CONTRACTS MANAGER - HO

Afcons Infrastructure Limited is an Indian multinational construction and engineering company based in Mumbai. The company provides infrastructure services and is involved in the construction of infrastructure projects such as viaducts, flyovers, metros, bridges, pipelines, roads, ports, barrages, oil and gas projects etc

Roles and Responsibilities 01

Phase 1: Initial Phase of Project

• Evaluating the tender conditions and providing inputs to the tendering team during bidding process.
• Ensuring the Preparation of contractual review notes. Evaluating Pre-bid / Post-bid clarifications.
• Discussing, drafting, re-drafting and reviewing terms of the contract.
• Finalizing the contract / Conditions of Particular Application (COPA) / Particular conditions of Contract (PCC) / Standard Conditions of Contract (SCC).
• Attending kick off meetings and preparing note from contractual point of view.
• Reading and analyzing the Contracts.
• Reviewing and finalizing the Contract Appreciation Document (CAD) being prepared at site.
• Reviewing and monitoring initial obligations of all the parties, contractual-commercial obligations / financial closure, applicable acts and permits etc. which are being implemented by site contracts team.
• Providing guidance to the Contracts Engineer at Head Office and site contracts team if required.
• Implementing system and ensuring that it is being maintained in respect of flow of information as well as maintaining all the documents centrally and in completeness with all the enclosures.
• Reviewing and finalizing base line program, construction schedule, resource planning, etc. before their submission.

Roles and Responsibilities 02

Phase 2: During the Execution of Project

• Providing support to site contracts team in drafting of contractual correspondence and ensuring that all the correspondence / documents are being maintained, in completeness (both in hard & soft copy), in co-ordination with the site contracts personnel and Document Controller.
• Monitoring the online documents tracker regularly to ensure that it is being maintained by the Site Contracts / Document Controller.
• Monitoring the inter-party correspondence / claims / interactions and maintain the GATE system and acting accordingly.
• Cross functional coordination inter alia with site Contracts Team, Quantity Survey, Planning, Project Coordinators, finance etc. and extend support to site contracts team including contractual communications, compliance requirements.
• Guiding Site Contracts Team or preparing proposals for settlement of issues during the project and thereby aiding in getting withheld amounts released.
• Preparing and making presentations to the management:

A. Issues specific

B. Conducting monthly review meetings which is to be presented by the core site team. MOM preparation. Review of the outcome.

C. Periodical contracts audit at site"

• Reviewing MIS contractual reports and preparing project wise dossier in a set format"
• Preparing for QRM in coordination with the site team."

Roles and Responsibilities 03

Phase III:

A. Claims Management / Change Order

• Monitoring the status of scope of work against execution and additional instructions (verbal or otherwise) from the Employer and/or Engineer with the assistance of the site contracts team.
• Assisting site contracts teams in preparation of notification in respect of any such change in terms of the Contract.
• Initiating Change Orders / Change in Scope with Site Contracts Team.
• Reviewing and finalizing change orders / change of scope to be submitted to the Employer / Engineer.
• Monitoring change in applicable laws, change of scope (COS) / variation, escalation etc. as being informed by the site contracts on regular basis. Guiding Site Contracts / Quantity Survey in formulating and submitting such claims with complete justification.
• Monitoring time extension claim every 6 months or as situation dictates, whichever is earlier. To assess impacted schedule, delay analysis and guide site contracts team in submitting a complete and self-explanatory extension of time (EOT).
• Guiding site Contracts Team for preparation of / preparing contractual letters, claims, variations on all ongoing issues viz. land acquisition, utilities, extension of time (EOT), change of scope (COS) / change order (CO), non bill of quantities (BOQ) works, new rates’ claim, delay damages, extended stay claims etc. Assistance to the contracts and Quantity Survey team of site with rate analysis of required.
• Keeping a track of Change in Applicable laws, change in scope/variation, price indices etc. and formulating the claims accordingly and submissions with complete justification.
• Time extension claims to be raised every 6 months or as situation dictates, whichever is earlier. Extension of time is required to be submitted with a proper delay analysis and impacted Program.

