Procurement Specialist – Contracts

Website Hitachi Construction Machinery Zambia Hitachi Construction Machinery Zambia

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Purpose of the role:
To manage the procurement of goods and services, ensuring timely and cost-effective purchases in alignment with company procedures and achieving the best value. This includes raising Purchase Orders (POs), managing supplier relationships, and ensuring compliance with contract terms.

Reports to: Procurement Coordinator
Branch: Lusaka
Contract Duration: Three (3) Years

Key Duties and Responsibilities:
The Procurement Specialist – Contracts will be responsible for the following tasks:

1. Contract Drafting and Review:

  • Prepare and assist in the drafting of contracts for suppliers and service providers.
  • Ensure that contract terms are clearly defined, compliant with internal standards, and aligned with business objectives.
  • Collaborate with relevant internal teams (e.g., compliance) to ensure contract terms meet operational needs.
  • Issuing Purchase Orders related to Contracts.

2. Contract Negotiation:

  • Support the negotiation of contract terms, focusing on the operational aspects, such as delivery schedules, payment terms, and service level agreements.
  • Work with suppliers and partners to finalize contracts, ensuring that terms are favorable and reflect operational priorities.

3. Contract Management:

  • Coordinate the ongoing management of assigned contracts from execution through to completion, ensuring all contractual obligations are met by both parties.
  • Track key milestones, deadlines, and deliverables within contracts to ensure timely performance.
  • Maintain accurate and organized records of all contracts, ensuring easy retrieval and documentation of updates or changes.

4. Supplier and Vendor Coordination:

  • Act as a key point of contact between internal teams and external suppliers or vendors regarding contract execution.
  • Expedite Delivery and execution of Contracts and PO’s.
  • Monitor supplier performance to ensure compliance with agreed terms, including product/service delivery, quality, and timelines.
  • Liaise with suppliers to resolve any operational issues related to contract execution, such as delays or non-compliance.

5. Contract Amendments and Renewals:

  • Handle requests for contract amendments or renewals, ensuring that any changes are appropriately documented, reviewed, approved and that terms are renegotiated as needed.
  • Coordinate with relevant stakeholders to ensure timely processing of contract renewals and amendments.

6. Operational Reporting:

  • Track the status of all active contracts and provide regular updates to relevant internal stakeholders.
  • Prepare reports on key contract performance metrics, such as supplier performance, contract milestones, and compliance.

Qualifications & Experience

  • Grade 12 Certificate.
  • Degree in Purchasing and Supply, Business Administration or any Supply Chain related Course.
  • Minimum 3 years’ experience in procurement in Mining/Factory/Industrial environment.
  • Previous proven experience in Contracts end to end management will be an added advantage.
  • Member of Zambia Institute of Purchasing and Supply (ZIPS).
  • All Qualifications must be validated by Zambia Qualifications Authority (ZAQA).

Job Specific Competencies

  • Contract Management Expertise
  • Attention to Detail
  • Negotiation Skills
  • Communication & Listening Skills
  • Risk Management
  • Project Management & Planning Skills
  • Analytical Skills
  • Attention to Compliance
  • Technology Proficiency
  • Customer and Supplier Relationship Management

If you meet the requirements above, email your detailed C.V, certified copies of certificates and cover letter in a single document to [email protected], or send your application to:

The Senior Manager, Human Capital and Administration
Hitachi Construction Machinery Zambia, Co. Ltd.
KK International Airport Road, Plot 2350/M
P.O. Box 30182, Lusaka.

The closing date for applications is Monday 3rd February 2025. Only shortlisted candidates will be contacted.

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