A fixed term contract position has become available for a suitably qualified and experienced Data Manager - ICT Vendor and Contract Management Specialist to join our dynamic team.

JOB PURPOSE

To provide specialist expertise in the management of ICT vendors and contracts, vendor performance and relationship management as well as support ICT procurement processes to achieve the goals and objectives set in the ICT Strategy and balanced scorecard (BSC).

Contract management

• Manage the overall process of contract execution which includes reviewing vendor proposals and Statement of Work (SOW) for contractual requirements and effectually guiding contract to conformance and performance.
• Plan and execute new contracts and modifications in a timely manner.
• Explain contract policies and procedures and any additional requirements that must be met by contract parties before contract can take effect.
• Ensure pertinent contracts supporting documents (e.g. BBBEE and Tax Clearance Certificates) are uploaded into VMO’s iShare workspace and shared with SCM contract specialist for uploading on to AGSA’s contract management system.
• Track progress of contracts and prepare monthly contract reports to minimize delays.
• Identify the cause of delay within the contract workflow and actively seek to rectify the issue before escalating to management.
• Work with the ICT SMEs, VMO and SCM to update or extend existing contracts.
• Manage contract lifecycle: process renewals, terminations, and contract amendments and include documenting details in the VMO’s contract database.
• Work with management & stakeholders to ensure contract compliance and maximize spend with suppliers.
• Assist with updating contract details on PeopleSoft with latest account manager’s details to ensure correct communication to suppliers without unnecessary administrative interaction.
• Perform any other duties or responsibilities relating to ICT vendor and contract management.

Procurement Management

• Assist ICT Procurement Manager with the procurement process by developing and sending out requests for information (RFI) and request for quotation (RFQ) to potential bidders.
• Follow-up on the RFI and RFQ responses and package for the ICT Procurement Manager to initiate the evaluation of the bids.
• Assist in supplier selection process by creating RFx, analysis and evaluation.
• Assist in facilitating contract negotiations and execution with the legal department and key stakeholders by preparing relevant documents.

Vendor Performance management

• Establish a good working relationship with vendors to assist in evaluating service performance, identify risks, validate costs, and ensure compliance with SCM guidelines & requirements.
• Support the regular vendor management operations reviews and support strategic reviews with leadership for VARs and OEMs.
• Execute on the vendor management strategy and ensure vendors are delivering value in their engagements.
• Participate and provide administrative support in regular collaborative meetings between vendors and ICT, ensure there are clear pre-defined metrics and reporting across all KPIs to ensure strong vendor performance.
• Assists in resolution of issues in vendor performance or escalations.
• Owns and must understand contractual, commercial and operational working relationships with vendors to ensure that contractual commitments are delivered.

Vendor and Contract Management Support

• Provide first-line support in the ICT vendor and contract management domain.

Ad-hoc duties (Applicable to All JD’s)

• Perform and/or manage other projects, tasks and assignments not stipulated on the Job description as and when required.

ROLES AND RESPONSIBILITIES

• Work is typically of a procedural nature and requires detailed knowledge of organisational practices pertaining to these procedures.
• Work is performed interdependently with clear guidelines.
• Work is specialist in nature, with no management or supervisory responsibilities.
• Focus on team communication and development.
• On-the-job training / development and coaching.

COMPETENCIES 

Communication

• Delivers messages that are clear, well-structured and easy to understand.
• Is able to tailor communication to effectively reach the intended audience.
• Delivers messages in a manner that demonstrates a clear understanding of the subject matter.

Embrace change

• Is receptive to new ideas and working methods.
• Can work effectively with people with different views or ideas.
• Learn new skills and processes as change occurs.

Business acumen

• Demonstrates a basic understanding of key business fundamentals, i.e. how the business operates, its services and products as well as how one’s role fits into the overall objectives of the organisation.
• Continually acquires information about developments in own area of work to broaden knowledge base.
• Uses technology effectively to complete assignments.

