Engineer, Contracts (PPO)

Role Overview

Engineer, Contracts (PPO) at ADNOC. This role is based within ADNOC's maritime and logistics division, supporting the global energy maritime logistics operations serving ADNOC Group and over 100 global customers across more than 50 countries.

Company Overview

ADNOC is a global energy maritime logistics leader and the dedicated logistics arm for ADNOC Group, providing mission-critical and highly specialized services across ADNOC's entire value chain. The organization delivers world-class, innovative and efficient maritime and logistics solutions while prioritizing safety and sustainability.

Role Purpose

This role manages the complete contract lifecycle for services and works tenders, from initial contract request processing through contract award, execution and kick-off. The Engineer, Contracts acts as the focal point between End Users (ADNOC Directorates' Business Units) and Bidders, ensuring transparent, compliant tender processes and supporting contract administration from development through closure.

Key Responsibilities

Contract Request Processing and Planning

• Review and process ADNOC Directorate End User planned Consultancy and Insurance Contract Requests for the forthcoming year.
• Review End User draft planned Procurement requirements to identify specific aspects to be addressed in future Contract Requests.
• Attend joint meetings between Contracts Division personnel and End Users to review draft Procurement requirements and guide End Users on aspects to consider.
• Formally submit a checklist of general and specific items End Users must address when submitting individual Contract Requests for Service or Work requirements.
• Prepare a memorandum for the Category Management Team identifying potential Group Procurement and Category Management items within draft Procurement requirements.
• Determine whether an Expression of Interest or Prequalification exercise should be initiated to establish market interest.

Bidder List and Market Development

• Formally obtain in writing a list of potential Bidders from the ADNOC Commercial Directory and verify that End User proposed Bidders are registered and their work activity aligns with the scope of the future Bid.
• Prepare a write-up to the Contracts Division Vice President (CDVP) describing and justifying that the work activity of the proposed Long List of potential Companies for an EOI or Prequalification Exercise aligns to the future Bid scope.
• Initiate obtaining Expression of Interest or Prequalification from companies for future tenders.

Expression of Interest and Prequalification

• Prepare a standard correspondence template invitation letter within the SAP Ariba system for Expression of Interest (EOI) or Prequalification Exercise, reviewed by the Contracts Division Manager (CDM) and issued by the CDVP.
• Participate in and review EOI or Prequalification queries received from invited companies and coordinate with End User to obtain written answers.
• Determine whether answers should be provided only to the company raising queries or issued to all invited companies as an update.
• Receive, participate in and review EOI or Prequalification responses from invited companies.
• Prepare a standard correspondence memorandum forwarding received information and documents to End User for review or evaluation.
• Review End User response to EOI or Prequalification exercise and conduct due diligence to ensure responses align with received information and documents with no anomalies.
• Arithmetically check any prequalification evaluation scoring.

Contract Request Validation

• Receive End User Contract Request through SAP Ariba and review content against the previously established checklist of required information and documents.
• Determine whether the Contract Request is complete for Tender purposes or should be rejected due to incompleteness.
• Formally confirm to CDM or CDVP to reject incomplete Contracts Requests in SAP Ariba.
• Prepare write-up listing missing information and documents to be submitted by End User; CDM to review and issue when rejecting submitted Contract Request.
• Receive updated End User Contract Request through SAP Ariba and review against the established checklist to confirm the Contract Request can be accepted as complete for Tender purposes.

Tender Strategy and Request for Tender Development

• Prepare Contract Development Plan for the Tender and Award of Services or Works upon receipt of a complete and acceptable Contract Request in coordination with CDM and in agreement with End User.
• Prepare Recommendation for Bidders List and Tender Strategy for approval by Management or Tender Board as per the Delegation of Authority.
• Determine in coordination with CDM the applicable Request for Tender (RFT) document to be selected from the General Procurement Initiative (GPI) suite of standard template RFTs.
• Commence preparing and compiling the RFT from the Contract Request documents for subsequent review by CDM and amendment as necessary using a Contracts Division checklist.
• Develop End User Contract Requests into Requests for Tenders (RFT).

Bid Invitation and Documentation

• Upon receipt of approval of the Bidders List and Tender Strategy, prepare standard correspondence Bid invitation within the SAP Ariba system for review and endorsement by CDM, followed by review and issue by CDVP with Bid document attached.
• Ensure Bidders formally confirm receipt of Bid document.
• Review and endorse standard memorandum for forwarding the RFT document to End User for review and reference during the Bid Period.
• Control the Tender Process from bid issue through handling bid clarifications to bid submittal and technical and unpriced commercial evaluation phase.

Bid Clarification and Site Visit Coordination

• Following issue of the RFT and prior to the Bid submittal date, coordinate, handle, arrange, prepare and formally record in writing for transparency and audit purposes Bidders' requests for Letters of Assistance.
• Review and endorse standard memorandum to Human Capital and Administration (HC&A) requesting Letters of Assistance.
• Receive Letters from HC&A and review and endorse standard letter informing Bidders to collect and process security passes for site visits.
• Follow Contracts Division checklist to coordinate and arrange with End User a Bid Clarification Meeting and Site Visit.
• Inform Bidders of arrangements and procedures to follow.
• Attend Bid Clarification Meeting and Site Visit.

Bidder Query Management

• Receive Bidder queries through the SAP Ariba system and segregate by responsible party (End User, Procurement, Legal, Finance, etc.).
• Obtain formal written answers to queries raised.
• Determine whether answers should be provided only to the company raising the query or issued to all Bidders as a Bid Bulletin through SAP Ariba.
• Update the RFT as required and obtain Bidder confirmation of receipt.

Technical and Commercial Bid Evaluation

• Receive and open Technical and Unpriced Commercial Bids in SAP Ariba.
• Coordinate, handle, arrange, prepare and formally record in writing during the End User Technical Team Evaluation of Bids and prior to Commercial Bid Evaluation for transparency and audit purposes all related activities.
• Receive, coordinate and consolidate End User requested Bid clarifications or queries.
• Prepare individual Bid Clarification standard correspondence to each Bidder.
• Receive and process Bidders' responses to End User or other Business Units.
• If applicable, receive and coordinate End User request for a Bid Clarification Meeting or visit to Bidder's Facility.
• Formally document Meeting or Site Visit arrangements and forward any additional Bidder information submitted to End User.
• Prepare all associated correspondence to Bidders or End User.
• Receive Technical Evaluation Report issued by End User Unit Manager and review Report.
• Carry out due diligence checks as per Contracts Division Checklist.
• If corrections, shortfalls or anomalies are found, prepare standard correspondence memorandum to End User highlighting said matters so End User can correct or revise the Technical Evaluation Report.
• Perform commercial evaluation, including determining negotiation strategy as applicable.
• Arrange Commercial Bid Meetings with Bidders.
• Review standard correspondence letters formally confirming meeting time, date, location and procedures.

Award Recommendation and Letter of Award

• Prepare Recommendation for Award of Services or Works for approval by Management or Tender Board as per the Delegation of Authority.
• Prepare award recommendation for management approval.
• Prepare Letter of Award (LOA) as per standard correspondence template.
• Register Contract in SAP to obtain Contract Number upon receipt of Award approval.
• Forward LOAs for ADNOC delegated signature and arrange for Contractor's collection and confirmation of receipt.
• Upon return of one fully signed Letter of Award (LOA) from Contractor, review and check that LOA is correctly executed.
• Review and endorse standard correspondence memorandum distributing LOA to End User and Finance; CDM to review and issue memorandum.

Contract Document Preparation and Execution

• Prepare contract award and related contract document for signature.
• Prepare Contract Document in coordination with End User