, and related tools.