Procurement Specialist

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 recruitment-hcmz@hcmaf.com, 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.