Contract Manager at GS Engineering and Construction Corps through QSSR ( Deadline: 05/10/2025)
QSSR-GS ENGINEERING and CONSTRUCTION CORPS-CONTRACT MANAGER
Job Description
Role Summary
Lead the commercial backbone of the Rwanda Transmission & Substation Project across procurement, logistics & customs, invoicing & billing, document control, and subcontractor management. As an EPC construction contractor, we own the full documentation flow from PO (Product Order) issuance through shipment to on-site receipt/installation and handover.
Key Responsibilities
1) Contract & Commercial Management
- Operate the main contract from award to close-out, including amendments and variations/change orders.
- Keep an obligations/milestone register and issues log, draft commercial letters and meeting minutes.
- Coordinate guarantees/securities with Legal/Finance (APG: Advance Payment Guarantee, PB: Performance Bond, retention arrangements).
2) Procurement Management
- Build sourcing plans; prepare RFx (RFI: Request for Information, RFQ: Request for Quotation, RFP: Request for Proposal) and bid tabulations; lead negotiations and award recommendations.
- Issue POs (Product Orders); track supplier confirmations, Incoterms® (International Commercial Terms), and supplier documentation (GTP: Guaranteed Technical Particulars, QA/QC: Quality Assurance/Quality Control, certificates).
- Expedite vendor approvals with Engineering/QA/QC and align deliveries with construction needs.
3) Subcontractor Management (Pre- & Post-Award)
- Pre-qualification & SOW/BOQ conformity review: shortlist candidates, verify capability, align SOW (Scope of Work)/BOQ (Bill of Quantities) and deliverables with drawings/specs.
- Tendering: issue RFx packs, run clarifications, conduct technical–commercial evaluations, and prepare award recommendations.
- Onboarding & Mobilization: finalize back-to-back terms with main contract, issue LOA (Letter of Award)/Subcontract, coordinate mobilization plans, method statements, and look-ahead schedules.
- Progress & Changes: measure progress with Site/Engineering, administer VO/CO (Variation/Change Order) and site instructions, manage interfaces (civil, erection, testing).
- Billing & Close-out: review interim/final statements, support measurements, track retention/warranties, compile handover dossiers and as-built packages.
- Communication: Lead weekly meetings; document issues, risks, and decisions, and link them to the relevant records (drawings, RFIs, NCRs, transmittal).
4) Logistics & Customs (End-to-End Docs: PO → Shipment → On-Site)
- Plan international/inland moves with 3PL (Third-Party Logistics); manage booking, tracking, and site/warehouse delivery.
- Compile and control shipping docs: CI/PL (Commercial Invoice/Packing List), BL/AWB (Bill of Lading/Air Waybill), COO (Certificate of Origin), insurance certs, packing & marking lists.
- Coordinate customs clearance with RRA (Rwanda Revenue Authority) and brokers; prepare exemption/supporting papers.
- Handle exceptions/claims (damage, shortage, demurrage) with evidence packs and closure actions; ensure on-site receipt records and linkage to installation/work packs.
5) Invoicing & Billing Administration
- Prepare/submit invoices by payment terms, including advance/retention set offs and variation billing.
- Reconcile quantities and certificates with Site/Engineering; maintain an invoice register through payment closure.
- Coordinate VAT/tax documentation and submissions on EBM (Electronic Billing Machine) and TIN (Taxpayer Identification Number) portals; archive back-ups.
6) Document Control (DCC)
Correspondence Handling
- Receive, register, and distribute all incoming official letters, emails, and notices from the Client (EDCL), consultants, subcontractors, and authorities.
- Prepare and send outgoing official letters, ensuring correct reference numbers, formatting, and attachments in line with project procedures.
- Maintain a log for all incoming and outgoing correspondence with accurate dates and recipients.
Drawing & Document Management
- Receive, check, and register all incoming drawings and technical documents from the Client/consultants/subcontractors.
- Ensure proper submission of outgoing drawings, technical documents, and transmittals to EDCL and other relevant parties.
- Track document revision status and ensure the latest versions are available to project teams.
- Manage document numbering and filing systems in accordance with company standards.
Filing & Archiving
- Maintain both hard copy and electronic filing systems, ensuring easy retrieval of documents when required.
- Archive approved and superseded documents in accordance with project document control procedures.
Liaison & Coordination
- Liaise with EDCL document control teams to ensure timely submission and acknowledgment of project documents.
- Coordinate with internal project teams to gather necessary approvals before document submission.
Reporting
- Provide regular document status reports to the Project Manager.
- Highlight any delays or missing documents to the relevant responsible personnel.
7) Planning, Reporting & Coordination
- Run weekly commercial/submittal/subcontractor look-ahead lists; chase overdue actions with responsible disciplines.
- Provide concise status updates on procurement, logistics, invoicing, DCC, and subcontractor packages to the Project Manager.
- Interface daily with Engineering, Construction, QA/QC, Warehouse, and Finance; liaise with EDCL (Energy Development Corporation Limited), consultants, vendors, and subcontractors.
Requirements
Systems & Tools
- Office & Utilities: proficient in MS-Word, Excel
Requirements
- Degree or equivalent in Engineering, Supply Chain, Business, or related field.
- Hands-on experience in EPC/infrastructure projects across procurement, logistics, invoicing, and subcontractor management plus document control.
- Solid understanding of contracts, Incoterms, shipping/customs workflows, subcontract administration, and construction documentation from PO → shipment → on-site
Q-Sourcing Servtec is an equal opportunity employer.
Deadline: 05 October 2025. Only shortlisted candidates will be contacted. Solicitation will lead to disqualification.
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