Contract Administrator (Data Service Administrator)

Job Title

Contract Administrator

Section

Category Business Support Service

JOB PURPOSE

The Contract Administrator is responsible for the end-to-end coordination and administration of Long-Term Manpower Contracts, ensuring compliance with company policies, timely fulfillment of manpower requirements, and effective coordination between end users, contractors, and recruitment agencies. The role supports contract lifecycle activities including manpower planning, sourcing coordination, documentation, and performance tracking while maintaining high standards of confidentiality, accuracy, and service delivery. Confidentiality is an essential aspect of this role as is the timeliness of documentation, customer satisfaction and ability to work under pressure.

KEY ACCOUNTABILITIES

QAFCO Strategy

• Awareness of Company Vision, Mission, Strategic Map & Core Values.

Awareness of Policy and Procedures:

• Develop awareness of, and perform in accordance with, the Company's established Recruitment of Long-Term Manpower Contract Management policies and procedures.

Administration & Documentation:

• Responsible for the documentation, co-ordination and administration of the activities related to Long-Term Manpower Contract Management.

Manpower Plans Documentation & Follow-up:

• Initiate and coordinate scheduling and documentation of annual manpower plans.
• Participate in the preparation of collecting data, preparing necessary templates and files.

Manpower Requests:

• Process, verify and record manpower requests to ensure they are in line with manpower plans. Work closely with End User (Hiring Department) to process the manpower request as per applicable governance and procedure.

Contract & Manpower Management:

• Administer end-to-end Long-Term Manpower Contract processes
• Ensure compliance with contractual terms and company policies
• Maintain accurate contract records and documentation

Recruitment Coordination:

• Coordinate with end users to understand manpower requirements
• Liaise with manpower agencies to source candidates
• Take initiative in the preparation of recruitment advertisements in co-ordination with End User (Hiring Department). Liaison with Recruitment Agencies on the timely soliciting of CVs.
• Coordinate candidate screening and interviews.
• Coordinating the interviews for shortlisted candidate with respective Manpower Agency Contractors

Request Processing & Planning:

• Review and validate manpower requests against approved plans

• Support annual manpower planning and tracking

• Ensure timely processing of requests in SAP

Data Management & Reporting:

• Maintain and update manpower database and CV databank
• Track recruitment progress and provide regular updates
• Generate reports on manpower status, delays, and performance

Stakeholder Coordination:

• Act as focal point for manpower contract inquiries

• Coordinate between Commercial Division, HR, End Users, and Contractors

• Ensure high level of customer satisfaction

Contracting Knowledge:

• Basic understanding of contract types (service, manpower supply)
• Familiarity with contract lifecycle (initiation execution closure)
• Knowledge of SLAs, KPIs, and vendor performance tracking
• Exposure to commercial terms (rates, invoicing, variations, penalties)

EDUCATIONAL QUALIFICATION & EXPERIENCE

Higher Secondary School (12 years)

Diploma (12+2 years)

Advanced Diploma/Equivalent (12+3 years)

Bachelor's Degree (12+4 years)

Professional Certification (Please specify)

Other Qualification (Please specify)

Competency Requirements

• High School + 4 Years Bachelor's Degree in HR, Business Administration, or related field.
• 4-5 years direct and relevant experience especially for manpower contract administration or recruitment coordination
• Having knowledge in the SAP S4 HANA (PR creation, PO creation, Invoicing, Service Entry Sheet), Ms Excel and Reporting Tools.
• Contract administration
• Recruitment coordination
• Documentation & records management