Contract Admin Specialist
Occidental Petroleum - Houston, TX

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Key Result Areas:
Responsible for all phases of contracts administration, conducting QC/QA over all steps and documents involved from sourcing and procurement to pay process to contract termination, ensuring compliance with OXY policies, defining standards, reporting critical issues and, securing and managing properly documentation building strong supplier relationships for Facilities Engineering and Construction Contracts. All these activities to be carried out effectively and efficiently in accordance with Oxy’s Policies and Procedures

Key Job Responsibilities:
The Contracts Administrator is responsible for administrating contracts in order to assure compliance with OXY policies and generate and report key information for detecting and proposing improvements opportunities. Specific roles in support of these responsibilities are:

Planning

Generate weekly reports and work with Contracts Advisor to anticipate revision needs to Contracts and BPA’s.

Work with Contract Advisor to anticipate future workload based on Operational Plans.

Liaise with proponent departments, and other support departments (Finance, Legal, HR, HES, etc.) to manage Approved Vendor List for F&C suppliers.

Identify and monitor vendors and changes in the industry.

Contract Management

Complete Creation of BPA’s in Oracle for Service Contracts and Materials/Equipment Purchases.

Complete creation of Contract templates in Oracle's OKC module.

Manage Contract documentation numbering convention.

Manage Change order and Amendments for contracts and revise BPA if necessary

Secure Oxy approvals and hard copy signatures on all engineering company generated PO's and revisions.

Create BPA's for PO's generated by engineering companies that support projects

Properly manage all documentation involved. File and manage hard copy, executed purchase order and contracts.

Research invoices when AP sends a notice requiring approval

Troubleshoot and resolve invoicing issues to ensure suppliers and contractors are paid in a timely manner.

Make sure contract documentation is complete and provides a clear audit trail. Coordinate and collaborate in audits to provide request information and solve improvement points

Review contract spending & expiry dates and consistently report alerts to Contracts Advisors on required actions (request for additional funds, contract extension, new tender process etc).

Make sure contract activities are conducted in accordance with scope of work and ensure change orders are previously approved by SC before any additional work is executed.

Conduct periodic audits to invoicing process to make sure the entire Supplier/Proponent/ADP Invoicing/AP Payment cycle is completed as agreed.

Define and coordinate the best practice to administrate insurance documents.

Actively follow up unsupportive payments to generate formal agreements, and collaborate in optimizing procurement to pay process.

Define methodology, consolidate and validate saving estimations.

Supplier Relationship

Ensure potential bidders are properly qualified in accordance with Supplier Registration and Qualification process

Assist suppliers with the Oracle registration process

Assist suppliers, on a daily basis, with invoicing issues and other concerns

Conduct Supplier Registration and Qualification, Compliance Monitoring and Performance Monitoring activities in accordance with SCM procedures.

Develop new opportunities for supplier agreements.

Compliance

Ensure that all activities are conducted in compliance with Corporate Policies and Procedures and with Sarbanes-Oxley for all the SCM processes.

Interact with Facilities Engineers as needed coaching them and making sure corporate procurement policies and procedures are followed.

Ensure HESMS policies and procedures are integral part of all contractual documentation and assist proponents to manage HES issues by interfacing with contractors.

Qualifications

Qualifications:
Bachelor's/College degree in Business, SCM, Legal or equivalent working experience.

5 years of experience (preferably in Supply Chain, Finance, Operations and or Facilities & Construction) in the areas of Requisition to Pay and contracts. Experience administering contracts.

Good knowledge in legal affairs related to supply & contracts

Knowledge of ERP systems, Oracle (preferred) , MS Office applications

Knowledge of Facilities and Construction operations.

Objectivity with strong customer focus

Experience and Skills:
Proactive work ethic

Creative and innovative thinking and able to improve existing practices and business processes. Strong analytic and critical thinking skills.

Strong written, verbal communication & presentation skills.

Works under minimum supervision

Strong, informal leadership skills demonstrated in customer/peer interactions with the ability to influence others.

Strong data extraction and manipulation skills

Strong self-initiative team/interpersonal skills—communication, listening, facilitation, conflict management, personal interactions.

About this company
38 reviews
Occidental Petroleum Corporation (NYSE: OXY) is an international oil and gas exploration and production company — one of the largest...