Contracts and Claims Manager

SECTION III: KEY RESPONSIBILITIES/ ACCOUNTABILITIES

Contract & Claims Management

• Define clear objectives and communicate a shared vision to inspire and align teams with the project's success criteria. 
• Prepare, substantiate, and submit claims, including EOT, cost compensation, and disruption claims, backed by robust evidence, delay analysis & quantum forensic.
• Maintain comprehensive documentation for all claims, ensuring compliance with legal and contractual standards.
• Manage variations, claims, and contractual correspondence with a focus on FIDIC or Other forms of Contract agreed between the Parties.

Risk Identification and Mitigation

• Identify potential risks in project contracts, timelines, and stakeholder obligations.
• Develop and implement risk mitigation strategies to minimize impact on cost, schedule, and deliverables.
• Conduct regular risk assessments and report findings to senior management.

Dispute Resolution

• Preparation of Statements of Claim (SOC), Statements of Defense (SOD), and rejoinders in arbitration and adjudication processes.
• Represent the organization in dispute resolution forums. 
• Provide guidance on dispute avoidance strategies to project and site teams.
• Represent the organization during arbitration, dispute resolution meetings, and other stakeholder interactions, safeguarding project interests.

Contractual and Legal Oversight

• Ensure compliance with FIDIC and other contractual frameworks across all project stages.
• Review contract terms and conditions to identify ambiguities or risks, proposing modifications as necessary.
• Guide teams in implementing contractual obligations and maintaining adherence to project schedules.

Team Leadership and Development

• Advise project teams on key performance indicators, cost control, and claim entitlements.
• Foster collaboration across internal departments and external stakeholders, ensuring clear communication of contractual obligations and entitlements.
• To take ownership of roles and responsibilities, fostering a culture of accountability.
• To enhance team capabilities in risk identification and claim substantiation.

Continuous Improvement: 

• Enhance processes for contract negotiation, document management, and performance tracking to improve efficiency and reduce redundancy.
• Stay updated on industry trends, and innovations in contract management.
• Leverage advanced contract management software for effective monitoring and reporting.

SECTION IV: KEY INTERACTIONS

Internal Stakeholder

Purpose of Interaction

Head of Contract & BU Heads

• Highlighting Critical Claims with a clear summary of ongoing claims, including their status, potential outcomes, and financial implications.
• Present Risk vs. Reward Analysis and insights into the merits of pursuing claims versus settling disputes, aligned with the organization’s goals.
• Appraise Legal and Financial consequences of unresolved claims or disputes, including possible arbitration or litigation scenarios.
• Align with expectations with project goals by thoroughly explaining contractual terms, timelines, and deliverables.

Project Director

• Regularly update heads on the claim’s portfolio, including timelines, financial exposure, and recovery potential.
• Provide technical Delay and Quantum Analysis of project delays and associated costs to support informed decision-making.
• Present KPIs related to claims resolution, risk mitigation, and financial recoveries to demonstrate operational effectiveness.
• Establish open and consistent channels of communication to keep stakeholders informed of project progress, contractual obligations, and potential risks.

External Stakeholder

Purpose of Interaction

Employer/Engineer

• Act as the organization’s representative in all claims-related discussions with the Employer and Engineer.
• Ensure timely, accurate, and well-documented communication regarding claims, variations, and contractual matters.
• Address potential risks early by engaging with the Engineer/Employer and proposing solutions to minimize disruptions
• Proactively bring to the attention of the Employer or Engineer any deviations, delays, or changes that may impact the project and propose mitigation measures.
• Ensure all interactions and agreements are documented to provide a clear audit trail.

Legal Counsels and Delay analysts 

• Effectively interact with legal counsels and delay analysts.
• Ensure that claims are legally and technically sound to maximizing the chances of successful resolution. 
• This role protects the organization’s financial and contractual interests while enhancing its credibility in high-stakes disputes.

Partners/Contractors

• Monitor external risks (e.g. delays in approvals or site access) and communicate them too with a proposed course of action.
• Work collaboratively to address and resolve disputes or bottlenecks to avoid escalation and maintain project momentum.