Contracts Administator

SUMMARY:
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POSITION INFO:

Overview:

To perform the administrative function of the legal contracts database and support the departmental management on legal, contractual and administrative requirements for the business.

Minimum Requirements:

• Matric/ Grade 12 Certificate
• Diploma (NQF 6) or Degree in Business Administration or related field
• 3-4 years’ experience in a similar role

Responsibilities:

Establishing Legal Agreements and correspondence:

• Populate master legal agreements with party and contract details
• Review details completed in master legal agreements populated by business units

Approving Legal Agreements:

• Perform comparison between expired and new replacement contracts for identification of changes and areas of concern
• Review of company information completed on legal documents
• Review third party amendments to agreements against latest legal version/comments to identify changes (where changes are not tracked electronically)
• Review signed copy of agreements against approved signing version
• Facilitating contract amendments when necessary.

Signing of Agreements:

• Administration of signing of all legal agreements and applications with authorised signatories and track for timeous close out
• Review all approved contracts and ensure that they are signed in accordance with the Approvals Framework shareholder agreement and other applicable agreements
• Review all legal agreements in the vendor application pack and liaise with central procurement to ensure that they are completed and signed correctly

Credit Applications:

• Administrate the supplier/vendor credit applications process with business units and Corporate legal office
• Review all submissions for the credit applications process and submit final documents to Corporate legal for review of legal terms and conditions
• Liaison with business units and Corporate legal office to facilitate completion, and ensure signed credit applications are in place and maintained in the SharePoint contracts register

Legal database records management:

• Administration of the internal department Contracts Log Tracker
• Upload signed agreements and credit applications signed in SharePoint contracts register ensuring compliance with approved policy
• Continuous administration, management and review of contracts register
• Timeously follow up on outstanding signatures on agreements and agreements in progress
• Administration of SharePoint contract register automated notifications for contracts reaching expiry and renewal of agreements on a monthly basis
• Liaison/follow up with responsible manager for new replacement contract in respect of contracts reaching expiry to ensure that contracts are timeously in place

Statutory information and Company information records management:

• Administrate and maintain internal company information schedules on a quarterly basis or when a change arises
• Maintain and update company and business unit letterheads when a change arises
• Administrate and maintain the Company’s title deeds and intellectual property (IP) records in SharePoint contracts register
• Administration of the master intellectual property schedules
• Maintain a tracking schedule of any open IP matters and obtain regular updates on administration items from IP attorneys

SharePoint Administration:

• Upload departmental documents on SharePoint on an ad hoc basis
• Obtain update on SharePoint access requirements with business units, on a quarterly basis

Reporting:

• Update monthly OEM contracts status report with new signed contract details (if any)
• Extract the month’s SharePoint contracts register inputs report for management review
• Prepare weekly update on contract register status including outstanding signatures, contracts reaching expiry/renewal
• Prepare quarterly contracts register for board pack (from the 3-x month’s SharePoint contracts register inputs extract report)

General Administration:

• Maintain internal department lease agreement trackers on an ongoing basis
• Maintain manual and digital filing systems and ensure proper retention, protection, and disposal of records
• Provide copies of agreements and statutory records to business units upon request
• Maintain a schedule of legal costs in excel and submit to manager for approval, track payments with creditors department and report to departmental management, fortnightly
• Administrative and general support to departmental managers, when required

Internal Control:

• Comply with Internal Controls
• Monitor SharePoint contract register controls and report deviations to manager

Projects:

• Compile, collate and review information required for ad hoc departmental projects

Continuous Improvement:

• Identify improvement opportunities and make recommendations for improvements
• Participate in Continuous Improvement initiatives