Job Description
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 Purpose
The Contracts Officer provides hands-on support in the preparation, processing, administration, and analytical assessment of service contracts. In addition to contract administration, the role supports commercial decision-making through market analysis, supplier financial assessments, financial modelling, and the evaluation of commercial risks and opportunities. The role also supports contract negotiations, contract performance monitoring, supplier relationship management, and the administration of contract variations, renewals, and close-out activities. The role ensures that all contract documentation and commercial recommendations are aligned with operational, financial, and strategic business objectives, while maintaining compliance with procurement policies, contractual obligations, governance requirements, and applicable legal and regulatory frameworks.
Job Responsibility
- The Contracts Officer will:
- Assist in drafting service contracts and contract amendments under guidance of the Contracts Specialist.
- Review purchase requisitions and orders for services contracts.
- Coordinate collection and verification of supporting documentation required for contract payments (timesheets, service delivery reports, compliance certificates, etc.) where necessary.
- Prepare and compile monthly payment packs for services contracts.
- The Contracts Officer will:
- Assist in drafting service contracts and contract amendments under guidance of the Contracts Specialist.
- Review purchase requisitions and orders for services contracts.
- Coordinate collection and verification of supporting documentation required for contract payments (timesheets, service delivery reports, compliance certificates, etc.) where necessary.
- Prepare and compile monthly payment packs for services contracts.
- Maintain accurate and current contract registers and electronic/physical archives.
- Ensure contract documentation is aligned with relevant compliance and approval processes.
- Follow up with suppliers and internal stakeholders on contract execution milestones.
- Assist with the preparation of contract performance tracking reports.
- Monitor supplier and contractor performance against contractual obligations, service levels, and key performance indicators (KPIs), and escalate issues where necessary.
- Assist in the administration of contract variations, extensions, renewals, and close-out activities in accordance with approved procedures.
- Support commercial evaluations, market analysis, supplier financial assessments, and risk assessments to inform procurement and contracting decisions.
- Assist in the preparation of negotiation documentation, commercial evaluations, and award recommendations.
- Ensure contract records, correspondence, and supporting documentation are maintained in a manner that supports audit, governance, and compliance requirements.
- Liaise with internal stakeholders to ensure contractual arrangements continue to meet operational and business requirements.
- Support ad hoc requests from the Contracts Specialist and business units for tactical services procurement.
- Liaise with the Junior Contract Officer to ensure correct and timely document flow.
- Perform any other tasks as directed by the Contracts Specialist and Senior Specialist.
Specific Competencies
Job Attributes
- Attention to detail and accuracy.
- Ability to manage priorities under tight deadlines.
- Integrity and professional conduct.
- Proactive and collaborative team player.
- Willingness to learn and develop within the contract management discipline.
- Advanced Microsoft Excel skills, including financial modelling and data analysis.
- Knowledge of market research methodologies and economic factors influencing supplier markets.
- Strong analytical and quantitative skills with the ability to interpret financial, operational, and market data.
- Strong commercial awareness with the ability to identify contractual, financial, and operational risks and opportunities.
- Ability to apply sound judgement and make evidence-based recommendations using commercial and market analysis.
- Strong stakeholder management skills with the ability to build effective working relationships with suppliers, end users, and internal business stakeholders.
- Demonstrated commitment to procurement governance, compliance, and ethical business practices.
- Ability to monitor supplier performance and support the achievement of contractual service levels and performance objectives.
- Problem-solving mindset with the ability to proactively identify issues, recommend solutions, and support continuous improvement initiatives.
- Well-organised and capable of managing multiple contracts, deadlines, and competing priorities simultaneously.
- Ability to work with a high degree of accountability and professionalism when handling commercially sensitive and confidential information.
- Results-oriented approach with a focus on delivering value, cost effectiveness, and business objectives through contract management activities
Experience required
Minimum of 3 years’ experience in a relevant role, covering:
- Procurement operations or contract administration.
- Services contract support.
- Mining or industrial environment desirable.
Qualifications
- Bachelor's degree in Law, Finance, Business Administration, or related field.
- Membership of the Zambian Institute of Purchasing and Supply is desirable.
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