Head Contract Planning & Control

SERVICE DIMENSIONS

This job coordinates the budgeting and planning for the division, across all Company (PHC, LOS & ABJ), with the corresponding engagements (internal & external); oversees technical audits; and is responsible for the divisional contractual processes, all geared towards providing support in ensuring facilities and equipment meet/operate at company standards.

It ensures contractual obligations are established/maintained, providing uninterrupted service delivery and keeping the office, residences, and environs in conducive and safe working conditions.

ACTIVITIES

A. Contracts Strategy & Governance

• Define and maintain the FM&A contract strategy, including consolidation, sourcing models, and lifecycle planning
  
• Ensure all FM&A contracts are established, renewed, or exited in full compliance with the Company Management System (CMS)
  
• Act as FM&A focal point for Contract strategy definition, CFT preparation & evaluation and Contract performance governance
  
• Ensure contractual alignment between Scope of services, Asset criticality, Service level agreements (SLAs) and Performance indicators (KPIs)
  

B. Financial Control & Cost Assurance

• Ensure strict control of FM&A commitments, invoices, and payments
  
• Monitor budget consumption, variances, and risks
  
• Support contract cost optimization, value engineering, and savings initiatives
  
• Actively prevent Unplanned spend, Emergency contracting, Payment delays and reputational exposure
  
• Drives Duet meetings. Conducts weekly meetings with sectional heads and coordinates Purchase to Payment (P2P) meeting with CPNC, Finance, and technical departments to reduce/eliminate delays in the internal processes before invoicing/payment.
  
• Performs over-sight functions on the activities of eJPC creators and ensures FM&A contractors are paid on time.
  

1. Supervises the interface with Internal Control and the Decentralized Purchasing Persons (DPP) to ensure that all POs and SPRs processed are in line with the DOA.
   
2. Manages the presentation of monthly reports of FM&A budget performance in liaison with Cost Control team and discusses with Budget Responsible to identify areas to strengthen.
   
3. Works with Partners & Authorities Relations (PAR), Finance & Control (F&C) and NUIMS teams to review yearly financial performance. (General Investments and Common Cost for Facilities, Projects and Supply Chain entities).
   
4. Contributes to the preparation of Five-year Budget plan for FM&A Division (Pluri-annual budget plan).
   
5. Actively supports and works with sectional Heads/Managers in the preparation and monitoring of their budgets.
   
6. Develops, formulates, and recommends budget defense strategies to address concerns and facilitate resolutions
   

C. Planning, Forecasting & Work Program Control

• Develop and control short, medium, and long term FM&A work programs
  
• Lead multi year contract planning for Estates. Power generation. High rise buildings (EKT1, EKT2, KBR), Fleet, travel, catering, technical services etc.
  
• Ensure budget realism and phasing, in coordination with Finance and PAR
  
• Anticipate contract cliffs, asset risks, and resource bottlenecks using forward planning tools
  
• Responsible for negotiating and obtaining from NUIMS yearly, approved Work Programs (WP), for the FM&A division as well as the defense.
  
• Defends yearly financial performance during Sub-Com and Quarterly FM&A Division Meetings with NUIMS.
  
• Ensure that all FM&A Division leases (landed properties) and Maintenance Contracts are properly established prior to the execution of works.
  
• Liaise with the contracts Duet to drive Triplet/Quartet/Quintet meetings and CPSC presentations with CPNC Division to promptly conclude the affected contracts.
  
• Work with technical departments in the preparation and monitoring of their budgets.
  
• Develop, formulate, and recommend budget defense strategies to address concerns and facilitate resolutions with Cost Control.
  
• Participate in quarterly FM&A meetings with Partners & Authorities Relations Division / NUIMS.
  
• Responsible for negotiating and obtaining from NUIMS yearly, approved Work Programs (WP), for the FM&A division as well as the defense.
  
• Defends yearly financial performance during Sub-Com and Quarterly FM&A Division Meetings with NUIMS.
  
• Ensure that all FM&A Division leases (landed properties) and Maintenance Contracts are properly established prior to the execution of works.
  
• Liaise with the contracts Duet to drive Triplet/Quartet/Quintet meetings and CPSC presentations with CPNC Division to promptly conclude the affected contracts.
  
• Work with technical departments in the preparation and monitoring of their budgets.
  
• Manage negotiations, agreements and other arising issues with landlords regarding Company owned/ leased landed properties.
  
• Manages third party correspondences for FM&A partners (NUIMS), Govt. Agencies, etc.
  

D. Performance Management & KPI Control

• Design and maintain the FM&A KPI framework, covering Service delivery, Asset availability, Financial control and Contractor performance
  
• Ensure objective, data driven performance reporting to FM&A Management and others as may be required
  
• Lead contract performance reviews, including Monthly service quality meetings, Corrective action plans and Performance recovery strategies
  
• Responsible for weekly KPI, monthly and yearly sectional reports.
  

E. Risk, Compliance & Audit Readiness

• Maintains FM&A risk register related to contracts, services, and assets
  
• Ensure all FM&A activities are always audit ready
  
• Act as FM&A interface for Internal audits, External audits and Regulatory reviews
  
• Track and close audit findings and management actions
  
• Overseas technical audits of FM&A facilities and equipment. Supervises audit planning, implementation, and close-out of follow-up actions.
  
• Actions in Synergi as HSE Rep for FM&A Division and as a member of the LOS Environmental Focus Team (EFT)
  
• Any other function that may be assigned by hierarchy.
  
• • Supervises the creation and updates Assets Registers for facility/equipment managed by the various departments.
  
• Oversees correspondent support activities within FM&A (IST/CMS/IMO/Compliance).
  
• Supports the ISO 14001:2015 certification (dry and wet waste management) of all LOS facilities as HSE Rep for FM&A Division and as a member of the LOS Environmental Focus Team (EFT).
  
• Conduct waste management trainings for contractor personnel & follow-up and close-out of assigned HSE
  

CONTEXT AND ENVIRONMENT

• Budget engagements with partners can run into odd hours of the day.
  
• Challenges in dealing with the bureaucratic settings of government parastatals and agencies.
  
• Function will require to travel for meetings with relevant authorities.
  
• Interface with technical departments for budget details and updates, with vendor for their payments, can introduce delays in workflow process.
  
• Interfaces with Cost Control, Accounts Payable, Assets Accounting, Financial Reporting, Risk Management & Insurance, NCD, Tax and Total Country Services (TCS) teams.
  

Requirements

HSE OBJECTIVES

• Coordinate and participate in all quarterly FM&A HSE CODEP Committee meetings and safety/emergency drills.
  
• Ensure inclusion of all company HSE standards/requirements in contracts and follow-up with audits.
  
• Identify and prepare, with user departments, bridging documents to cover HSE gaps in contracts.
  
• Ensure good understanding and adherence to company HSE objectives.
  
• Report anomalies yearly and attend HSE trainings.
  

ACCOUNTABILITIES / DELIVERABLES ·

• Obtain yearly approved Work Programs from partners, NUIMS.
  
• Successful / smooth relations with NUIMS, technical responsible parties, Finance, etc.
  
• Ensure FM&A contracts are implemented in line with COMPANY policies.
  
• Promote Information Management best practices within the Entity.
  

QUALIFICATIONS / EXPERIENCE REQUIRED

• Good University Engineering Degree preferred, Contracts working experience desired; at least 10 years post NYSC working experience in a similar position required.
  
• Good general administration, organizational ability and leadership skills are paramount.
  
• Good command of English language. French language is an added advantage.
  
• Computer expertise required. 
  
• · Proficiency in the use of SAP.