Mbalenhle Shirley Kheswa
Senior Specialist Capital Projects Procurement
Terra Nova
Summary
Confident and dedicated Senior Commercial Specialist with over 20 years of experience in Procurement and Contracts Management. Worked with prestigious organizations such as Telkom SA (Pty) Ltd, Transnet (Pty) Ltd, and currently, Sasol Projects and Engineering. Responsible for procuring services, drafting sourcing strategies and contracting plans, negotiating with service providers, placing contracts, and overseeing contract management until closeout. Strong academic background in Supply Chain Management and Business Administration, including a Bachelor of Technology degree in Business Administration, a Bachelor of Commerce degree in Supply Chain Management, and a Bachelor of Commerce Honours degree in Supply Chain Management. Bring a comprehensive skill set to drive success in the commercial space.
Overview
25
25
years of professional experience
Work History
Senior Specialist Commercial Supply Chain
Sasol Projects and Engineering
07.2019 - Current
- Preparing strategies and presenting to the commercial council
- Review contract strategy and contracting plans to ensure that contracts milestones are met/achieved
- Develop negotiation strategies during the RFQ phase
- Drafting and Issuing of Request for Quotation, Request for Proposals, Request for Information etc.
- Chairing Scope, Bid Clarification, Commercial meetings and taking minutes of meetings
- Receiving and Adjudication of bids received/
- Placing of contracts and ensuring adherence of governance in all contracts.
- Managing of the awarded contract document and understanding its contents to administer the contract effectively.
- Arrange, prepare, and attend kick-off, progress, risk, and Compensation Events (CE's) meetings and record the minutes and if necessary, chair such meetings if required.
- Administer change management which includes preparation and implementation of CE's on contracts as contained in the terms of the NEC3 suite of contract documents.
- Updating SAP and CE registers once CE is implemented
- Visit site at regular intervals or as and when required.
- Reviewing invoices for payment processing
- Review and respond, through the Project Manager on contractual matters made by contractors. This will include preparation of Project Manger's Instructions, notifications, access certificates, completion certificates, early warnings, and general correspondence.
- Assist, advice and provide input to other project teams on the handling and response to contractual issues arising from contracts.
- Update management tools such as contract registers, bond registers, and report at such intervals as required.
- Maintain open communication channels and ensure cooperation and co-ordination with disciplines in the project services group and other project personnel.
- Attend and participate in cost meetings, Scheduling Meetings to ensure that projects are executed within budget and Schedule
- Ensure that the performance bond is requested and approved and is in accordance with Sasol Policy
- Monitoring the issuance and validity of the bonds and other security and implementation of (calling on) guarantees/security
- Identifying and documenting discrepancies between contract performance and related provisions of the contracts
- Following up on the performance of the suppliers and contractors to ensure that there are no deviations from the Contract and keeping the Project Team informed as appropriate
- Permanently support and reinforce commercial and contractual awareness amongst all employees within the Project Team
- Administer including coordination of the commercial close-out of contracts.
- Input and co-ordination of Hub Contracts audit as and when required.
- Squad checks for tender and draft contract documents
- Ensuring all documentation is transmitted officially for relevant parties and ensuring the documents management system is in place and user friendly by having regular meetings with document controller leads
- Leading and driving the commercial management portfolio
- Liaise on project commercial matters with relevant stakeholders
- Accountable for contractual change management and deviation management
- Manages the performance and relationship with key supplier partners in project execution.
- Maintaining compliance of contractors with the terms and conditions of the overarching contract
- Oversight, reporting and review of project execution changes. Compiles capital project commercial reports.
- Onboarding of new vendors on the system in collaboration with the Category Management Team
- Deliver reports on service provider performance based on set KPI's
- Partner with Project Manager and Project Controls Manager to deliver performance of the portfolio
- Act on a position of a Senior Manager Capital Projects Procurement (as and when required) to lead and manage the Capital Projects Procurement Team as part of my personal development plan.
- Preparing Steercom reports for the Portfolio of Projects
- Attending and Presenting at the monthly Steercom and Governance Meetings.
