Administrator, Commercial – Contracts

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