Deputy Manager - Contracts Management

Job Description

OVERALL PURPOSE AND OBJECTIVE OF THIS POSITION

To support the Lead – Contracts Management in the effective administration and management of contractual matters across all Special Purpose Vehicles (SPVs) under NHIT by ensuring timely contractual compliance, claims management, documentation, and stakeholder coordination. The role is responsible for monitoring contractual obligations, preparing contractual correspondences, supporting claim development, identifying commercial risks, and maintaining robust contract records to safeguard the NHIT's contractual and commercial interests.

MAJOR RESPONSIBILITIES AND FUNCTION OF THIS POSITION

Contract Administration and Compliance Management

• Support the administration and implementation of Concession Agreements, EPC contracts, O&M agreements, and other project-related contracts across all SPVs.
• Review, interpret, and monitor contractual obligations, milestones, deliverables, timelines, and compliance requirements.
• Prepare, review, and facilitate timely issuance of contractual notices, letters, responses, and clarifications.
• Coordinate with project teams and internal departments to ensure compliance with contractual provisions.
• Support the implementation of contract administration procedures, templates, and standard operating practices.

Claims Management Support

• Identify potential contractual entitlements and support the preparation of claims arising from delays, change of scope, force majeure events, authority defaults, and cost impacts.
• Compile supporting documents, technical inputs, project records, and evidence required for claim substantiation.
• Prepare draft claim submissions and coordinate with SPVs for timely inputs and supporting information.
• Maintain claim registers, trackers, and status reports across all projects.

Stakeholder Coordination

• Coordinate with SPVs, technical teams, finance teams, legal teams, Independent Engineers, and other stakeholders on contractual matters.
• Facilitate timely exchange of information and ensure consistency in contractual communications.
• Support the Contracts Lead in meetings, reviews, and discussions relating to contractual issues and claims.

Commercial Risk Management

• Identify and highlight potential contractual, operational, and commercial risks affecting project performance.
• Review potential liabilities, deductions, penalties, and exposure arising from contractual non-compliance.
• Support development and implementation of mitigation measures in coordination with internal stakeholders.

Reporting, Documentation and Record Management

• Prepare periodic MIS reports on contract compliance, claims status, disputes, and risk exposures.
• Maintain an updated and auditable repository of agreements, amendments, correspondences, notices, claims, and supporting documents.
• Ensure accuracy, completeness, and accessibility of contractual records across all SPVs.

Dispute Resolution Support

• Support the Contracts Lead in dispute resolution processes, including conciliation, arbitration, and legal proceedings.
• Compile and organize contractual records, supporting evidence, and documentation required for dispute management.
• Assist in preparation of submissions, presentations, and management reports relating to disputes and contractual matters.

Team Supervision and Knowledge Development

• Guide and supervise Graduate/Management Trainees assigned to the Contracts Department.
• Support knowledge sharing and continuous improvement initiatives within the Contracts function.
• Contribute to the development of standardized processes and best practices for contract management across the organization.

COMPETENCIES REQUIRED FOR THE JOB

Core Competencies:

• Adaptability / Resilience - Demonstrate the ability to adjust & perform under pressure and changing circumstances and work effectively in different situations
• Result orientation & Execution - Demonstrate the ability to proactively analyse situations or problems, takes accountability to make timely and sound decisions, construct plans and achieve exceptional results within optimal costs.

Leadership Competencies

• Communication - Demonstrate the ability to share and receive information using clear oral, written and interpersonal communication skills

Functional Competencies

• Contracts Management - Demonstrate the ability to manage contracts with third-party vendors, service providers, and customers to ensure compliance and optimize value.