- Drive positive engagements with all the Service Providers/Contractors
- I have been selected / appointed as a Culture Agent for the Capital Projects Procurement ensuring that I drive a position behaviour within the Team and emphasizing on the Organisation's Culture Value
- I have been selected / appointed as a Safety Officer for the Capital Projects Procurement Team responsible for reporting and recording safety incidents, ensuring good housekeeping within Teams and driving a position and a safe work environment behaviour to the Team
- Ensuring the contracts are managed effectively and efficiently with cost, schedule and quality by having weekly progress meeting, risk reduction meetings to mitigate any contractual risks.
- Manage contracts until close out and ensuring all that change orders, invoices are completed before the contract is closed out.
- Collaborate with Engineering Contractors partners and OME to resolve contractual issues
Specialist Commercial
Sasol Projects and Engineering
02.2017 - 06.2019
- Drafting and Issuing of Request for Quotation
- Chairing Scope, Bid Clarification, Commercial meetings and taking minutes of meetings
- Placing of contracts and ensuring adherence of governance in all contracts.
- Managing of the awarded contract document and understanding its contents to administer the contract effectively.
- Arrange, prepare, and attend kick-off, progress, risk, and Compensation Events (CE's) meetings and record the minutes and if necessary, chair such meetings if required.
- Administer change management which includes preparation and implementation of CE's on contracts as contained in the terms of the NEC3 suite of contract documents.
- Updating SAP and CE registers once CE is implemented
- Visit site at regular intervals or as and when required.
- Reviewing invoices for payment processing
- Review and respond, through the Project Manager on contractual matters made by contractors. This will include preparation of Project Manger's Instructions, notifications, access certificates, completion certificates, early warnings, and general correspondence.
- Update management tools such as contract registers, bond registers, and report at such intervals as required.
- Administer including coordination of the commercial close-out of contracts.
- Ensuring all documentation is transmitted officially for relevant parties.
- Leading and driving the commercial management portfolio
- Liaise on project commercial matters with relevant stakeholders
- Accountable for contractual change management and deviation management
- Manages the performance and relationship with key supplier partners in project execution.
- Reason for leaving: Promoted to a Senior Specialist position
Contracts Specialist
Transnet Capital Projects
12.2014 - 01.2017
- Take possession of the awarded contract document and understanding its contents to administer the contract effectively.
- Arrange and attend kick-off, progress, risk, and Compensation Events (CE's)
- Attend the handover meeting between procurement and contract administration.
- Administer change management which includes preparation and implementation of CE's, on contracts as contained in the terms of the NEC3 suite of contract documents.
- Visit site at regular intervals or as and when required.
- Request the participation / services of the Quantity Surveyor for the evaluation and verification of progress payment certificates, final accounts, compensation events, new rates, and quantities.
- Reconciling of costs on contracts, checking payments against contracts payment schedules, preparation of payment requisitions, obtaining required signatures and submitting payments to finance department.
- Request the participation / services of the Planner to evaluate compensation events and updating of the contract schedule.
- This will include preparation of Project Manger's Instructions, notifications, access certificates, completion certificates, early warnings, and general correspondence.
- Assist, advice and provide input to other project groups on the handling and response to contractual issues arising from contracts.
- Update management tools such as contract registers, bond registers, and report at such intervals as required.
- Maintain open communication channels and ensure cooperation and coordination with disciplines in the project services group and other project personnel.
- Attend and participate in cost meetings.
- Provide feedback to the Project Director on the status of contracts (PSR review meetings)
- Updating and maintaining associated tools such as SAP, SAP CLM and Primavera Contract Management, etc.
- Preparation and maintenance of all commercial registers.
- Ensuring that Principal control insurance (PCI) is in place or (PSI) Project specific insurance is in place, and it is in accordance with Transnet policy
- Administer including coordination of the commercial close-out of contracts.
- Input and coordination of audit requests.
- Monitoring of Delegated Contract Values (DCV's) on each contract to ensure that it is not exceeded when implementing compensation events.
- Reason for leaving: Moved to another company (Sasol)
Contracts Administrator
Transnet Pipelines
06.2012 - 11.2014
- Ensuring that Market Approach Documents are completed and signed by all parties.
- Compilation of tender documents ensuring that all documents are vetted and approved by relevant parties
- Selling of tender documents to suppliers.
- Arranging and Attending tender / clarification meetings.
- Checking the validity of the certificates such as Tax Clearance Certificates, BBBEE certificates Surety bonds and PCI's
- Sending out site meeting registers to the Acquisition council.
- Preparing award letters and unsuccessful letters to suppliers.
- Ensuring that contract documents are signed off and distributed to project managers and suppliers when the contract has been awarded.
