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Commercial Correspondence and Contract Notices
- Draft, review, issue, and manage formal contractual correspondence and notices under various project agreements.
- Ensure that all notices are issued within the required contractual timelines and in accordance with prescribed notice provisions.
- Maintain accurate notice registers for correspondence issued to and received from project stakeholders, contractors, consultants, lenders, authorities, and other third parties.
- Ensure that all contractual correspondence, notices, approvals, and project-related records are properly stored and maintained on SharePoint or other approved document management platforms.
- Support project teams in determining when formal contractual notices are required and advise on appropriate wording, timing, and contractual basis.
- Review correspondence received from contractors, consultants, service providers, and stakeholders, and coordinate appropriate responses with internal subject matter experts and legal teams where required.
Contract Management and Compliance
- Manage the administration and implementation of EPC, O&M, PPA, land lease, LTSA, service level, consultancy, and other project-related agreements.
- Ensure that project obligations under the relevant contracts are identified, tracked, monitored, and reported to the appropriate internal teams.
- Develop, maintain, and update obligations trackers for operational and construction projects.
- Present and explain key contractual obligations, risks, and compliance requirements to project teams, operations teams, asset management teams, and other relevant stakeholders.
- Monitor contractor and service provider compliance with contractual obligations, performance requirements, reporting obligations, warranties, guarantees, insurance requirements, payment obligations, and other deliverables.
- Support the implementation of contract management processes, systems, templates, registers, and procedures to improve contract governance and consistency across projects.
- Provide guidance to internal stakeholders on contract interpretation, contractual rights and remedies, and the practical application of contract provisions.
- Ensure that contract amendments, waivers, extensions, renewals, and variations are properly reviewed, documented, approved, and executed in accordance with internal governance requirements.
Claims, Variations and Dispute Management
- Manage and coordinate the assessment, review, and administration of claims, variation orders, compensation events, delay events, extensions of time, payment claims, and other contractual entitlements.
- Review claims and variations submitted by contractors, consultants, or service providers and coordinate the technical, financial, legal, and commercial assessment of such claims.
- Prepare contractual assessments, recommendation notes, management summaries, and supporting documentation for claims, disputes, and variation-related matters.
- Assist in resolving contractual disagreements and disputes through early engagement, structured correspondence, negotiation, and escalation where required.
- Support legal counsel and internal stakeholders in the preparation of dispute resolution processes, including adjudication, mediation, arbitration, litigation, liquidation-related matters, and settlement negotiations.
- Maintain accurate records of claims, disputes, variations, commercial risks, and related correspondence.
- Assist in developing risk mitigation strategies to reduce contractual exposure and protect ENGIE’s commercial and legal position.
Cost Management and Commercial Administration
- Oversee the commercial administration of contracts, including payment milestones, cost certificates, purchase orders, invoices, variation orders, and budget tracking.
- Review and assess invoices, payment claims, cost certificates, and supporting documentation against contractual requirements and approved budgets.
- Coordinate with Project Finance, Finance, Procurement, Asset Management, and project teams regarding payment approvals, cost allocations, budget tracking, and commercial reporting.
- Support the preparation and administration of monthly cost certificates and other contractual payment deliverables.
- Monitor the cost allocation to consultants, contractors, service providers, and third parties against approved budgets and contractual commitments.
- Provide input into annual budget processes, contract forecasts, accruals, and commercial planning.
- Conduct commercial analysis, pricing comparisons, contract benchmarking, and cost assessments as required for procurement, contract renewals, negotiations, variations, and management reporting.
- Ensure that procurement-related activities are conducted in line with ENGIE South Africa’s Procurement Policy and applicable governance requirements.
Procurement, Contract Negotiation and Third-Party Engagement
- Support procurement processes from request for information, request for proposal, evaluation, negotiation, award, contract execution, implementation, and close-out.
- Assist in the preparation and review of procurement scopes, commercial terms, contractual requirements, evaluation criteria, and tender documentation.
- Participate in negotiations with contractors, consultants, service providers, suppliers, and other third parties.
- Review and compare contractual terms, pricing submissions, commercial proposals, and risk allocations during procurement and contract renewal processes.
- Support the appointment and management of external consultants, including Independent Engineers, Owner’s Engineers, Lenders’ Technical Advisors, legal counsel, and other technical or commercial advisors.
- Ensure that contract award recommendations, approvals, and supporting documents are prepared in accordance with internal governance processes.
- Manage contract close-out activities, including final account preparation, final completion requirements, release of securities, handover documentation, and record keeping.
Reporting and Governance
- Prepare, review, consolidate, and provide input into contract management reports relating to construction, operations, procurement, claims, variations, contractual risk, and project obligations.
- Prepare contract-related updates for management, EXCO, Board, lenders, shareholders, and other stakeholders as required.
- Maintain contract registers, notice registers, claims registers, variation registers, obligations trackers, guarantee registers, and other relevant contract management tools.
- Support internal governance processes, including approval memos, Board notes, lender consent requests, shareholder approvals, and round robin approvals where required.
- Ensure that contract management activities are aligned with internal policies, delegated authority frameworks, procurement requirements, and applicable governance standards.
- Identify contractual, commercial, operational, and legal risks and escalate material matters to senior management and relevant internal stakeholders.
- Contribute to the continuous improvement of contract management processes, reporting templates, standard operating procedures, and internal controls.
Stakeholder Management and Communication
- Act as a key contractual interface between ENGIE internal teams and external stakeholders.
- Work closely with Project Teams, Asset Management, Operations, Finance, Procurement, Legal, HR, Compliance, and senior management.
- Engage with contractors, O&M operators, EPC contractors, consultants, suppliers, landowners, lenders, government bodies, and other project stakeholders.
- Provide clear, practical, and commercially sound contractual advice to internal stakeholders.
- Facilitate alignment between technical, commercial, legal, financial, and operational teams on contract-related matters.
- Coordinate and attend key project, operational, commercial, and contract management meetings.
- Ensure that meeting actions, contractual decisions, commercial positions, and follow-up items are properly recorded and tracked.
Team Support and Oversight
- Provide guidance, support, and oversight to Contracts Administrators or junior contract management team members where applicable.
- Review work prepared by Contracts Administrators, including notices, registers, minutes, trackers, reports, purchase order requests, invoice checks, and contract records.
- Support the development of contract administration capabilities within the team.
- Promote consistent contract management practices across all projects and contracts.
- Assist in allocating contract management tasks, monitoring deliverables, and ensuring timely completion of team outputs.
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