RFI CONTRACT ADMINISTRATOR - PARIS

RFI Contract Administrator 

POSITION OVERVIEW

We are seeking an experienced RFI Contract Administrator This role is critical for managing Request for Information (RFI) processes, contract administration, and vendor coordination throughout the project lifecycle. The position is based in Paris for a minimum 12-month assignment (renewable), supporting upstream oil & gas development in Mozambique with a focus on procurement, engineering, and construction contract management.

KEY RESPONSIBILITIES

RFI Management & Coordination

• Develop and implement RFI procedures, templates, and workflows aligned with project standards
• Establish and maintain the RFI register and tracking system (database/software)
• Receive, log, and distribute RFIs from all project stakeholders (engineering, procurement, construction, operations)
• Assign RFIs to appropriate technical specialists and vendors for response
• Track RFI timelines and ensure adherence to response deadlines
• Monitor RFI closure status and ensure all responses are complete and satisfactory
• Prepare RFI status reports and dashboards for project management
• Coordinate RFI review meetings and facilitate technical discussions between parties
• Archive and maintain RFI documentation for project records and lessons learned

Contract Administration

• Manage contract files and maintain organized contract documentation repository
• Track contract key dates, milestones, and deliverables
• Monitor vendor compliance with contractual obligations and technical requirements
• Coordinate contract amendments, variations, and change orders (COs)
• Process and track contract claims and disputes
• Ensure timely payment processing and invoice verification against contract terms
• Maintain contract performance metrics and vendor scorecards
• Support contract renewal negotiations and extension discussions
• Prepare contract status reports for project leadership and finance teams

Vendor & Supplier Coordination

• Act as primary point of contact for vendors and contractors on administrative matters
• Coordinate vendor technical submittals, datasheets, and performance guarantees
• Manage vendor pre-qualification assessments and compliance documentation
• Track vendor performance against KPIs (on-time delivery, quality, responsiveness)
• Facilitate communication between vendors and internal project teams
• Coordinate vendor meetings, technical reviews, and progress updates
• Manage vendor correspondence and maintain communication logs
• Support vendor issue resolution and escalation processes

Procurement Interface & Support

• Collaborate with Procurement team on RFQ development and vendor selection
• Provide administrative support for bid evaluation and vendor selection processes
• Coordinate contract execution and vendor onboarding procedures
• Support purchase order (PO) issuance and tracking
• Manage vendor data sheets, certificates of conformance, and compliance documentation
• Ensure alignment between contracts and technical specifications
• Track procurement schedules and equipment delivery timelines
• Support expediting activities for critical long-lead-time items

Documentation & Records Management

• Maintain comprehensive contract and RFI documentation systems
• Ensure proper version control and filing of all contract-related documents
• Prepare and distribute contract summaries and key terms documentation
• Create and update contract matrices and vendor lists
• Maintain audit trails for all contract modifications and RFI resolutions
• Ensure compliance with document retention and archival procedures
• Support QAQC documentation requirements related to contracts

Project Controls Integration

• Coordinate with Project Controls on schedule impacts related to RFI responses
• Track cost implications of RFIs and contract variations
• Support budget tracking and cost forecasting for contract-related activities
• Prepare contract and RFI impact analyses for project management
• Maintain alignment between contract schedules and project master schedule
• Report on contract and RFI metrics for project dashboards

Stakeholder Communication & Reporting

• Prepare weekly/monthly RFI and contract status reports
• Communicate RFI responses and contract updates to relevant stakeholders
• Facilitate meetings between engineering, procurement, construction, and vendors
• Escalate critical issues and risks to Project Manager
• Maintain effective communication with field teams and Mozambique operations
• Prepare presentations and summaries for steering committee meetings
• Support client communication on contract and RFI matters

Compliance & Quality Assurance

• Ensure all RFIs and contracts comply with project standards and procedures
• Monitor adherence to contract terms and conditions
• Support HSE and Quality teams on contract compliance matters
• Ensure vendor compliance with regulatory and environmental requirements
• Maintain quality records and documentation related to contracts
• Support audits and compliance reviews

REQUIRED QUALIFICATIONS

Education & Certifications:

• Bachelor's degree in Engineering, Business Administration, Project Management, or related field
• Certification in Contract Management (NCMA, IACCM, or equivalent) preferred
• Project Management certification (PMP, PRINCE2) a plus
• Proficiency in contract management software, databases, and Microsoft Office Suite (Excel, Word, Project)

Experience:

• Minimum 7-10 years of contract administration experience in upstream oil & gas projects (onshore or offshore)
• Proven experience managing RFI processes and vendor coordination in large-scale EPC or EPCM projects
• Demonstrated expertise in procurement contract management, equipment procurement, and services contracts
• Strong background in construction, commissioning, and operations phases of oil & gas facilities
• Experience with EPC contractors, engineering firms, and equipment vendors
• Project experience in sub-Saharan Africa or similar emerging markets is a strong advantage
• Knowledge of Mozambique regulatory framework and business practices preferred

Technical Skills:

• Expert proficiency in contract management systems (e.g., Aconex, Meridian, SAP, Maximo)
• Strong knowledge of RFI tracking and document management systems
• Competence in Microsoft Office (Excel for data management, Word for documentation)
• Familiarity with project management software (Primavera, MS Project)
• Understanding of oil & gas industry standards, codes, and specifications (API, ASME, ISO)
• Experience with vendor performance tracking and KPI dashboards
• Knowledge of procurement procedures and contract terms in upstream oil & gas

Soft Skills:

• Excellent written and verbal communication abilities in English (mandatory)
• Strong organizational and administrative skills with meticulous attention to detail
• Ability to manage multiple priorities and coordinate across diverse teams
• Problem-solving mindset and analytical capabilities
• Professional demeanor and strong interpersonal skills
• Ability to work effectively in multicultural and matrix organizational structures
• Diplomatic approach to conflict resolution and vendor management
• French or Portuguese language skills a plus

WORK LOCATION & LOGISTICS

• Primary Base: Paris, France
• Assignment Duration: Minimum 12 months (renewable based on project needs)