Administrator, Commercial – Contracts

At First Quantum, we free the talent of our people by taking a very different approach which is underpinned by a very different, very definite culture – the “First Quantum Way”.

Working with us is not like working anywhere else, which is why we recruit people who will take a bolder, smarter approach to spot opportunities, solve problems and deliver results.

Our culture is all about encouraging you to think independently and to challenge convention to deliver the best result. That’s how we continue to achieve extraordinary things in extraordinary locations.

Job description:

Overall Job Purpose

The Contracts Administrator will provide support to the Commercial Department – Contracts & CatMan Area, on the execution of the transactional activities related to the contracts administration and general administrative support required by the Senior Contracts Specialist – Services.
Specific Job Responsibility

Conduct the Service Acceptance process:
Monitor the submissions of the periodical contractors’ progress payment claims.
Follow up the Contract Owners and Contracts Officers on the approval of the contractor’s progress payment claims.
Timely and accurate issue of the services receipts ensuring that the appropriate support documents are maintained.
Deliver to the contractors the approved service acceptance documents for invoicing purpose.
Coordinate and resolve with Contracts Officers, Contracts Owners and Finance Accounts Payable team any issue raised during the Service Acceptance process.
Provide support and guidance to the Contractors and Contract Owners regarding to the service acceptance process.
Track contract approvals and obtain signatures from all relevant parties.
Manage contract execution and maintain a centralized repository for all contracts.
Maintain an organized system for filing and archiving physical and digital contract records.
Assist in the preparation of reports related to contracts and contract activities.
Operate within and observe all relevant and applicable laws of Zambia, Company’s policies and guidelines and in particular the Contracts area guidelines.
Maintain HSE standards and ensure strict compliance.
Perform any other duties as required.
Job Specific Competencies

The Contracts Administrator will require knowledge, skills and experience in the following areas:

Ability to effectively manage large amounts of information and data.
Strong communication and interpersonal skills
Ability to function and communicate effectively in a fast-paced environment is essential.
Knowledge of any ERP system and Pronto/SAP Ariba would be beneficial and will be advantage.
Proficient in Microsoft Office application.
Knowledge of administrative practices.
Familiarity with practices, processes and procedures throughout the supply chain
Key Job Attributes

Unquestionable business integrity
Bolder: Flexible, versatile, and prepared to take on challenges as needed.
Smarter: always looks for efficiencies and better ways of doing things
Driven: Sets high standards, is motivated and determined.
Together: communicates well with peers and understand others views.

Experience required to perform in this job

2 or more years of practical administrative experience preferably in commercial or Supply Chain environments.

Qualifications

Degree in Industrial Procurement (Supply Chain), Business Administration or a degree in any related social science.
CIPS Qualifications
Fully paid up Member of (Zambia institute of Purchasing and Supply) ZIPS