Job Details

Job Description

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.