Administrator, Shutdown Contractors

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 description

Job title                                    :                                Administrator, Contractor

Site                                          :                                   Kansanshi Mine

Department                              :                                 Engineering

Section                                    :                                   Planning

Position reports to                   :                                Coordinator, Shutdown

Grade                                       :                                   12

Direct reports                           :                                 None

Purpose

The Contractor Administrator is responsible for ensuring that all contractor-related activities required to support process plant shutdowns are effectively planned, coordinated and controlled. The role acts as the central point of contact for contractor administration, logistics, performance tracking and contract support, helping ensure contractor resources are available when needed and perform safely, efficiently and in accordance with business requirements. The role will initially be focused on the S3 site

Key Responsibilities

• The incumbent will be required to adhere to all relevant requirements, policies, procedures and legal regulations pertaining to health, safety, environment and quality, as well as finance, human resources, and any other regulations as required by the company and relevant to the level of the role and responsibilities of the function;
• Coordinate the mobilization and demobilization of contractors, including site access, accommodation, transport and onboarding requirements.
• Maintain visibility of all contractor resources engaged during shutdowns and ensure workforce requirements are aligned with the shutdown plan and weekly plan
• Support the development and review of scopes of work to ensure contractor deliverables are clearly defined before engagement.
• Work closely with Planning, Training, Execution, HSE and contractor representatives to ensure contractor readiness ahead of shutdown execution.
• Track contractor attendance, working hours and resource utilization throughout the shutdown period.
• Maintain records of contractor performance and develop a contractor history database to support future contractor selection and performance reviews.
• Assist with contractor evaluations, lessons learned and post-shutdown reviews to drive continuous improvement.
• Support contract administration activities including documentation control, compliance monitoring, scope management and invoice verification.
• Prepare regular reports on contractor performance, manpower levels, costs, utilization and compliance.
• Identify risks related to contractor availability, logistics or contract execution and escalate issues before they impact shutdown delivery.
• Be responsible for coordinating Internal Transportation for Engineering Personnel during shutdowns

Key Relationships

Internal

• Maintenance Planning Team
• Maintenance Execution Teams
• Supply Chain
• Contracts & Procurement
• Security Team
• Training
• HSE Department

External

• Shutdown Contractors
• OEM Representatives
• Service Providers
• Labor Hire Companies

Qualifications

• Grade 12 Certificate
• Diploma in Business, Logistics, Engineering or a related field
• Working knowledge MS Office Suite (Word, Excel)
• All academic qualifications and results must be verified by the Zambia Qualifications Authority (ZAQA).

Experience

• Familiar with Document management systems.
• Basic understanding of legal documents.
• Good communication skills
• Knowledge of electronic document management systems.
• Knowledge of electronic document management processes.
• Experience in a mining company or planning team will be an added advantage

BEHAVIOURAL TRAITS

Success in this Role

A successful candidate will

• Ensure contractors arrive on site fully prepared and on schedule.
• Improve visibility of contractor performance and utilization.
• Support the development of clear and complete shutdown scopes of work.
• Reduce contractor-related delays during shutdown execution.
• Establish a reliable database of contractor performance and historical shutdown data.
• Provide accurate contractor reporting to support future planning and decision-making.
• 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.

OPERATIONAL REQUIREMENTS

• Standby and overtime when required
• Able to work with minimum supervision
• An understanding of the cultural and political environment
• An understanding of relevant legislation, policies and procedures