Contracts Specialist JR

SUMMARY

The Contracts Specialist JR is responsible for providing the analysis and follow-up needed to negotiate, administer and maintain Framework Agreements and related activities.

Provides functional support to end-user, buyer, seller, and operations personnel on Framework Agreements and support to the Supplier Alliances General Manager (“Manager”) by supervising (operationally) the Contracts Administrators.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  1. Validate prices of new goods and/or services for inclusion in the corresponding price lists of existing Framework Agreements using data compiled from various sources.
  2. Request, receive, analyze and update price lists in accordance with requirements set forth in signed Framework Agreements, related procedures and/or work instructions.
  3. Authorize price lists’ validity, status, and relevant data fields in the Automated Information System (“HITEC”).
  4. Prepare and obtain Manager’s approval on commercial recommendations related to annual price list updates.
  5. Prepare and obtain the Manager’s approval for pre-analysis evaluations and feasibility studies for negotiations projects as assigned.
  6. Maintain existing contract templates and/or provide/propose revisions to the department/person responsible for maintaining existing contract templates.
  7. Prepare new contract template language based on new customer’s requirements and /or changes in guidelines.
  8. Prepare, obtain approvals and ensure the sending of invitation letters and requests for information (“RFI”) related to negotiation projects assigned.
  9. Prepare contract drafts as necessary, ensuring the use of the latest contract template language, including commercial and/or operational information considered.
  10. Provide follow-up for assigned projects, including data input, and responses of suppliers to the RFI as well as maintaining of the relevant contract draft.
  11. Ensure response to the RFI, including all legal documentation, is obtained.
  12. Evaluate comments received from the suppliers regarding the contract draft and prepare, for the Manager’s approval, a response and/or counterproposal to such comments, as needed.
  13. Participate in negotiation sessions with suppliers and other intercompany departments. Evaluate counterproposals presented by suppliers and other parties and propose alternate wording, as needed.
  14. Prepare commercial recommendations as it relates to new Framework Agreements and obtain the Manager’s approval.
  15. Prepare, obtain approvals, and ensure prompt sending of the documentation required to request the customer’s accession to the Framework Agreements. Follow up until the accession process is completed.
  16. Conduct kick-off meetings with new suppliers to provide general orientation on the operation of Framework Agreements.
  17. Ensure compliance of current Framework Agreements as well as with the customer’s internal policies through the negotiation and implementation of Amendments, as applicable.
  18. Support customer’s contracting process through Framework Agreements by maintaining follow-up with suppliers and monitoring the reception of all documents related to orders issued in connection therewith, including contract compliance.
  19. Respond to customers’ inquiries with regard to the delivery and/or acceptance status of orders and maintenance of actual delivery dates in HITEC.
  20. Keep records and maintain in HITEC all data related to orders issued through Framework Agreements including the registration of no outstanding tax liabilities in Mexico and performance guarantees, as needed.
  21. Contact supplier and request all necessary information and documentation to comply with Mexican custom authorities requirements at port of entry (when applicable).
  22. Provide post contract execution support to customers, asset and resource teams including assistance with dispute resolution of discrepant shipment/receiving errors, service acceptance registry issues, accounts receivable/payable, performance management, liquidated damages provisions, etc.
  23. Estimate, review, and forward to suppliers, liquidated damages for delay claims in accordance with the terms and conditions of the Framework Agreements.
  24. Analyze supplier’s written objections concerning liquidated damages for delay claims and request additional written information from customer as needed, make necessary changes to the contractual delivery date and/or risk transfer date and verify partial deliveries in HITEC, keeping complete and accurate records throughout the entire process.
  25. Review and validate invoicing related reports.
  26. Advise suppliers of non-compliance with contract requirements and meet with suppliers to review contract performance.
  27. Respond to customer’s requests and inquiries regarding the content of framework agreements.
  28. Participate in developing and streamlining department’s internal business processes, including but not limited to the preparation and reviewing procedures and work instructions related to PPI’s Quality Management Systems, Lean Six-Sigma and any departmental initiatives to improve the quality of the services and internal processes.
  29. Provide training, guidance and supervision (when requested) to the Contracts Administrators.
  30. Elaborate minutes or meetings, in English or Spanish, as required.
  31. Schedule, review, maintain and forward regularly open line items status reports to suppliers.
  32. Prepare data and assist in external audit processes, as requested.
  33. Test new functionality of HITEC related to the department, as needed.
  34. Participate in meetings (including travel, when applicable) to resolve client’s and supplier’s concerns.
  35. Participate (including travel, when applicable) in the courses, seminars, conferences, etc. considered in the department’s training program.
  36. Maintain contracts transaction related data in company’s Automated Information System (HITEC).
  37. Perform other related duties and special projects, as required.

QUALIFICATIONS

EDUCATION AND/OR EXPERIENCE

  1. A four-year college degree in an engineering discipline (Industrial Engineering preferred) or Business degree with an analytical orientation.
  2. Minimum of two years of related experience, or a minimum of six years of related supply chain experience and/or training.

LANGUAGE SKILLS

  • Fluent (written and oral) in English and Spanish.

 

MATHEMATICAL SKILLS

  • Ability to apply mathematical operations to price changes, economic index calculations, comparative analysis and basic estimations/projections

ADDITIONAL SKILLS

  1. Ability to define problems collects data, establish facts, and draw valid conclusions.
  2. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
  3. Strong analytical and problems solving skills with attention to detail.
  4. Ability to function well under stress, to perform in a multitasked, fast paced, and changing environment is a must.
  5. Strong interpersonal skills, with the ability to work effectively in a team environment, customer service orientation, and ability to interact and communicate effectively at all levels of the organization, as well as with external suppliers, internal/external customers and regulatory agencies.
  6. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
  7. Ability to read, analyze and interpret general business periodicals, professional journals, technical journals, governmental regulations, and legal documents.
  8. Ability to write reports, business correspondence and procedure manuals.
  9. Proficient in the use of personal computers and Microsoft Office (Excel, Word, Power Point, Access).
  10. Aptitude for learning new software quickly.

PLEASE SEND YOUR RESUME TO: employment@pemexprocurement.com