Contracts and Procurement Analysis

Airswift is seeking a Contracts & Procurement Analyst to work with one of our clients in the oil and gas industry in Calgary, AB on a 12-month contract.

Supplier Management

• Submit requests to Finance to set up and/or update Business Associate (BA) records as required, including branch BA’s
• Coordinates Supplier qualification process including:

1. Prequalification: confirm ISN status of suppliers and support set up (ie. connecting Company to the supplier) and/or update of ISN records as required
2. Qualification: scope-specific requirements including but not limited to that of technical specifics, financial health, detailed H&S and quality requirements, etc
3. Work with Finance to ensure suppliers’ payment information has been set up and/or updated

• Ongoing supplier relationship management:

1. Managing issues that may arise with the supplier including dispute resolution
2. Facilitating onboarding sessions and training for receiving/invoicing process in collaboration with other internal stakeholders (eg. Finance/Accounts Payable, Health & Safety, etc.)
3. Coordinating and documenting scorecards for supplier performance as required

Contracting & Procurement (Pre-Award)

• Manage end-to-end sourcing, contracting, and procurement process for services and materials, including the following:

1. Action Purchase Requisitions (PR) as they are approved in the system.Be a source of guidance should requestors have questions on creating PR’s.
2. Responsible for end-to-end RFx process including ensuring sourcing strategy documents (ex. Single source justification (SSJ), contracting strategies) and key aspects (evaluation criteria, bid lists, etc) are approved prior to commencing sourcing. This may involve supporting internal stakeholders in completing the associated forms and system entries and validating that all required information has been correctly completed
3. Complete evaluation, negotiation and contract award / execution (i.e. Master Agreements, Work Authorizations, Standalone Agreements, Purchase Orders) including resolving any exceptions to contract terms and conditions
4. Creation and management of system purchase documents (i.e. Purchase Orders and Release Orders), ensuring the correct purchase document types are being used and requirements are being communicated (eg. work order requirement for Release Orders)

• Cross-functional support for opportunities identified and spearheaded by SCM Category Management

Contracting & Procurement (Post-Award)

• Contract and PO revisions. Revisions should only be driven by contractual changes (ex. Scope, commercial and/or schedule). Revisions should not be done to correct coding or cost to reflect services/materials that have already been delivered or invoices that have been received.
• Expediting delivery of PO services and materials including producing reports on delivery dates, communicating with suppliers to steward critical lead times, and proactively advising on risk mitigation options
• Support receiving and invoicing functions on issues related to contractual terms and conditions, approved scope, and rate schedule discrepancies
• Execute Contract and PO closeout requirements, including confirming closeout requirements have been met (eg. quality/completion of scope, document transfer, final invoice payment, holdback release, etc.)
• Support contract audits

SCM Governance & Reporting

• Complete and execute SCM Governance documents (eg. Supply Chain Plans (SCP), CAS (Contract Award Summary)/CAR (Contract Award Revision) forms)
• Support SCM Governance in quarterly SCM Governance Compliance KPI process through review, validation, and root cause analysis of KPI validation data
• Submission of Value Creation forms to SCM Governance. Clarification of Value Creation submissions as requested by SCM Governance.
• Complete supplier rate and spend analytics with support from SCM Governance
• Communicate SCM reporting requests from internal stakeholders to SCM Governance (eg. suppliers spend reports to support site budgeting)
• Support SCM Governance in completion of annual SCM Contracting & Procurement Plan

Miscellaneous

Attend and contribute to site meetings with other internal stakeholders as required (eg. site planning meetings)