Procurement Contract Administration Supervisor

Role Overview

Procurement Contract Administration Supervisor at KFUPM. The role supervises post-award contract and purchase order lifecycle management, ensuring contracts are administered, amended, monitored, closed and, where required, suspended, resumed or terminated in a controlled, timely and auditable manner.

Role Purpose

Lead Contract Management Specialists and provide operational oversight of contract records, change requests, disputes, securities and close-out activities. Work with end users, Category Management & Sourcing, Vendor Management, Finance and Legal to protect KFUPM's contractual position and ensure all activities comply with Supply Chain Policy, procedures, Delegation of Authority and Oracle-based systems.

Key Responsibilities

Post-Award Contract & Purchase Order Administration

• Supervise the administration of active contracts and purchase orders, ensuring obligations, milestones, documentation, approvals and actions are accurately recorded and monitored.
• Provide quality assurance over contract files, repository records, correspondence and system data to maintain a complete and auditable record.

Contract Change, Extension & Lifecycle Control

• Review and coordinate amendments, variations, extensions, suspensions, resumptions, terminations and change orders, ensuring required evidence, approvals and Delegation of Authority checks are complete before implementation.
• Assess contractual, commercial and operational implications with relevant stakeholders and escalate material risk, dispute or decision matters to the Director.

Dispute, Claims & Securities Management

• Coordinate the controlled management of contract disputes, claims, supplier issues and performance bond or retention release requests; ensure facts, correspondence, decisions and actions are documented.
• Work with Legal, Finance, end users and Vendor Management to support timely resolution and protect KFUPM's contractual position.

Contract Close-Out & Performance Handover

• Supervise contract and purchase order close-out, confirming completion, acceptance, outstanding obligations, payments, warranties, guarantees, claims and performance evaluations are addressed before closure.
• Ensure relevant supplier performance information and lessons learned are transferred to Vendor Management and Category Management & Sourcing.

Team Supervision, Reporting & Improvement

• Allocate work, set priorities and coach Contract Management Specialists; monitor caseload, cycle times, ageing actions and service levels.
• Report on contract status, amendments, disputes, close-out, risks and compliance; improve templates, controls, trackers and operating practices.

Qualifications & Experience

• Bachelor's degree in Procurement, Supply Chain Management, Business Administration, Engineering, Legal or equivalent.
• Further specialised education in the field would be considered advantageous.
• CIPS or CSCP certification is a plus.
• 5–8 years of experience in contract management, contract administration, procurement operations or related roles.
• Demonstrated experience managing contract amendments, claims, disputes, close-out and contract records.
• Experience supervising, coaching or providing quality oversight to contract administration staff is advantageous.
• Prior experience in a University, Government, or large institutional procurement environment is advantageous.

Skills & Competencies

• Fluent in both English and Arabic.
• Contract Administration and Post-Award Lifecycle Management.
• Contract Amendments, Variations and Close-Out.
• Dispute and Claims Coordination.
• Contractual Risk and Compliance Management.
• Team Supervision and Quality Assurance.
• Stakeholder Collaboration and Coordination.
• Documentation, Reporting and Records Management.
• Analytical and Problem-Solving Skills.
• Attention to Detail and Accuracy.
• Enterprise Resource Planning or database system knowledge and experience, preferably Oracle Fusion.
• Time management and organisation skills.
• Procurement and Supply Chain knowledge.

Additional Information

• Knowledge required: Supply Chain Policy, Supply Chain Procedures, Delegation of Authority, Contract templates and approved terms and conditions, and Company-specific policies and procedures as required.