About Us
Tsebo Facilities Solutions is looking for a Contracts Manager to provide professional and efficient supply chain support to Operations that enables Tsebo and Client Assurance and delivers in scope Service and contract Commercial outcomes.
As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people – the heart of Tsebo – is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients' needs.
The purpose of this job is to collate all supplier documentation accurately and timeously while maintaining an effective control over all suppliers and adhering to company policies, procedures and general accounting practices as well as maintaining an efficient administration function in the Financial Department. To collate and record all pass-through costs invoices and to produce a monthly summary of all pass-through costs.
Duties & Responsibilities
Operational/Contract Supply Chain Assurance
Ensure sub-contracts meet Tsebo policy and Client Assurance requirements, for example but not limited to ABAC, 37.2, HSE, Modern Slavery etc.
Ensure sub-contracts are up to date and signed. Maintain an up-to-date sub-contract database in requisite platforms, such as SharePoint portal.
Ensure up-to-date screening, onboarding and offboarding of all sub-contractor employees according to Tsebo and Client Assurance requirements.
File invoices and correspondence in a methodical manner for easy access.
Respond to supplier payment queries.
Operational Sub-contractor Database
Create/maintain an Operational sub-contractor database, per Country, Region, Town, Commodity/Service.
Adopt sub-contractors onto Tsebo systems.
Source and adopt alternative sub-contractors to drive efficiency and service improvement.
Operational/Contract Efficiencies & Growth
Negotiate Service Level Agreements aligned to Tsebo and Client Operational Specifications.
Negotiate Rate Cards including PPMs, labour, travel, consumables.
Negotiate warranties.
Operational Contract Management
Pre-empt sub-contract renewals.
Responsible for contract/site specific communication to sub-contractors.
Manage and implement, with Commercial, contract escalations and terminations.
Implement & keep up to date, with Operations.
Support Change Notes, upsells, downsells, site closures, new sites from a Contract and Sub-contractor perspective.
Recurring Contracts:
Assist Operations as go between with central sourcing/procurement and Finance.
Ensure that the necessary documents are attached to every supplier invoice where applicable as follows: goods and services received note, delivery note/job card, purchase order and quotation.
Control and keep up to date recurring billing schedules for Finance.
Check supplier invoice to purchase order and goods received voucher to verify correctness of quantity and price.
Check correctness of general ledger allocation and coding of invoices against bill of quantities.
Sign-off all invoices in respect of orders pertaining to services rendered.
Sub-contractor Performance Management:
Develop Client Operation specific sub-contractor performance management methodology.
Drive and oversee sub-contractor performance management methodology implementation across Operations.
Actively engage with key Operational sub-contractors regarding performance, screening and invoicing issues/challenges & interventions.
Ensure Tsebo and Contract Processes and Procedures regarding Supply Chain are rolled out to all geographies.
Skills and Competencies
Good financial and business acumen; understanding of ISO.
Computer literacy on MS Office Packages in particular MS Word and Excel.
Working knowledge of equipment, materials and supplies used in Facilities Management.
Knowledge of Microsoft Dynamic D365, QlikView, Hyperion; knowledge of budgeting & forecasting processes is preferred.
Customer service centred.
Qualifications
5 -8 years Contract/Supply Chain Management experience.
Previous negotiating experience including Service Level Agreements.
Previous Sub-Contractor Performance Management experience.
Understanding of best practice and Performance Management methodologies.
Knowledge of an Accounting Package.
High degree of computer literacy (MS Word, Power Point, Excel).
Appropriate tertiary qualification, ideally a commercial diploma or degree.
Minimum: NQF Level 3 (Matric) & Financial Certificate 2yr Financial Diploma / Degree.
2 Years in a high-pressure corporate finance environment.
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