Drive Performance Excellence

• Takes ownership for deliverables in own area of responsibility to achieve quality results.
• Efficiently manages and prioritises, own allocated tasks and time such that deadlines are met.
• Find ways to work in a more effective and efficient way/manner.

Service excellence

• Asks probing and relevant questions to fully understand the nature and requirements of the stakeholder prior to embarking on work.
• Is responsive to stakeholder needs; follows through on queries, requests and complaints; and escalates where necessary.
• Seeks guidance in areas where expertise is limited to maintain quality standards.

Teamwork and collaboration

• Actively participates in team activities, shares ideas and contributes to discussion.
• Willingly commits time and resources to team-based projects and initiatives.

Demonstrate initiative and innovation

• Continually questions established work processes and seeks alternative solutions within own area of work.
• Explores new ideas, approaches and possibilities to arrive at a suitable solution.

Technical Competencies

Proficiency level (SFIA Proficiency Levels)

Definition

Contract Management

• Sources and collects contract performance data (such as pricing and supply chain costs), and monitors performance against KPIs.  Identifies and reports under-performance and develops opportunities for improvement. Monitors compliance with Terms and Conditions and take appropriate steps to address non-compliance. Pro-actively manages risk and reward mechanisms in the contract. Monitors progress against business objectives specified in the business case. Identifies where change is required, and plans for variations. In consultation with stakeholders, ensures that change management protocols are implemented.

Vendor/Supplier Management

• Assists in the collection and reporting on supplier performance data. Assists with the routine day-to-day communication between the organisation and suppliers.

Stakeholder Relationship Management

• Implements stakeholder engagement/communi­cations plan. Deals with problems and issues, managing resolutions, corrective actions, lessons learned. Collection and dissemination of relevant information to applicable stakeholders. Collects and uses feedback from customers and stakeholders to help measure effectiveness of stakeholder management. Helps develop and enhance customer and stakeholder relationships.

• Diploma in Business Management or Commerce

• Degree in Commerce, specialising in Law of contracts/Commercial Law.
• CIPS certification.
• IT Contract Management certificate.

Knowledge

• Knowledge of contract development, management and administration practices.
• Knowledge of the Procurement practices, principles and payment processing systems.
• Legal procedures and terminology as they relate to the processing of contracts.
• Expertise in software systems, specifically contracts management systems or modules in ERP systems.
• Express ideas effectively, both orally and in writing.
• Establish and maintain effective working relationships with key stakeholders in Commercial Legal and Provisioning Services (CLPS)
• Exercise judgment and discretion in applying and interpreting policies and procedures consistent with overall policy objectives.
• Basic knowledge of IT business terms and needs

• Knowledge of AGSA’s policies and procedures as they relate to the supply chain management, contract preparation and processing contracts.
• Understanding of the AGSA’s ethics rules, and specifically as they pertain to contract matters.

Experience

• 3 years’ relevant work experience
• 3 years of IT Vendor Relationship/Performance Management experience.
• 3 years of exposure in strategic sourcing, enterprise technology.

• 3 years of SLA, KPI management experience with IT vendors.

• Experience in managing relationships with cross-functional partners and IT vendors.

• Knowledge in communication across various levels in the organisation.

• Experience in procurement and sourcing processes.

• Experience in contractual, commercial and operational working relationships with vendors to ensure that contractual commitments are delivered.

• Experience in working in a vendor management organisation and the knowledge of differences from a sourcing/procurement organisation

• Experience in driving vendor performance improvements, handling escalations, driving change with vendor teams and internal stakeholders

• 3 or more years’ relevant work experience in ICT Vendor and Contract management domain.

• 3+ years’ experience in service bases SLA/SLO, KPI for different type of ICT vendor from VARs and OEMs services and different vendor categories.

• Contract analysis experience.

• 3+ years of ICT Vendor Relationship/Performance Management experience.

• 3+ years of experience in strategic sourcing, enterprise technology.

• years of SLA, KPI management experience with ICT vendors.