Contract Management Support (3-month project Based)

To ensure operational continuity, compliance, and better visibility across all vendor and lease agreements, we propose the hiring of a project-based employee for 3 months who will be dedicated solely to contract monitoring and repository management. The primary scope includes:

1. Centralized Contract Repository Management

• Compile and consolidate all existing contracts across the organization, including leases, vendor agreements, and service contracts.
• Ensure that digital and/or physical copies are properly stored, categorized, and accessible through a centralized and secure system.

1. Contract Monitoring and Validation

• Review each contract to check and record the following:
• Contract Duration – Start and end dates
• Renewal Terms – Whether the contract is subject to auto-renewal or manual renewal
• Authorized Signatory – Validate if the document is signed by the company’s authorized signatory
• Tag and track contracts approaching expiration and identify those subject for renewal or termination.

1. Compliance Tracking

• Maintain an updated tracker or monitoring sheet with the status of all contracts.
• Coordinate with stakeholders (admin, legal, finance, procurement) for contracts requiring review, renewal, or renegotiation.
• Flag any unsigned, incomplete, or outdated agreements for necessary action.

1. Reporting and Documentation

• Provide regular updates on contract status to the Admin Head and relevant departments.
• Prepare summary reports indicating contracts for renewal, expired contracts, or those lacking key information or signatures.
• Assist in setting up alerts/reminders (e.g., via shared calendars or contract management tools) to avoid lapses.

Qualifications:

• Bachelor’s Degree in Business Administration, Legal Management, Office Administration, Management, or any related field.

• At least 2 years of experience in administrative work, contract monitoring, or document control.
• Experience in handling contract documents or working in a procurement, admin, or compliance department is an advantage.

• Strong attention to detail, especially in reviewing document terms (duration, renewal, signatures).
• Basic understanding of contract terms and common legal/administrative language.
• Proficient in Microsoft Excel or Google Sheets for maintaining trackers and reports.
• Familiar with using shared drives or document management tools (e.g., Google Drive, SharePoint).
• Good organizational and filing skills, both digital and physical.
• Discreet and trustworthy when handling confidential documents.