Procurement Contract Data, Documentation & Records Analyst (rfx1581424)

Procurement SME Support

• Provide expert guidance on procurement documentation, contract structures, contract hierarchies, and contractual relationshipsServe as an escalation point for complex documentation and information requests
• Perform independent validation and second-review assessments as required
• Support the project in interpreting procurement-related information and identifying appropriate sources of evidence and documentation

Supply Contract Documentation Investigation

• Support the identification, retrieval, and validation of contractual documentation and related procurement artefacts across multiple repositories and storage locations
• Investigate missing, incomplete, outdated, or inconsistent supply contract records and metadata
• Help reconstruct contract hierarchies and relationships where documentation is fragmented across multiple systems or repositories
• Identify potentially missing contractual components such as annexes, addenda, amendments, change orders, statements of work, schedules, exhibits, and supporting documentation
• Review contractual content to determine whether additional related documents or contractual artefacts should exist and require further investigation

Artefact Discovery and Information Analysis

• Assist in locating procurement and supplier management artefacts within procurement domain, including: RFP documentation; Supplier screening records; Due diligence documentation; Approval records; Governance documentation; Sourcing event outputs; Contractual supporting documents; Supplier onboarding documentation; Procurement risk assessment artefacts
• Analyse incoming information requests and determine the most appropriate investigation approach
• Coordinate searches across multiple tools & systems, repositories, shared drives, SharePoint sites, email archives, and stakeholder groups
• Validate findings and assess whether identified documents sufficiently address the original request or investigation objective

Data Quality and Metadata Assurance

• Review contract-related metadata for completeness, consistency, accuracy, and regulatory reporting readiness
• Support remediation activities to improve data quality across contract, supplier, and procurement repositories
• Validate information before it is incorporated into central TPRM records and reporting processes
• Identify recurring data quality issues and recommend corrective actions.
  Contribute to the establishment of sustainable documentation and metadata quality standards

Stakeholder Coordination

• Collaborate with Procurement Operations, Contract Repository Administrators, Sourcing Managers, Category Leads, Legal teams, and other Procurement and technical SMEs
• Coordinate investigation activities required to close information gaps and resolve documentation issues
• Help track outstanding issues, dependencies, and escalation items
• Maintain effective communication with Procurement project coordinator and TPRM counterpart(s) as required
• Ensure timely follow-up and resolution of assigned requests, investigations, tasks

Governance and Continuous Improvement

• Participate in regular governance meetings supporting the overall remediation programme
• Provide progress updates, issue summaries, risk assessments, and recommendations
• Escalate topics requiring Procurement leadership review or decision-making
• Identify opportunities to improve information traceability, documentation quality, repository structures, and overall remediation efficiency
• Propose pragmatic process, governance, and data management improvements where systemic challenges are identified
• Analytically support the development of sustainable target-state practices for contract and procurement information management

• Until 31.12.2026 with option of extension

• Fluent English (written and spoken)
• Good knowledge of German
• Knowledge of Spanish would be an advantage