Job Description

Location:  Based in ireland

About Us

As an Arcadian, you already help us deliver world leading sustainable design, engineering, and consultancy solutions for natural and built assets. You are part of our global business comprising 36,000 people, in over 70 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can continue to solve the world’s most complex challenges and deliver more impact together.

Scope of Work

The Contracts Management and Global Supply Chain Teams are responsible for the day-to-day operation of the sourcing and contract management of regional projects in the Island of Ireland for the clients cloud infrastructure responsible for hyperscale data center construction. The role will include contracts execution and management, sourcing, procurement and wider contracts support for those projects or supplier categories assigned to them within the region. Primary focus of this role will be supporting the Sub-Regional Contracts Director on the program, and any execution related tasks.

The selected Supply Chain Execution Manager (SCM) Vendor will support the existing team and the Sub-Regional Contracts Director (RCD), the tasks listed below are not exhaustive and may not include other duties as may normally be expected of a SCM:

• The SCM will assist in managing the procurement and sourcing for the following categories in support of our data center construction program; General Contractors (GC's), Architect / Engineers (AE), Commissioning Agents (CxA), Cost Management, Project Management (PM) and other sundry professional services.
• The SCM shall generally be responsible for, and act as the client representative, on a data center campus together with any associated infrastructure and utility works projects.
• The SCM supports the RSCM/RSM and leads the project level sourcing, procurement and contract administration. The SCM will be also accountable to the Client Regional (EMEA & APAC) Supply Chain Director.
• Perform tasks with minimum supervision and in alignment with Client Supplier Code of Business Conduct.

• Contribute, collaborate and provide support to continuous improvement of procedures and processes across global supply chain teams from varied service providers.
• Works with and supports all Client Management project stakeholders to monitor projects and to coordinate supply chain activities in all stages of a project from front end planning, through delivery, execution and close out.
• Work in alignment with non-construction stakeholders including the client and other vendor teams.
• Provides regular briefing to the RSCM on project procurement and contract status, issues, and concerns; keeps RSCM informed daily of any escalation issues that arise
• Provide feedback and recommendations to supply chain and project systems functional groups on actual experiences gained during implementation of new tools, processes or procedures.
• Scope of Services may be amended, reduced or augmented during the period of service, any requirement for additional resources must be agreed with the client prior to appointment.

Strategic Sourcing

• Support the supply chain planning and strategy development for a defined category regionally to ensure that we have sufficient geographic cover and capacity in our supply chain to meet the demand.
• Maintain the category management plan to track project allocations and awards, capacity of suppliers.
• Manage the sourcing and onboarding of new suppliers including outreach, assessment of capabilities, prequalification, screening and vendor setup.
• Facilitate and support the negotiation and execution of master agreements, addendums and country specific contract terms with
• suppliers and Clients legal counsel.
• Drafting of final master agreement contract documents (incl. regional terms and exhibits) and submission to the business administration team for processing.
• Support the RSM in the development of frameworks strategies for key categories; including the development of bid lists, coordination with stakeholders, preparation and management of the RFP, development and implementation of negotiations plans, oversee the interview process and prepare final award recommendation.
• Support the RSM in development and update of the metro level contracting strategies for each country and ensuring that there is early identification of potential supply chain gaps / issues.
• Assist the RSM in tracking supplier performance against global KPI's / SLA's and reporting to business stakeholders.
• Contribute, collaborate and provide support to continuous improvement of procedures, processes and contracts.

• Provide Procurement support to the Campus Delivery teams (incl. DCD, DCE, Cx etc.) on all aspects of project delivery on their assigned projects.
• Run country / region specific contract operations meeting to ensure all required procurement events are planned, resourced and tracked.
• Mange all procurement activities required to support contract execution and delivery for both project specific or regional framework RFP's in collaboration with the client project delivery team, an outline of these activities is listed below:

               - Support the RSCM in the preparation of the contracting strategy for the project in consultation with the Sourcing team and stakeholders

               - Ensure the screening and onboarding of new suppliers / entities is complete to support contract execution.

               - Ensure the scope documents provided by the project team are of an appropriate quality for the services being procured.

               - Prepare and align RFP documents / scope of works with the project team

               - Oversee and manage the RFP process via the etendering platform (Compass)

               - Arrange meetings (KO meeting, site visits, mid-bid meeting, etc.) with bidders and the project team.

               - Collate bidder mid-bid requests for information (RFI's), coordinate responses from the project team.

               - Develop and agree RFP scorecard template with the project team.

               - Collate bidder proposals and circulate to the project team.

               - Prepare / support the commercial assessment of bidder proposals and circulate to the project team.

               - Collect commercial and technical results from the project team.

               - Manage and ensure closeout of all commercial and technical clarifications with the project team and suppliers.

               - Prepare and manage approvals of award recommendation letter.

               - Submit funding approval requests to the cost management team and track to completion.

               - Prepare contract documents and submit to the business administration team for processing.

               - Track contract signatories to ensure timely execution and inform project team once complete.

               - Arrange and manage debrief meetings for unsuccessful bidders.

• Manage all GC Stage 2 Lump Sum procurement activities in collaboration with the project team.

               - Draft Stage 2 Lump Sum strategy with Regional Commercial Lead.

               - Develop and agree the Stage 2 Lump Sum strategy and schedule with the project team.

               - Manage the Lump Sum negotiation process between the GC and the commercial team.

               - Finalise the contract approval and close-out activities.

Contract Execution and Management

• Attend weekly change triage meetings to provide contractual support and advice on potential change orders.
• Prepare change order contract documents in line with the supplier’s master agreement / PSR and submit to business administration team for processing.
• Track execution of change orders to ensure timely execution and inform project team once complete.
• Track and manage the close out of provisional change orders with the project team.
• Manage and track the closeout of claims in collaboration with the project team.
• Advise and draft formal notices with input from the project team.
• Track contractual milestones and collaborate with the project team to ensure contracts are being update in alignment with the project schedule.
• Inform project team of executed contracts and notify them on any specifics they should be aware of such as; potential gaps, OFCI vs CFCI, etc.
• Ensure correct use of the Contract Management tools and forms.
• Provide support on the handover project and execution of the Taking Over Certificate (TOC)
• Manage the overall Contract Lifecycle Management (CLM) and notify the project team when contract extensions / procurement activities are required.
• Contractually manage the final account and contract close-out of all project awards.

Qualifications and Experience:

• 10+ years of experience in procurement, project management, supply chain, quantity surveying or equivalent experience in the construction industry or related industrial sectors.
• Previous experience of providing support to large scale construction programs and projects
• Any experience of providing global clients on international, complex or mission critical projects is a plus
• Direct experience in data center construction is a plus but not a minimum requirement
• Strong understanding of project and program management
• Should have knowledge of international construction industry standards and practices