Contract Administration and Management Policy

The 'Contract Administration and Management Policy' is a document that outlines the guidelines and procedures for the development, administration, and management of contracts within the account job company. The policy aims to streamline the contract process and ensure that all employees involved understand their roles and responsibilities.

 

The scope of this policy covers all contracts of the company, including oral and written agreements that legally bind the company. However, certain contracts are excluded from this policy.

 

To effectively implement this policy, the company appoints a contract manager who is responsible for various tasks. The contract manager oversees the overall implementation of the policy, initiates procurement and performance of contract obligations, and reports annually on policy compliance. They also identify areas for improvement in the contract administration and management process.

 

The policy outlines a procedure for contract authorization, which involves completing and submitting required paperwork to the legal department for review. After legal review, the contract may be forwarded to concerned business units for approvals based on the type of contract or liability/issues involved. Once approved, the contract is shared with the other party for signature.

 

Signature authority lies with the designated company representative, and once the contract is signed by both parties, it is forwarded to the contract manager for record-keeping.

 

The policy also addresses the issue of conflict of interest, stating that no employee, officer, or agent of the company should participate in the selection, award, or administration of a contract if it raises a real or apparent conflict of interest.

 

Training is an essential component of this policy, and the company aims to ensure that all employees are aware of its provisions. An annual training session is conducted to enhance employees' knowledge and competency in assuming their responsibilities and participating constructively in relevant activities.

 

For further guidance or questions, employees are advised to contact their human resources representative at the provided email address. The policy is subject to revision to ensure its relevance and effectiveness.

How to use this document?

1. Appoint a contract manager responsible for implementing the policy, including overseeing its implementation, initiating procurement, and reporting on compliance.

2. Ensure that each contract file is complete and contains necessary documents such as the signed contract, modifications, correspondence, inspections, records, memos, conversations with the contractor, receiving reports, and invoices.

3. Assess the possibility of extending or rebidding contracts prior to their expiration.

4. Complete and submit required paperwork, including the proposed contract, purchase orders, and internal approvals (if any), to the legal department for review.

5. After legal review, forward the contract to concerned business units for approvals based on the type of contract or liability/issues involved.

6. Share the approved contract with the other party for signature, ensuring it is signed by the designated company representative.

7. Forward the signed contract to the contract manager for record-keeping.

8. Avoid participating in the selection, award, or administration of a contract if there is a real or apparent conflict of interest.

9. Attend the annual training session to enhance knowledge and competency in contract administration and management.

10. Contact the human resources representative for further guidance or questions.

11. Regularly review and update the policy to ensure its relevance and effectiveness.