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.
