Lead Procurement Coordinator

Job description / Role

Lead Procurement Coordinator - Yamama Project Directorate

Tasks:
1. Coordinate and Manage Yamama Contracting Strategies:
- Coordinate and manage contract(s) preparation and execution per Yamama Project Contracting and Purchasing Strategy.
- Lead / support sub-team in the implementation of Yamama Project Contracting and Purchasing Strategy for the specific group of contracts assigned, including:
Activities prior to Tender, Tendering process, Award, conforming of contracts, and Post Award administration.
Consolidation and regular reporting to Contracts Manager.
Consistency in application of procedures, tools and templates, strategy alignment across specific tenders/contracts assigned.
Implementation of Management of Change.
- Assist Contracts Manager in the management of change pertaining to Yamama Project with impact on the Contracting and Purchasing Strategy for the group of contracts assigned; as applicable, lead implementation of change within working team.
- Lead a sub-team of 8 - 10 Contract Administrators and properly coordinate the planning, implementation, stewardship and reporting of 10 - 15 contracts as assigned and in accordance with the overall strategy.

2. Pre-award Contract Management:
Lead / execute and provide support to the sub-team in the following tasks for the group of contracts assigned:
- Coordination and management of all aspects of contract preparation, tendering, evaluation and award, including development of the ITT documents (ITB, draft contract, evaluation criteria) and drafting of compensation strategy in line with the technical requirements and specifications, and incorporating specific HSE, QA/QC, project controls, and document controls requirements to align with project objectives.
- Manage contractor screening and capability assessments and recommend Bidders List for tendering; and as applicable, the screening and capability assessment of subcontractors (1st and 2nd tier)
- Manage the initiation and timely award of contracts, including alignment with free-issued materials.
Lead / execute and provide support to the sub-team in the following tasks for the group of contracts assigned:
- Coordination and management of all aspects of contract preparation, tendering, evaluation and award, including development of the ITT documents (ITB, draft contract, evaluation criteria) and drafting of compensation strategy in line with the technical requirements and specifications, and incorporating specific HSE, QA/QC, project controls, and document controls requirements to align with project objectives.
- Manage contractor screening and capability assessments and recommend Bidders List for tendering; and as applicable, the screening and capability assessment of subcontractors (1st and 2nd tier)
- Manage the initiation and timely award of contracts, including alignment with free-issued materials.
- Liaison between User Dept (Project Team) and C&P Dept during contract development.
- Accomplishment of planned activities / dates for different activities comprising the Pre-Award stage aligned with Project requirements:
Tender Documentation preparation, review and approval
TB meeting
Pre-Bid Clarification Meetings
Pre-Bid clarifications
Bid evaluation (Tech/Commercial)
Award.

3. Post-award Contract Management:
Lead / execute and provide support to a sub-team in the following tasks for the assigned group of contracts:
- Coordinate and manage the conforming and signing of contracts including proper liaising with project team and functional units.
- Coordinate and manage all aspects of post-award contract management, including proper liaising with all project departments.
- Ensure contract performance and compliance throughout the contract life including up to contract closeout.
- Timely and regular reporting to Project Management.
- Accomplishment of planned activities / dates for different activities for assigned group of contracts:
Conforming and signing of contracts.
Correspondence with contractors during post award.
Fulfillment of contractual procedures.
Timely reporting to Contracts Manager and Project Management as required.

4. Contract Change Management:
Lead / execute and provide support to a sub-team in the following tasks for the assigned group of contracts:
- Manage Contract changes and variations, ensuring these are timely agreed and formalized as per contractual terms and conditions and Company's procedures.
- Provide contractual guidance / management to the project team to minimize delays, claims and cost over-runs.
- Accomplishment of planned activities / dates for different activities:
Fulfillment of Company/Project procedures
Fulfilment of contractual procedures.

Functions:
- Lead / execute and provide guidance/support to a subworking team in drafting of Specific Contract Strategies, ensuring alignment with objectives of overall Yamama Project strategy
- Lead / execute and provide guidance/support to a subworking team for performing contractor screening and capability assessments and preparation of list of potential Bidders
- Manage and liaise with C&P Dept on the preparation of all tender documentation, including instructions to bidders, minimum criteria for bidding and technical and commercial proposal requirements, draft contract and proper inclusion of all technical / commercial requirements, on time to ensure compliance and alignment with Yamama Project Strategy and Schedule
- Coordinate and manage User Dept requirements with C&P Dept for each contract and ensure efficient and proper implementation; ensure timely interaction with C&P Dept throughout each step of tendering to facilitate timely award and contract approval
- Prepare and issue progress reports regularly; coordinate report preparation and timely issue for subworking team.
- Coordinate and manage the timely conforming and execution of contracts as agreed during tendering; provide guidance/support to subworking team.
- Manage all aspects of post-award contract management, and provide guidance/support to subworking team, including:
Oversight of execution activities and timely close-out of contracts
Monitoring contract compliance by contractors and raising of non-compliance issues to Project Management Team
- Coordinate, consolidate and report progress of contracts and ensure compliance with schedule.
- Manage and coordinate timely escalation of issues, resolution of claims, and report status regularly.
- Ensure proper tracking and recording of correspondence and other contractual documentation with contractors. Coordinate and participate in preparation of contractual correspondence in liaison with Project team/management and functional departments, as required.
- Support and provide guidance to project management team(s) on contractual matters and coordinate resolutions with project management
- Coordinate and manage the preparation, issuance and close-out of Instructions and Change Management proposals and ensure timely close-out of all issues
- Coordinate and manage the preparation and issuance of Variations and attend Tender Board meetings as required
- Coordinate all contract changes with C&P and seek functional guidance for appropriate incorporation of changes.

Requirements

Qualification Requirements:
Education: Engineering, Construction Management, Quantity Surveying education preferred.

Relevant Professional Experience:
- Demostrate the ability and experience of managing a team in executing pre- and post-award Contracts management in a multi-discipline project environment.
- Demonstrate ability to work on their own and in a project environment interfacing with other disciplines.
- Minimum 12 years overall relevant experience with at least 6 years experience desirable in Oil & Gas project environment in pre- and post-award Contracts management.
- Suitable experience required drafting contract and tender documents, assessing contractor and supplier capabilities, and managing tendering activities.
- Minimum 3 years experience in site based Oil & Gas project environment in post-award contracts management of Construction / EPC packages
- Suitable experience in claims avoidance / management / settlement preferred
- Willingness to travel to Iraq for meetings is required
- Willingness to travel to and be stationed in Iraq, as necessary.
- Advance level of English (written / spoken)
Professional knowledge, skills and capabilities
- Project management skills training desirable
- Significant knowledge of Construction / Contracts Law and training in claims avoidance / settlement preferred
- Suitable QS experience and training is desirable.

Language skills:
- Advance level of English (written / spoken)

PC proficiency:
- Microsoft Office; contracts management software

Special requirements:
- Regular business trips to Iraq.

About the Company

LUKOIL is one of the world’s leading vertically integrated oil & gas companies. Main activities of the Company are exploration and production of oil & gas, production of petroleum products and petrochemicals, and marketing of these outputs. Most of the Company's exploration and production activity is located in Russia, and its main resource base is in Western Siberia.

LUKOIL owns modern refineries, gas processing and petrochemical plants located in Russia, Eastern and Western Europe, near-abroad countries. Most of the Company's production is sold on the international market. LUKOIL petroleum products are sold in Russia, Eastern and Western Europe, near-abroad countries and the USA.