Cost Management/ Contract Specialist

Organization: HRDC’s Client

Position level: Specialist

JOB DESCRIPTION

• During the bidding phase:
  • Study the Invitation To Bid (ITB), prepare tender documents (contract terms and conditions, commercial part);
  • Coordinate with the technical team to compile, prepare, and finalize the tender dossier;
  • Clarify tender documents;
  • Participate in contract/negotiations with clients/partners/subcontractors..
• For ongoing projects:
  • Supervise contracts in progress with clients and contractors;
  • Coordinate with the technical team to prepare specifications for equipment purchases or services upon request;
  • Send quote requests to contractors/suppliers after specifications are ready;
  • Work with the technical team to clarify/evaluate the technical aspect of bids from contractors/suppliers;
  • Clarify commercial terms/delivery conditions in bids from contractors/suppliers;
  • Evaluate bids;
  • Prepare award recommendation reports for approval by relevant leadership;
  • Conduct negotiations/draft purchase orders/contracts with contractors/suppliers;
  • Monitor signed purchase orders/contracts to ensure progress;
  • Store contracts and related documents of contracts and purchase orders under responsibility/supervision;
  • Collaborate with relevant Departments/Divisions to issue invoices to clients (for contracts with monthly/progress-based payment terms);
  • Collaborate with relevant Departments/Divisions to make payments to contractors (for contracts with monthly/progress-based payment terms);
  • Coordinate with relevant Departments/Divisions to review Variation Order Requests (VOR) with clients/contractors for any changes from initial requirements;
  • Clarify the impact of VOR on schedule and commercial terms compared to the signed contract with clients/contractors;
  • Report to the relevant leadership for approval of changes after confirmation from related departments;
  • Collaborate with relevant departments to implement changes (variation orders) with clients/contractors;
  • Control costs (cost control);
  • Handle import and export of materials and equipment, logistic services;
  • Maintain good relations with contractors/suppliers. Additionally, regularly update/search for new contractors/suppliers to ensure the most competitive services.
  • Perform other tasks as directed by the Department/Division leadership.

JOB REQUIREMENTS

• Graduated from a regular university program or higher with a major in Business Administration/Commerce/Engineering or equivalent.
• At least 02 years of experience in the field of contracts, procurement, commerce, bidding, and cost management.
• English: TOEIC 600 or equivalent
  • English Communication: Fluent.
  • Technical English: Able to understand specialized documents.
• Minimum achievement of Microsoft Office Specialist (MOS) certification (Word, Excel, PowerPoint) or equivalent and other specialized software.
• Courses in bidding, procurement contracts, oil and gas contracts
• Business English
• Management systems according to ISO 9001 standard
• Other relevant training courses.
• Knowledgeable about regulations concerning bidding laws and contracts
• Professional demeanor, high sense of responsibility, self-motivated and progressive. Clear understanding of the policies and regulations of the Corporation, Vietnam Oil and Gas Group, and related state laws
• Good health, high responsibility, creativity, and enthusiasm in work.