Contract Administrator DPP (Exempt)

Under the general supervision of the Assistant Commissioner of Procurement, an employee in this class
performs highly responsible and specialized administrative and managerial work in directing large-scale
and complex departmental programs.

The Contract Administrator is responsible for drafting, writing, developing, and administering assigned
scopes of work, and contracts for all agencies of government. The scopes of work and contracts involve
professional services, items, equipment, construction, and services required, function within a broad
framework of existing laws, policies, rules, and regulations with considerable latitude for individual
discretion. This position requires a confidential relationship to a policymaker.Plans, organizes, and directs the administration of contracts for the proper management and operations of
the department to ensure efficient and effective functioning within the framework of departmental needs in
accord with rules, laws, regulations, and policies.

Initiates correspondence to contractors, prepares Amendments to Contract documents.

Prepares change orders and Supplemental Agreements that reflect a vast variety of changes that occur
during the life of contracts, or prior to finalization by assuring that the Government has received the benefit
of equitable process or price reductions or other considerations during the negotiation period and prior to
the formalization of the negotiated contracts.

Maintains security precautions that relate to the preclusion of dissemination or disclosure prior to
negotiations of confidential or official information contained in applicable contract files.

Determines that sufficient and appropriately chargeable funds are available and obligated prior to award of
contracts.

Attends bid openings and acts as principal negotiator for formalizing informal commitments.
Develops scopes of works.

Drafts and writes contracts, amendments, supplemental, renewals, and all agreements.

Conducts research and evaluation of current and potential services to satisfy government needs.

Collects vendor documents, and all other pertinent documents to support contract awards.

Provide guidance and assistance to all central government agencies with processing procurement requests.

Keeps immediate supervisor informed.

Performs other related duties as required.MBA or MPA and three (3) years of responsible administrative, legal, and technical experience.
                                                                           OR
Bachelor’s Degree from an accredited institution in Business or Public Administration and at least five (5)
years of progressive work experience in contract administration or management.FACTOR 1- KNOWLEDGE REQUIRED BY THE POSITION
Knowledge of government and DPP policies, laws, rules, regulations, and standard operating procedures
governing administration, contracting, procurement, and other functions related to Administration.
Skill in organization and prioritization.
Skill in time and record management.
Skill in critical thinking and reasoning.
Skill in written and oral communication.
Ability to perform level of work such as negotiating, awarding, administering, or terminating of contracts.
Ability to lead conferences and discussions to reconcile different objectives and viewpoints amongst
representatives of the Government agency concerned, contractors, and vendors.
Ability to coordinate various data and control factors in developing plans or courses of action.
Ability to organize, coordinate, and execute on details.
Ability to effectively manage and participate in multiple, concurrent projects.
Ability to establish and maintain effective working relationships, facilitate groups and meetings.
Ability to use personal computers and related software applications.
Ability to work collaboratively and closely with user agencies towards developing RFP, RFQ and IFB
scopes of work.
Ability to work collaboratively and closely with user agencies towards drafting, writing, developing all
contract types, amendments, supplementals, and renewals.
Ability to conduct market research for the development and drafting of scopes of works and contracts.
Ability to work closely with user agencies to understand their respective program/divisions/department
needs.
Ability to conduct communications with vendors and collect vendor documents to support contracts and
all other types of agreements.
Ability to be flexible, proactive, highly motivated, resourceful, professional, and efficient.
Ability to establish and maintain effective working relationships and facilitate meetings.
Ability to work independently with little or no supervision.
Ability to exercise sound judgment in carrying out functions of the position.
Ability to develop, update and/or edit policy and procedures.
Ability to interpret and explain policies and procedures relating to purchasing from the Government central
stores and mail/ courier services.
Ability to make independent decisions based on knowledge of policy and facts.
Ability to make oral public presentations.
Ability to comprehend, analyze, and research problems of a complex nature and make recommendations.
Ability to work in a fast- paced environment and multitask while meeting specific deadlines.
Ability to exercise sound, independent judgment in carrying out functions of the position.
Ability to establish and maintain effective and professional working relationships, with supervisor,
colleagues, and vendors.

FACTOR 2- SUPERVISORY CONTROLS
Work is supervised directly by the Assistant Commissioner of Procurement who periodically reviews
work in progress and upon completion provides technical assistance on complex contracting documents.

FACTOR 3- GUIDELINES
Guidelines include departmental guidelines and procedures. The incumbent is expected to use
knowledge acquired through training and experience in making independent decisions.

FACTOR 4- COMPLEXITY
Work includes exercising independent judgment in the handling of complete procurement transactions
and interrelationships between user agencies, approving agencies and vendors. While maintaining and
analyzing bid packages, and more applicable to the department's daily operations.

FACTOR 5- SCOPE AND EFFECT
The purpose of work is to analyze requisitions and all supporting documents for purchases, recommending
bid packages, enforcing competitive procedures in accordance with established legal and procedural
requirements, and communicating with vendors.

FACTOR 6- PERSONAL CONTACTS
Contacts are vendors, co-workers, supervisors, heads of agencies and boards, employees of government
and other administrative officials within and outside of the organization.

FACTOR 7- PURPOSE OF CONTACTS
Contacts are made to maintain policies and procedures that are fair, open, and compliantwith local and federal
laws.

FACTOR 8- PHYSICAL DEMANDS
Works is primarily sedentary and requires little physical effort.

FACTOR 9- WORK ENVIRONMENT
Work is an office setting and may require some offsite travel.