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Contract Administrator
Last seen on AIA website at 21 Jun 2022, 4:16PM (7 days ago)

Bring your career aspirations to life with AIA!

Contract Administration of both 3rd party vendor and internal (Business Unit to Business Unit) contracts throughout the contract lifecycle from pre-contract signing, managing the contract, to renewal and termination.

This includes tasks and activities relating to support for contracting administration strategy, contract set up and the ongoing administration to drive increased value from vendors and reduce risk.

Follow the Group Technology IT Contract Management Guidelines including associated process flows for all new and existing contracts.

Key responsibilities include:

  • Support pre-contract activities by:

    • maintaining records of pre-contract stakeholders, tasks, plans and status;

    • coordinating input from stakeholders, as required;

    • assisting with ensuring vendor and AIA stakeholders completes pre-contract activities and complies with AIA’s policies and the IT Contract Management Guidelines;

    • researching existing contracts within the contract library that can be leveraged;

    • identifying proper contract documents and template;

    • ensuring compliance with AIA’s policies, the sourcing strategy and IT Contract Management Guidelines;

    • performing basic contract reviews;

    • performing simple contract drafting, i.e. adding entity names and addresses, signatory names, with a goal of advancing to more complex drafting;

    • coordinating the contract execution process (signing);

    • maintaining the commercial and contractual risk register;

    • maintaining the contract dashboard; and

    • uploading contract and supporting documents to contract library and vendor performance system.

  • Support managing the contract:

    • ensuring the contract library is maintained and there are no expired contracts;

    • notifying stakeholder in advance of key contract events, such as contract renewal, expiry and termination or pricing changes;

    • ensuring the contract library is updated when there are contact changes/amendments;

    • periodically reviewing stakeholder relationship plans with stakeholders;

    • maintaining the correspondence register;

    • collecting and analyzing information for annual contract and vendor reviews such as vendor financial health checks;

  • Coordinating contract change request between internal AIA stakeholders and outsourcing vendors

    • checking accuracy and completeness of change request forms, including pricing information

    • ensuring compliance to processes

  • Support during Renewal and Termination

    • Coordinating simple contract renewals

    • Updating the contract library due to renewals or terminations

  • Other

    • Coordinating the implementation of new and renewal of AIA Intra-Group master services agreements and statements of work.

    • forming strong relationships and support adherence to process and policies with AIA’s cross functional teams and other AIA Business Units in both pre-contract and post contract activities;

    • advising stakeholders on contract process questions.

  • Support development of best   practice processes, templates and guidance documents and advise stakeholder on the processes, templates and document.

  • Drive continuous improvement in administering and managing both contracts and vendors

Job Requirements :

  • Education

    • University graduate in related discipline

  • Experience

    • Minimum 3 years of relevant working experience

    • Experience in a vendor or contract management function, preferably in the IT sector

    • Basic knowledge of contracts

    • Experience in the life insurance industry an advantage

  • Special skills

    • Strong communication and interpersonal skills

    • Ability to work in dynamic environment

    • Strong organisation skills

    • Strong analytical skills

    • Detail oriented

    • Ability to understand basic contract and legal principles

    • Project delivery focus

    • Ability to liaise within cross functional teams

Build a career with us as we help our customers and the community live healthier, longer, better lives.

You must provide all requested information, including Personal Data, to be considered for this career opportunity. Failure to provide such information may influence the processing and outcome of your application. You are responsible for ensuring that the information you submit is accurate and up-to-date.

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AIA is the largest independent publicly listed pan-Asian life insurance group – with a presence in 18 markets across Asia. For more than a century, AIA has strived to make a significant, positive impact for our customers and communities across Asia. As we look to the future, this commitment is reinforced by our Purpose: to help millions of people live Healthier, Longer, Better Lives. Our Purpose guides the decisions we make and the actions we take as an organisation - empowering and enabling people to understand and manage their health, while meeting their long-term savings and protection needs. We believe that helping to create a healthier Asia is one of the most important and valuable things we can do for our communities, today and in the future.