Administrative Manager - Contracting Branch

In charge of Administrative supervision of contracting activity for road authorities or subcontracting for major contractors in the black top business in South Africa.

Qualifications:

• Relevant B Com/Diploma in Accounting /Cost Engineering or similar

Supervision:

• Under the General Manager Operations East supervision
• Also managed by the Financial Director
• Supervises operation clerks

Close cooperation with:

• Project Manager Contracting
• Local Project Managers Contracting
• IT Manager

Duty:

• In charge of implementing safe and efficient operational practices from a financial perspective

Job Context

Business model:

• The Contracting Branch performs black top road construction works for road authorities or other contractors.

Specific prerequisites:

• South African construction contract law
• Standard contract conditions in force with Sanral, Provinces and Metropolitan Municipalities
• FIDIC

Job Description at activity level

Tendering:

• Reviewing tender rules and contract conditions at tender stage and pointing out potential financial risks
• Ensuring tendering has all necessary documentation in order to substantiate Company compliance (Company Registration Certificate, Certificate of Good standing, etc.)
• Requesting required guarantee from bank or from head office
• Ensuring CIDB rating collecting certificates for completion and submitting application

P&L:

• Setting P&L at activity level, detailed at Project level (Cost centre)

Receivable:

• Performing receivable review with age analysis and taking appropriate actions from reminder to request for legal action.

Job Description per Contract

Contract award:

• Opening Administrative section of the Project File
• Opening Cost Centre
• Checking contract conditions
• Setting required bonds and insurances
• Invoicing and collecting advance payment
• Drafting Company’s subcontractors’ contracts

During Contract performance

Ensuring that daily financial report is properly captured in the company’s software including:

• Attendance sheet, to ensure proper monthly payroll
• Use of Company’s plant, to provide for internal plant rental cost
• Stock transfer from factories
• Providing for external purchase regardless of invoice being received or not

Monthly:

• Liaising with HR in order to check that there is no loophole in attendance sheet
• Liaising with Plant Pool in order to check that there active Company’s plant have been properly provided for
• Checking internal stock transfer with factories
• Ensuring all cost are accrued for regardless of invoice being received or not
• Issuing per Project P&L – Comparing against forecast Project Manager’s forecast
• Checking monthly certificate and recording related turnover
• Checking work completion against contract deadlines
• Checking that required variation order are issued
• Assisting Contract Managers in negotiating amendment to Contract

At Project closing

• Ensuring issuance of Completion Certificate
• Ensuring that last payment is processed in due time
• Claiming release of retention money upon completion
• Upon end of defect remediation period, claiming release of outstanding guarantee