- Preparing the PM (Project Managers) Appointments and Delegated Consent Value forms (DCV) which will be signed off by relevant parties.
- Loading of contract and Task orders on SAP and contracts module register.
- Ensuring that task orders are signed by the Chief Procurement Officer.
- Scanning of contract into SAP CLM.
- Preparing Submission for amendments on contracts.
- Administration of Contracts from award till completion of the contract.
- Amendments of contracts (increase in contract values and extension of time)
- Ensuring the NMPP invoices received are checked and processed timeously
- Responsible for the releasing of retentions and surety / performance bonds.
- Responsible for the processing of forex payments and amendments.
- Attending to queries from the project managers, depot administrators and managers, suppliers, and senior / executive management.
- Preparing reports for contracts expiring every month and tracking with Project Managers if any amendments are required on contracts.
- Managing of filling system ensuring that all contracts and correspondence files are kept up to date.
- General Administration duties.
- Sourcing of quotations.
- Compare quotes to obtain best price.
- Generate purchase orders on SAP.
- Expedite orders with suppliers
- Reason for leaving: Moved to Transnet Capital Projects
Contracts Administrator
Telkom SA (Pty) Ltd
05.2000 - 05.2012
- Ensuring the contracts received the order numbers / reference numbers prior to award.
- Preparing tender approvals, variation orders and award letters to service providers
- Ensure that start and end date pertaining to the contract are correctly updated
- Ensure that all contractors documentation is in order (Tax clearance, BBBEE certificate and Insurances
- Update contract payment file
- Compiling monthly statistics regarding the values spent on contracts
- Supervision of staff when the operation manager is not available
- Compile and capture all Service Providers Performance Evaluation (SPPE) forms
- Interact with construction contractors on daily basis
- Award projects to service providers
- Generate contract documentation
- Capture penalties on SAP
- Reason for reason: Moved to Transnet
Education
Bachelor of Commerce (Honours) - Supply Chain Management
Mancosa (Management College of Southern Africa)
Bachelor of Commerce - Supply Chain Management (Cum Laude)
Mancosa (Management College of Southern Africa)
Bachelor of Technology Degree - Business Administration
Durban University of Technology
National Diploma - Office Administration
Mangosuthu University of Technology
Transnet First Line Managers / Supervisory Leadership Development Programme - undefined
Gordon Institute of Business Science (University of Pretoria in partnership with Connemara)
Certificate - Programme in Management Excellence
Potchefstroom Business School in partnership with Telkom Centre of Learning
Skills
Procurement of services
Contract Management skills
Negotiation skills
Communication skills (verbal and written)
Problem solving skills
Paying attention to detail
Short Courses
- Gordon Institute of Business Science (University of Pretoria in partnership with Connemara), Transnet First Line Managers / Supervisory Leadership Development Programme, 05/01/16
- Potchefstroom Business School in partnership with Telkom Centre of Learning, Certificate (Programme in Management Excellence), 05/01/12
Last Name
Kheswa
Contact Numbers
063 257 0358, 076 823 9557
Language
English/Zulu
Personal Information
- ID Number: 7802140391089
- License: code 08(B)
- Citizenship: South African
- Dependents: 2
- Gender: Female
- Marital Status: Married
Criminal Records
None
Timeline
Senior Specialist Commercial Supply Chain
Sasol Projects and Engineering
07.2019 - Current
Specialist Commercial
Sasol Projects and Engineering
02.2017 - 06.2019
Contracts Specialist
Transnet Capital Projects
12.2014 - 01.2017
Contracts Administrator
Transnet Pipelines
06.2012 - 11.2014
Contracts Administrator
Telkom SA (Pty) Ltd
05.2000 - 05.2012
Bachelor of Commerce - Supply Chain Management (Cum Laude)
Mancosa (Management College of Southern Africa)
Bachelor of Technology Degree - Business Administration
Durban University of Technology
National Diploma - Office Administration
Mangosuthu University of Technology
Transnet First Line Managers / Supervisory Leadership Development Programme - undefined
Gordon Institute of Business Science (University of Pretoria in partnership with Connemara)
Certificate - Programme in Management Excellence
Potchefstroom Business School in partnership with Telkom Centre of Learning
Bachelor of Commerce (Honours) - Supply Chain Management
Mancosa (Management College of Southern Africa)