Roles and Responsibilities 04

Phase III: contd...

• Preparation of Contractual letters/claims on all ongoing issues i.e., Right of Use Access issues, claim for Extension of Time, Change in Scope order / Change Orders, New rates’ claim, Delay Damages, Extended stay claims etc. Rate analysis wherever required to be prepared.
• Insurance Claims: Maintain insurance policies and timely initiate claims with concerned department/person in case of occurrence of related events and get it realized
• Being single point of contact (SPOC) for risk management of the projects under the portfolio.

B.Client Relationship

• Accompanying Divisional Contracts Head or personnels from Business Units in attending contractual / commercial meetings with Client,
• Preparation of case presentations for meetings with Client.
• Building positive relationship with the Client.

C.Final Bill

• Reviewing the final bill (along with complete back up data for the claims and otherwise) prepared by site contracts and Quantity Survey team. Provide assistance / guidance in this respect for submission purpose.

Roles and Responsibilities 05

Phase IV: Dispute Resolution

• Taking over from the site team of all the documents in respect of disputes and final bill (apart from this, in online mode complete data shall be made available to the Head Office contracts team).
• Reviewing the chronology of events – claim wise in a set format being prepared by the site contracts team – assess, discuss, modify.
• Preparation in respect of Dispute Resolution Procedure outlined in the Contract viz. Conciliation, Dispute Resolution Board (DRB) proceedings, arbitration, and later litigation.

Developing Personal Skills and Competencies / Engaging self with Superiors and Subordinates for Career Development Plan

• Undertaking proactive measures for Self-development and Subordinate Development.
• Ensuring Role Clarity, Targets, Key Result Areas (KRAs) are set and discussed with Superiors and Subordinates.
• Striving for excelling Knowledge, Skills, and Abilities on the given job roles for completions of assigned tasks.
• Ensuring open communication with superiors and subordinates for work related and personal grievances.
• Expansion of technical skills through continuing education courses and outside seminars and webinars.
• Identifying Leaning Need Areas and nominating self and subordinates for appropriate Training Programs.

Roles and Responsibilities 06

• To keep a check on the project schedule, budget, plans and strategies.
• To make sure that the site contracts team is working in line with the project strategies and project conditions are maintained as per term and conditions of the contract.
• Managing and monitoring the project contractually.
• Managing contractual disputes, providing contractual inputs to the site and at Head Office. Analyzing and mitigating contractual risks for effective project performance.

Roles and Responsibilities 07

Roles and Responsibilities 08

Roles and Responsibilities 09

Roles and Responsibilities 10

Key Objective of the Job Position

• To keep a check on the project schedule, budget, plans and strategies.
• To make sure that the site contracts team is working in line with the project strategies and project conditions are maintained as per term and conditions of the contract.
• Managing and monitoring the project contractually.
• Managing contractual disputes, providing contractual inputs to the site and at Head Office. Analyzing and mitigating contractual risks for effective project performance.

Education Qualifications

Educational Essential: Bachelor’s Degree in Civil Engineering
Educational Desirable: Master's or PGDM in Consturction Management or Civil Engineering and/or LLB

Computer Software Proficiency

MS Excel, MS Word, Power Point

Experience Range

Minimum 10-15 years’ experience out of which minimum 10 years’ experience in contracts administration and/or arbitration.
and should have dealt with business units viz. Surface Transport / Urban Infra / Underground Metro / Elevated Metro/ Hydro Tunnel / Marine - Jetty Projects / Oil and Gas. Have a good understanding of Contract forms like NITI Aayog / FIDIC (Red and Silver books) / Railways / Oil & Gas / NHAI project conditions.

Work Environment

Office job with periodical site visits. Required to work on computer for long hours. Collaborative work: with site core team (specially contracts) and intra-company (e.g., Tender, MIS, Project coordinator etc.). Should be able to manage stress well. Occasionally may need to work extra hours to ensure that deadlines are met. 
To be able to communicate, negotiate and persuade. Need to work closely with site and HO contracts team, Divisional Contracts Head and BU Head.