Contracts Administration & Management

Contracts Administration & Management

23-24 March 2020, Port Moresby – Papua New Guinea

Contracts Administration & Management

About The Trainer:

Sekar Ponnan, is both a practitioner and an educator in the field of Logistics, Supply Chain & Procurement. He holds an MBA (General Management) from University of Hull, UK, a Bachelors Degree (Hons) in Economics from University Malaya and an Advance Diploma in Logistics Management, UK from Chartered Institution of Logistics & Transport in Malaysia. He is also a chartered member of the Chartered Institution of Logistics & Transport Malaysia.

Mr. Sekar has a solid 20 year experience in the field of Logistics, Procurement & Supply Chain gained through his work stint in big conglomerates and Multi-National Companies at various levels ranging from junior level to Executive Committee level in the areas of manufacturing, logistics service providers, implementation of supply chain management, setting up 3PL logistics management and liaison with various authorities. He has also assisted clients to improve their supply chain management and develop the integrated logistics systems, stock level reduction, improve the purchasing and inventory management performance and enhance customer service standards. In his 20 years of service at corporate world, Mr. Sekar has also covered different geographical areas from local operations to regional scope covering whole of Asia. He has wide management exposure in different areas of business; having held key management positions in Logistics Operations, Inventory Management, Procurement and Supply Chain. Mr. Sekar also serves as consultant for GLG Asia (based in Singapore), Rakan Ikhlas Sdn Bhd and Generic Business Solutions Pvt Ltd (based in Ahmedabad, India) in the field of Logistics, Supply Chain & Procurement.

Besides his work, he also actively involved himself in teaching and training. As a PSMB certified trainer, Mr. Sekar has been a corporate trainer since 2010 and he has given lectures and has conducted in-house training programmes for the companies he served and external companies that are aware of his credentials and vast practical experience ranging from negotiation skills, contract management, sourcing skills & developing savings action plans, warehouse management, Fundamentals of Procurement, Fleet Management, Supply Chain Management, Business Process Reengineering, Developing comprehensive Standard Operating Procedure for Procurement, Logistics Management, Inventory Planning & Control and Transport & Distribution. He has the unique ability to connect with people and uses humor and creative teaching techniques in his workshop sessions. He adopts a practical approach and provides relevant applications in his session. He is also able to simplify the theories and relate them to real life examples to enhance the learning process.

Who Should Attend?

  • Purchasing Managers
  • Executives & Officers
  • Production
  • Technical & other users who manages contract implementation of supplies and services


  • Lectures,
  • Case studies,
  • Role-plays,
  • Group presentations,
  • Group discussions,
  • Management games.

Contracts Administration & Management:

With the knowledge and skills acquired at the end of Contracts Administration & Management training, the trainees will be able to understand the important contents of purchasing contracts, the process of reviewing salient terms & conditions, managing contract & contract disputes.

Course Modules:

Module 1 – Introduction

  • Contract Management vs Contract Administration
  • Contract Management Chart – Roles & Segregation of duties
  • Do I need a contract ? – The triggers
  • Various Types of Contracts
  • Mitigating Risk By Contract Type
  • Factors to be considered before entering into an agreement

Module 2 – The Fundamentals – Get it right !!

  • Bare Minimum – What should a PR contain ?
  • Understanding the Statement of Work and Establishing Major Deliverables
  • Preliminary checklist
  • Tender Documents – What should it contain ?
  • Tendering Process
  • How and when a contract forms – the importance of negotiation
  • Never assume negotiation is “futile”
  • Tender Award & Managing Unsuccessful Tenderers

Module 3 – Structuring the Contract

  • Drafting the contract – buyer or seller ?
  • Role of various stake holders
  • What is an LOA ?
  • Various Types of Contracts
  • Mitigating Risk By Contract Type
  • Roles & Responsibilities of various parties
  • Contract Check Lists
  • Contract Drafting Options
  • Clauses that requires special focus

Module 4 – Contract Approval & Communication

  • Exchange & Keeping Track of Draft Contracts
  • How and when a contract forms
  • Knowing your Contract approval matrix
  • Contract Signing
  • The importance of communication to different parties
  • Safekeeping & Reporting of Contracts

Module 5 – Contract Management

  • Definition of Contract Management
  • Roles & Responsibilities of Contract Management
  • Major Focus Areas
  • Key Contract Elements to Monitor
  • Variation / Change Control Management
  • Supplier Performance Evaluation
  • Weaknesses in Contract Management
  • Suggested Process & Best Practices

Module 6 – Contract administration best practices

  • Preparing contract
  • Contract administration, risk management and Communication
  • Dispute management, resolution and settlement
  • Definition of Dispute
  • Dispute Avoidance
  • Managing Disputes
  • Dispute Resolution

Module 7 – Reopening Contracts

  • When & Why – Contract Changes
  • Changes in scope of work
  • Changes in cost factor
  • Act of god
  • Changes in Regulation
  • Example of Changes Clauses
  • Requesting Cost breakdowns
  • Evaluating Price Changes

Module 8 – Guidance: the transition from negotiation to binding contract

  • How can the Company be adequately protected?
  • How to define the moment that a contractual relationship comes into being?
  • How far can you go in securing a commitment to continue negotiations without becoming prematurely bound by a contract?
  • What devices can legitimately be used to secure a binding obligation before all of the details have been thrashed out?
  • What happens when the other party, believing that the contract is binding, acts upon that belief, when I don’t think there has been an agreement yet?
  • When parties do finally conclude a contract and put it in writing, what is the relevance of their prior discussions?
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