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Objective

The Contracts Specialist Junior is responsible for providing operational and analytical support for the management and maintenance of Legal Contracting Instruments (“Contracts”). This role supports suppliers and PPI’s personnel on Agreement-related matters. Under the supervision of the Supplier Alliances Manager, the Contracts Specialist Junior assists in the preparation of Amendments and new contracts as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES (include the following, additional duties may be assigned)

1. Contract Negotiation & Drafting:

• Assists in preparing drafts of contracts and amendments ensuring the use of the latest approved contract template, the customers’ requirements and the legal, commercial, and operational aspects agreed during the negotiation process, under supervision.
• Supports the review of supplier comments on drafts and assists in preparing counterproposals under the guidance of Manager and/or PPI Legal Department.
• Assists the Manager during negotiation sessions with suppliers by coordinating activities, taking notes, and building rapport with the supplier’s team to help achieve the desired outcomes.
• When applicable, evaluates counterproposals from suppliers or other parties and provides suggestions to the Manager.
• Provides support and follow-up on assigned negotiation projects, including gathering legal documentation from suppliers for review and validation by PPI Legal Team.
• Prepares, obtains approvals for, and ensures the distribution of invitation letters and Requests for Information (“RFI”) related to assigned negotiation projects.
• Tracks and manages the RFI process, ensuring proper documentation and compliance.
• Supports the senior contracts specialist or manager in the RFI process, handling administrative tasks, ensuring compliance, and facilitating communication between internal and external stakeholders.

2. Contract Implementation & Maintenance

• Prepares and ensures the timely submission of the documentation required to request the customer’s accession to the contracts and follows up until the process is completed.
• Manage the full contract lifecycle, from initial development through execution, compliance tracking, amendments, and closeout.
• Monitor and update the contracts and related documents, to reflect changes in client regulations and for operational and commercial adjustments.
• Maintain accurate and organized contract records in the internal system.
• Maintain physical and electronic filing systems, ensure records are created and properly retained and maintained, following current procedures.
• Coordinates kick-off meetings with new suppliers to provide general orientation on the operation of contracts.
• Prepares and maintains all necessary documentation to support effective contract administration and compliance with internal procedures.
• Assists in implementing contracts and amendments to ensure compliance with internal customer policies.

3. Commercial Analysis & Pricing

• Conducts comprehensive price analysis to negotiate and ensure fair and reasonable pricing. Price analysis can involve comparing the proposed price to similar goods or services, competitor prices, catalog prices, or historical data. Also, ensure that new items to be added to the Price List are in line with the scope of the corresponding contract.
• Receives and analyzes supplier’s requests for price lists escalation and conducts the discount adjustment process that typically involves defining discount levels, calculating the discount amount, and applying it to the final price.
• Calculates and communicates liquidated damages for delays in accordance with contract terms.

4. Operational Support

• Responds to inquiries regarding the delivery and/or acceptance status of orders in Automated Information System and regarding the interpretation of the terms and conditions of Agreements.
• Supports the customer’s contracting process through contracts by coordinating the formalization of purchase orders with Suppliers, including their corresponding annexes issued in connection therewith, in compliance with current procedures.
• Calculates, reviews liquidated damages for delay and analyzes suppliers’ written objections. Requests additional written information generated by customers or PPI’s logistics department as needed, making necessary changes to reflect the real delivery date and/or completion date, and verifying partial deliveries in the Automated Information System.
• Generates credit notes for concept of Liquidated Damages in the Automated Information System.
• Receives, reviews and analyzes daily reports related to the proper operation of the Agreements, and takes appropriate actions as needed.
• Acts as an operational point of contact with suppliers to resolve discrepancies in deliveries, service acceptance registry, performance management, credit notes, liquidated damages provisions, etc., escalating issues when necessary.
• Prepares meeting minutes, reports, and presentations as required.

 5. Compliance & Process Improvement

• Monitor contract compliance and support internal and external audits processes, as requested.
• Promotes continuous improvement initiatives by identifying opportunities for operational efficiency and implementing the best practices.
• When necessary, notifies suppliers of non-compliance with contract requirements and meet with suppliers to review contract performance

 6. Stakeholder Engagement & Training

• Participates in meetings to resolve client’s and supplier’s concerns
• Participates in cross functional projects, collaborates with other departments to drive business objectives and ensure alignment across the organization.
• Participates (including travel, when applicable) in the courses, seminars, conferences, etc. considered in the department’s training program.
• Performs other related duties and special projects, as required.

QUALIFICATIONS / ATTRIBUTES

• Honesty, trustworthiness, integrity, ethical, and dependability.
• Quick learner of new systems.
• Strong interpersonal and analytical reasoning skills.
• Legal and regulatory knowledge.
• Negotiation and communication abilities.
• Great attention to detail and financial acumen.

REQUIREMENTS

Education Level:

• Bachelor’s degree in an Engineering, Business, Supply Chain or related field with an analytical orientation.
• Certification in contract management, supply chain, contract negotiations, or other related matters (e.g., CPCM, CCM), is a plus.

Years of Experience:

• Minimum of two years in procurement and/or negotiation or related functions.
• Basic knowledge of contracts and applicable regulations in the Oil&Gas industry is a plus.

Travel Requirements: Up to 10% (Occasional travel to customer and/or supplier facilities and professional development).

Language: Fluent in English and Spanish, with strong writing and presentation skills.

Special Requirements:

• Computer Skills – Proficient in the use of personal computers and Microsoft Office (Excel, Word, Power Point, etc.)
• Math Ability – Ability to apply mathematical operations to price changes, economic index calculations, comparative analysis, and basic estimations/projections
• Reasoning Ability – Ability to read, analyze, and interpret general business periodicals, professional journals, financial reports, legal documents, technical procedures, contracts, economic indicators and/or government regulations.
• Ability to write reports, business correspondence and procedures.
• Time management – Effectively balance working on multiple projects at one time while successfully meeting tight deadlines.

COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies:

• Effectiveness
• Responsibility
• Integrity
• Information Management
• Communication
• Adaptability
• Teamwork
• Identity
• Safety
• Leadership
• Strategic Planning

PHYSICAL DEMANDS

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

PPI is E-Verified participating employer

EQUAL EMPLOYMENT OPPORTUNITIES

PPI is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.