Contracts Administrator at Tatu City in Kiambu, Kiambu, Kenya

The role involves the meticulous administration of all project-related contracts, with a primary focus on the main construction contract (based on FIDIC or a similar international standard). Responsibilities include managing all contractual correspondence, tracking obligations and deadlines, administering the change management process, and providing direct support to the Senior Project Manager in the evaluation of claims and variations.

The position requires a professional with a deep understanding of construction contracts, exceptional organizational skills, and a proactive approach to identifying and mitigating commercial risks. Candidates must have extensive experience in a similar role on large-scale construction projects, strong proficiency in contract law principles, and excellent communication and record-keeping skills.

Responsibilities:

1. Contract Management & Correspondence:

• Serve as the primary point of control for all incoming and outgoing contractual correspondence between the project team, the main contractor, and other key stakeholders.
• Manage and maintain a comprehensive and up-to-date register of all contractual notices, instructions, and formal letters, ensuring a complete and auditable project record.
• Draft, review, and issue formal contractual correspondence on behalf of the Senior Project Manager, ensuring all communications are clear, precise, and contractually sound.
• Meticulously track all contractual deadlines and obligations for both the client and the contractor, providing proactive reminders to the project team to ensure timely action.

2. Change Management & Variation Control:

• Administer the entire change management process, from the receipt of a potential change to the finalization of a Variation Order.
• Log, track, and manage all contractor-submitted change proposals and requests, ensuring they are reviewed by the relevant technical and commercial teams in a timely manner.
• Assist the Senior Project Manager and Quantity Surveyors in the commercial evaluation of variations, ensuring that all costs are substantiated and fair.
• Prepare and issue formal Variation Instructions and Variation Orders in accordance with the contract.

3. Claims Administration & Risk Mitigation:

• Provide frontline support in the administration of all contractor claims, including claims for Extension of Time (EOT) and additional costs.
• In collaboration with the project team, compile all necessary documentation, correspondence, and site records required to analyze and respond to contractor claims.
• Maintain a detailed log of all potential claim events and risk items, providing regular updates to the Senior Project Manager.
• Assist in the preparation of formal responses to claims, ensuring they are robust, evidence-based, and submitted in accordance with the contract's time bars.

4. Documentation & Reporting:

• Ensure that a complete and accurate record of all contractual matters is maintained and is easily accessible.

• Prepare regular reports for the Senior Project Manager on the status of key contractual issues, including the change order log, claims register, and correspondence status.

• Assist in the compilation of contractual documentation required for monthly progress reports and executive summaries.

• A bachelor’s degree in Quantity Surveying, Construction Management, Law, or a related field is essential.

• A minimum of 7-10 years of direct experience in a contract administration or quantity surveying role on large-scale construction or infrastructure projects.

• Extensive experience working for a major client, PMC, or main contractor in a contracts-focused role is critical.

• Expert working knowledge of major international contract forms, particularly FIDIC (Red and/or Yellow Book), is mandatory.

• High proficiency in Microsoft Office Suite (especially Excel and Word) is required. Experience with document management systems like Aconex is highly advantageous.