Contract Executive

We are seeking a detail-oriented and proactive Contract Executive to support our commodity trading operations. The role focuses on contract drafting, negotiation, internal process management, and documentation control, ensuring accuracy, compliance, and operational efficiency across transactions.

This position requires strong coordination with trading, operations, finance, legal and external counterparties, as well as hands-on involvement in sustainability and documentation processes (including Proof of Sustainability – PoS).

Responsibilities

1. Contract Drafting & Negotiation

• Draft, review, and finalize contracts (e.g. sales contracts, purchase agreements, voyage-related terms) in line with commercial agreements (Recap)
• Support contract negotiations with counterparties by aligning contractual terms with commercial, operational, legal, finance, sustainability and risk considerations
• Identify and mitigate contractual risks, ensuring compliance with company policies and industry standards

2. Contract Administration & Filing

• Maintain a structured contract repository with proper version control and audit trail
• Ensure timely execution and circulation of contracts and amendments
• Monitor contract lifecycle (execution, amendments, close-out) and ensure completeness of documentation

3. Internal Process & Coordination

• Develop, implement, and improve internal SOPs related to contract management and documentation workflows
• Act as a key interface between trading/Sales, operations, legal, and finance teams to ensure contract terms are correctly operationalized
• Support process optimisation initiatives to improve efficiency, transparency, and control

4. Documentation & Operational Support

• Oversee trade-related documentation, including but not limited to:
• Bills of Lading (B/L)
• Certificates (Quality, Quantity, Origin)
• Cargo manifests and survey reports
• Ensure documentation accuracy and alignment with contractual terms and LC (if applicable) requirements
• Liaise with inspectors, terminals, and counterparties to resolve documentation issues

5. Sustainability Documentation (PoS / ISCC)

• Coordinate and support issuance of Proof of Sustainability (PoS) and related ISCC/Nabisy documentation
• Verify GHG saving data and ensure compliance with regulatory requirements (e.g. RED III)
• Ensure timely submission of sustainability documentation for downstream processes (e.g. ticketing, compliance reporting)

Requirements

• Minimum 5 years of experience in a commodity trading, oil, biofuels, or energy company
• Strong knowledge of contract structures, General Terms and Conditions,  Incoterms, and trade documentation
• Familiarity with biofuels sustainability frameworks (e.g. ISCC, PoS, GHG calculations) is an advantage
• Experience handling full contract lifecycle and operational documentation
• High attention to detail with strong organisational and filing discipline
• Ability to manage multiple stakeholders and prioritize under tight timelines
• Proficient in Microsoft Office; experience with contract management systems is preferred
• Strong analytical and risk awareness mindset
• Excellent written and verbal communication skills
• Process-driven with continuous improvement mindset
• Able to work independently and collaboratively in a fast-paced environment

EcoCeres is committed to a diverse and inclusive workplace. EcoCeres is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.