About the Role

 Department/Section: Procurement and Logistics

Job Title: Contract Administration Analyst

Reports to: Contracts Administration Team Leader

Job Purpose

The Contracts Analyst is responsible for implementing Zain’s Contracts Management Policies and Procedures by overseeing the full Contracts administration and compliance cycle from request to issuance to closure. The role ensures data accuracy, compliance with Contractual and financial procedures, and proper archiving to support efficient Contracts Management, reporting, including audit readiness, risk mitigation, and regulatory compliance.

Contracts Documentation and Database Management

• Upload all Zain-signed agreements (Contracts, Addendums, MOUs, Terminations, Letters, Annexes, and supporting documents) into the ERP and Contracts Management Database System (CMDS).

• Ensure all Contracts data (dates, payment terms, deliverables, penalties, termination clauses, etc.) are accurately recorded in CMDS and maintained in accordance with approved data standards and validation controls

• Conduct periodic quality control reviews of uploaded data to ensure accuracy, completeness, and compliance with Contracts terms and internal audit requirements

• Maintain accurate records of Contract Amendments, Addendums, and Variations in CMDS to ensure traceability, reporting accuracy, and alignment with the original Contract.

• Assist in drafting simple agreements (renewals, NDAs, addendums) using approved templates.

• Perform initial completeness checks on Contract Request Forms (CRFs) before routing to Legal.

• Verify alignment of commercial terms with Procurement, Finance, and Delegation of Authority (DoA) requirements.

Reporting and Compliance

• Prepare and submit weekly CFT reports for all new Contracts Request Forms (CRF) and Change Requests (CR).

• Develop and maintain the Contracts Administration and Compliance Dashboard to support department reporting and decision-making.

• Produce ad-hoc and periodic reports for internal and external stakeholders to support decision-making and audit readiness.

• Monitor and report on Contracts and Addendums expiry dates; update active/inactive Contracts status monthly based on actual payments and requestor feedback and escalate risks related to Contracts expiry, renewal, or non-compliance.

• Support the identification and escalation of contractual risks and compliance issues to the Contract Administration Team Leader and relevant stakeholders for review and action.

• Ensure Contract files contain all mandatory documents required by Internal Audit, Governance, and ISO standards.

• Support internal and external audit cycles by preparing documentation, responding to audit inquiries, and ensuring corrective actions are completed.

• Monitor compliance with Delegation of Authority (DoA) and Contract approval matrices.

Payment Compliance

• Review payment-related documentation (PRs, POs, supplier invoices, acceptance certificates, etc.) to ensure compliance with Contractual financial and technical terms.

• Identify and communicate penalties and liquidated damages (LDs) to end-users when applicable and coordinate with Finance and Legal on enforcement and recovery.

• Record and track actual payment data in CMDS to support financial compliance and performance evaluation and support reconciliation with Finance record.

Archiving and Records Management

• Electronically archive all executed Contracts and related documentation (Contracts, Addendums, MOUs, Letters, etc.) in the Company’s electronic archiving system (IBM).

• Manage the relocation and reclassification of expired Contracts (from HQ store to warehouse) and update their status and physical location in CMDS and IBM with full traceability and audit trail.

Coordination and Communication

• Act as liaison between the Contracts Administration, Contracts Compliance, Procurement, and other internal stakeholders.

• Support Contracts administration by issuing serial numbers for new Contracts and coordinating related documentation.

• Participate in departmental projects related to data management, Contracts sorting (active/inactive, under drafting, etc.), and backlogs Contracts initiatives including process improvement and digitalization initiatives.

  • Provide awareness sessions and guidance to end‑users on Contract lifecycle processes, CRF requirements, and proper use of CMDS and archiving systems.

  • Issue monthly reports to departments highlighting common errors, missing documents, and compliance gaps to improve internal process discipline.

• Participate in CMDS enhancements, and digital workflow automation initiatives.

• Recommend process improvements to enhance efficiency, data quality, and digital archiving.

Monitoring and Evaluation

• Prepare weekly and monthly progress reports to measure and evaluate team performance against compliance and documentation objectives and agreed KPIs.

• Maintain and report KPIs related to Contract lifecycle timelines, data accuracy, backlog clearance, and compliance performance.

• Support automation and enhancement of dashboard reporting through improved data structures and validation processes.

Contractual Risk Management

• Identify and document contractual risks across the Contract lifecycle and escalate them to relevant stakeholders.

• Support development of mitigation actions addressing Contract expiry risks, documentation gaps, payment inconsistencies, or non‑compliance findings.

• Reports to the Contracts Administration and Team leader.

• Accountable for effective CFT and Contracts / Change Order Database Management.

• Accountable for Contracts documentation, electronic archiving, and Quality Control.

• Accountable for Contracts Quality Control and for handling payments process including coordination with Finance and Procurement.

• Contributes to Contracts Management process improvement and data accuracy initiatives.

• Works closely with Procurement, Finance, Legal, and Internal Audit to ensure compliance across the Contract lifecycle.

What We Need From You

Qualifications and Experience

• Bachelor’s degree in computer science, Business Administration, or Economics or a related discipline.

• Minimum 3-5 years of experience in archiving, Database Management, or Contracts Management.

• Previous experience in systems administration is mandatory.

• Proven track record in managing and supporting activities.

• Professional certifications in Contracts Management or Document Control are an advantage.

• Strong understanding of Contracts Management processes, workflows, and business rules.

• Knowledge of electronic document management systems (IBM or EDMS).