Job Purpose MSA Management Senior Officer (Contract Compliance) is responsible for support and administration of all main Mining Services Agreements including draft new RFP/TOR document for MSA and OM, collection of Mining Contractors/Operator's report for relevant authorities, support Mining Contractors/Operator's for acquiring permits and licenses, management of Mining Contractors/Operator to strictly perform in compliance with CA and CTA, e.g. EIA, and evaluation of Mining Contractors/Operator's performance, and responds official letters to Mining Contractors/Operator including set, invite, and hold the meeting with Mining Contracts/Operator to explain and clarify the key contract conditions for accurate and consistent understanding including take minutes of meeting.
Prepare RFP/TOR as Mining department yearly plan including perform as a facilitator for committee of contractor/operator/vendor selection process and report the progress of all selection process as the approval plan. Coordinate/review and complete all mining contracts in terms of legal, commercial and company regulations with contractor/operator/supplier and the end user regarding the requirements, special provisions, terms, and conditions to ensure contract
compliance with applicable laws and regulations, internal company policies and procedures.
Accountabilities:
MSA Compliance
1.1 Support and manage the administration of the existing Mining contracts to ensure that all Mining Contractors/Operator's obligations are fully performed and complied with the Agreement.
- Manage Mining Contractors/Operator to fulfill obligations under MSA, e.g. advance payment issuance, camp site construction plan, equipment mobilization plan for site preparation work, fuel supply agreement, tax ID registration, manpower manifest and Lao mobilization plan, equipment master list and procurement plan, notice to procure date, performance bond, financial support documents, main equipment commissioning plan, manufacture delivery schedule, dust suppression equipment verification, insurance policy, technical specification of main equipment, main equipment acceptance, etc.
- Manage Mining Contractors/Operator strictly follow CA and CTA, e.g. EIA, Annex N - Lao Preference Requirements
1.2 Make the development of RFP/TOR document for new Main Mining Contracts including make improvement to the existing conditions of contract.
- Provide Term of Reference (TOR) or Request for Proposal (RFP) and Bidding Documents to interesting Mining Contractors/Operator to propose the Bids for new MSA, i.e. Financial Proposal and Technical Proposal, e.g. yearly production schedule of overburden Waste removal volume, Coal hauling tonnage, mine maps and layout plans.
1.3 Make the development of RFP/TOR document for mining additional works for short period (<1 yrs) such as embankment construction works and others including bidding process.
1.4 Monitor and follow up the performance /compliance under all MSA and record their status progress.
1.5 Implement and propose information to Management for approval as specified in DOA, CTA, CA on Variation/Change management process.
1.6 Consult and work with legal team for contract preparation and others.
Contract Management
2.1 Evaluate Mining Contractors/Operator's performance for overburden Waste removal volume, and Coal hauling tonnage on timing schedule as designated in mine monthly production plan and yearly production plan.
2.2 Make weekly/bi-weekly/monthly Report and submit and distribute all reports in compliance with MSA to concerned parties.
2.3 Make report for special case/requirement.
2.4 Provide information received from Mining Contractors/Operator to relevant function of Company before sending to GOL.
2.5 Submit and distribute monthly reports in compliance with MSA to concerned parties.
2.6 Set, invite, and hold the meeting and take Minutes of Meeting between Company and Mining Contractors/Operator.
2.7 Create Work Procedures for each work related to operation of department and working between Mining Contractors/operator and Company.
2.8 Support relevant field supervision of the obligations of the Mining Contractors/Operator and clarify such inconsistency of conditions of contract or any dispute made with Mining Contractors/Operator (if any).
Document Control
3.1 Control letter-in and letter-out delivered between Company and Mining Contractors/Operator including register in Company’s document control system.
3.2 Draft and issue memo and letter as compliance with contract conditions and obligation to respond contractors/operators and others.
3.3 Generate document number to control letter-out under MSA and OM.
3.4 Make monthly presentation.
3.5 Make report related the document control to management.
Commercial Contract
4.1 Prepare and draft RFP/TOR with end user to ensure if it is in compliance with the requirements.
4.2 Support Section Manager and Procurement Committee for each vendor selection process.
4.3 Draft contract with legal, contractor/supplier and the end user about work scope, term linkages between payment and work progress, applicable laws, and regulations.
4.4 Brief section manager on the contract draft progress.
4.5 Monitor (with user) the status of each supplier/contractor and remind possible issues of each contract.
4.6 Prepare Section Manager the contract claims in accordance with the conditions of contract.
4.7 Prepare Section Manager the Variation management process.
4.8 Facilitate the examiner committee to accept the goods/services and contract price deduction.
Others
5.1 Participate to fulfill environmental and safety management systems, which are ISO 14001 and ISO 45001.
5.2 Support all data/information to management.
Minimum Qualification
Bachelor’s degree or higher in Engineer or Business Administration or Arts or others related field.
TOEIC more than 700
English usage fluently
>3 years of work experiences in Contract Management or Mining.
Good knowledge in standard agreement format, mining contract procurement and selection.