The role of the Rail Liaison is to establish, build, maintain and sustain mutually beneficial relationship with various stakeholders on Rail-related matters. External stakeholders include the Philippine Department of Transportation (DOTr), Public Transport Operators (PTO), Project clients (direct or through main contractor or subcontractor), other Government agencies, various Public and Private Sector contacts. He/She will manage and oversee the contract management cycle, the general administrative support, document control and archiving, database management and support for maintaining the Knowledge Management Systems (KMS) of AFPI in general and the Rail Services Group in particular.
He/she is responsible for the Key Performance Indicators (KPI) Management including timely submission of KPI reports and/or other performance metrics reportorial requirements to Regulators, External Clients and/or other Parties as may be required or as mandated by law or agreements with such Parties. He/she is to support and participate in internal and external audits of systems, processes and protocols with respect to Rail-related roles, systems, processes and functions.
- Relationship Management with Rail Stakeholders
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- Builds, maintains and sustains relationships with contacts involved on rail-related concerns;
- Facilitates incoming and outgoing communications and correspondence with rail stakeholders, including the timely and proactive approach to handling, archiving and retrieving of the same;
- Coordinates activities, projects and/or initiatives between and among internal and external stakeholders specifically on Rail-related concerns;
- Responsible for “evergreening” of contacts in the rail sector, keeping track of movements, organizational changes and/or gathering of relevant industry information; and
- Facilitates various meetings with internal and external stakeholders, prepares minutes of meeting (as needed), coordinates and follows through on the timely resolution and/or closure of action items.
- Contracts Review and Management for Rail-Related Concerns
- Provides inputs during Contract Preparation and Review, including but not limited to non-commercial aspects of Contracts, Service Level Agreements (SLA), Master Service Agreements (MSA), Non-Disclosure Agreement (NDA) and other legal documents in relation to rail-related concerns;
- Oversees Post-Award Execution, Controls and Monitoring, and Close Out in the context of the Contract Management Cycle;
- Facilitates review and discussions of potential amendments, revisions and/or addenda to existing contracts, when and where applicable;
- Ensures compliance with all legal, regulatory and policy requirements and prerequisites (e.g., Sec. Cert, By-Laws, Articles of Incorporation, etc.), seeking cooperation with internal teams (e.g., Finance, Corporate Secretary) in relation to rail-related projects, activities and initiatives.
- When and where necessary, liaises with the Company’s Legal Counsel for issues and concerns requiring legal review and assessment, including but not limited to resolving potential disputes, drafting of contract amendments, revisions, addenda, etc.
- General Administrative, Logistical and Operational Support
- Oversees the provision of the necessary administrative, logistical and operational support for all projects, programs and activities assigned to or initiated by the Rail Services Group; and
- Liaises and coordinates with the other internal teams and/or external parties to facilitate the necessary support mechanisms, tools and resources, to ensure the effective and efficient execution of projects, programs and activities assigned to or initiated by the Rail Services Group.
- Document Archiving, Database Management and Support for Maintaining Knowledge Management Systems
- Handling and archiving of incoming and outgoing correspondence and internal/external communications
- Oversees document control and archiving functions for all project- and rail-team-related documentation (e.g., policies, processes, manuals, etc.)
- Supports database management efforts, including the establishing and sustaining the knowledge management system (including but not limited to training materials and resources, manuals, etc.) in relation to rail-related activities and initiatives.
- Full Compliance with KPIs and Other Contractual Obligations and Commitments
- Ensures full compliance with Key Performance Indicators (KPIs), performance metrics and/or other contractual commitments, reportorial and other recurring or periodic requirements (e.g., Concession Agreement, Master Service Agreement, Service Level Agreement, etc.);
- Engages with the internal KPI owners and oversees the KPI Management Team to prevent potential KPI violations and ensures timely submission of KPI Reporting obligations; and
- Ensures that the internal KPI Management processes are enforced and up-to-date, including updates in the KPI Management Manual.
- Miscellaneous and Ad Hoc Tasks and Responsibilities
- Supports and participates in internal and external audits of systems, processes and protocols with respect to Rail-related roles, systems, processes and functions; and
- Participates and supports training, capacity building and resource development efforts and initiatives in tandem with the Company’s Human Resources team, where applicable.
- Performs ad hoc tasks, functions and/or responsibilities as may be required by the Company from time to time.
- Other supporting roles
- Support Internal and External Audit
- Support Internal Audit team on any requirements, investigation and assessment.
- Support External Audit
- Support the annual SOC audit and ensure that
- Support unscheduled audit from third party, partners, supplier or government agency.
- Support Internal and External Audit
- People Management
- Manages people and teams based on objectives and goals of the company
- Develops high potential employees to be prepared to handle bigger responsibilities in the future
- Coaches individuals with the objective of molding their leadership skills
- Provides real-time coaching and mentoring on disciplinary cases and other matters, where appropriate
- Group’s employee satisfaction, engagement and retention
- Special Assignments and Projects
- Any special or ad-hoc projects and assignments given by the Management/Executive Team
- Provide feedback to ensure continuous improvement and advancement of the Group’s mission, goals, activities and initiatives
- Performs other duties deemed necessary or as requested by the Management
Functional Competencies
- Legal / Paralegal background
- Familiarity with Government Procurement Laws, Contract Preparation, Review and Management preferred
- Strong Leadership Skills
- Time, People and Resource Management Skills and Experience
- Excellent Oral and Written Communication Skills
- Keen attention to detail, ability to handle Multiple Tasks and Assignments
- Strong Interpersonal Relationship Skills
- Prior experience in Stakeholder Management preferred
- Prior experience in Compliance Management, Quality Management and/or related disciplines preferred
- Proficiency in Microsoft Office Suite is required
Education and Work Background
- A Bachelor of Laws or Juris Doctor Degree preferred but not required
- Certification in paralegal studies or extensive experience as a paralegal
- Has at least two (2) years relevant experience in Contracts Management and Documentation
- Has at least two (2) years relevant experience in office administration and/or corporate services
- Has at least two (2) years relevant working knowledge in the Rail Transport industry, project administration support
- Has at least two (2) years relevant experience supervising / handling direct report(s)
Job Type: Full Time
Job Location: Ayala Triangle Ayala Avenue Makati City
