Job Description

Tsebo Facilities Solution is looking for a Contract Manager o 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. to find out more about who we are in a nutshell.
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 to sub-contract dabase in requisite platforms, such as sharepoint portal.

• Ensure up to date screening, on-boarding and off-boarding 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/matinain 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

• Actively identify repeat failures/callouts via regular invoice sampling

• Actively identify and valuate opportunities for self performance.

• Engage with wider Tsebo subsidiaries/entities to enable self performance

• Identify and drive conversion of Managing Agent to Principal sub-contracts

• Negotiate Regional Operational contract specific sub-contractor agreements

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, contract SLAs

• 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.

• Send invoices timeously in accordance with TFS company policies and procedures to TFS Head Office Finance taking due cognisance of due dates for payment and closing of General Ledger.

• At month-end reconcile pass-through costs on download from Onkey against pass-through costs captured in GL.

• Prepare a summary according to client requirements of all pass-through costs to be handed to client for invoicing purposes after receiving invoice and schedule from head office.

• Prepare journals based on review of cost allocations

• Prepare all commercial reports and submit to clients as per agreed timelines.

• Prepare month end reports for commercial review

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 wrt performance, screening and invoicing issues / challenges & interventions

• Ensure Tsebo and Contract Processes and Procedures wrt Supply Chain are rolled out to all geographies

ISO 9001; 14001 & 18001 - Quality, Environmental and Health & Safety Standards

Adhere to the DSFMs Safety, Health, Environmental and Quality (SHEQ) Management Systems Policies & Procedures of as applicable to this position.

Ad Hoc

Any reasonable action requested by management.
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

• Microsoft Dynamic D365, QlikView, Hyperion

• Knowledge of budgeting & forecasting processes is preferred.

• Customer service centred

Qualifications

• Appropriate tertiary qualification, ideally a commercial diploma or degree

• Minimum: NQF Level 3 (Matric) & Financial Certificate

• 2yr Financial Diploma / Degree

• 5 -8 years Contract/Supply Chain Management experience

Policy

Tsebo is committed to protecting your personal data as well as your rights relating to the information in line with the provisions of the applicable data protection laws.

As a company we are committed to Employment Equity when recruiting internally and externally. It is company policy to promote from within wherever possible. Therefore, please be aware that internal candidates will be considered first before reviewing external applicants.

Please note that Tsebo will not charge individuals seeking employment any fees, whether for registration, application, administration or placement.

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Tsebo Solutions Group Proprietary
Limited (reg no 2016/224394/07)

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