Overview of the Role:
To provide administrative and documentation support to the Procurement Department, particularly in contract drafting, contract reviews, supplier credit applications and contract administration.
The position will be based at our Head Office in Mapou for a duration of 6 months.
Main Responsibilities
A. Contract Administration
- Assist in preparing and formatting contracts, amendments, addenda and renewals using approved templates.
- Conduct preliminary reviews of agreements to identify missing information, inconsistencies and deviations from standard templates.
- Prepare contract summaries and maintain the contract register.
- Organise contractual documents and coordinate signature processes.
- Monitor contract expiry dates, renewals and outstanding actions.
B. Change of Control – Contract Transition
- Assist in reviewing existing agreements to identify those potentially requiring novation, amendment or replacement.
- Prepare draft novation agreements and revised agreements based on approved templates.
- Coordinate with suppliers to obtain required information, documents and signatures.
- Maintain a tracker of agreements and monitor the progress of contractual transitions.
C. Procurement and Supplier Administration
- Assist in preparing and processing supplier credit applications.
- Support supplier onboarding and updates to supplier records.
- Follow up with suppliers on outstanding documentation and applications.
- Assist with general procurement documentation and administrative activities.
D. Administrative Support
- Maintain Excel trackers and prepare progress reports.
- Draft routine correspondence and coordinate with internal departments and suppliers.
- Ensure proper filing, organisation and confidentiality of contractual and procurement records.
- Provide general administrative support to the Procurement & Contract Specialist.
Candidate's Profile:
Preference will be given to students currently pursuing, or recent graduates holding, a qualification in Law / LLB or Management with Law.
- Good proficiency in Microsoft Word and Excel.
- Strong attention to detail and document organisation.
- Ability to read and understand basic contractual terminology.
- Good analytical and problem-solving skills.
- Good communication and follow-up skills.
- Ability to manage multiple tasks and meet deadlines.
- Ability to maintain confidentiality.
- Willingness to learn and work under supervision.
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