Procurement and Contract Coordinator

Procurement and Contract Coordinator

Position Description

• Ensure we meet all governance and compliance requirements
• Contracts formation, document control, procurement support tasks
• Permanent, Auckland based

He kōrero mō mātou | About us:

At KiwiRail, we connect New Zealanders sustainably, powering economic growth and ensuring vital freight and passenger services run smoothly. Our mission, "Stronger Connections, Better New Zealand," highlights our dedication to sustainability and community well-being. 

Our people make KiwiRail exceptional. By fostering a diverse, inclusive, and supportive workplace, we empower everyone to contribute their best. If you’re passionate about innovation and safety, we’d love to welcome you aboard. 

He whakamārama mo te tūranga mahi | About the role:

As a Procurement and Contract Coordinator for Group Procurement, you'll play a key role in the Auckland Commercial Team. The role ensures we meet all governance requirements and follow government regulations as we perform category management and systems analytics functions. The person in this role will be advising and supporting on contracts formation, document control and other administrative procurement tasks as required. 

These tasks include analysing complex data; creating ARIS and Visio SIPOC Modelling Maps; writing clear business documentation; administrative support for the team; and performing procurement functions with the Government Electronic Tendering System (GETS). You'll work closely with the business, the procurement team, and internal governance stakeholders to execute operational procurement activity that keeps our rail system safe, efficient, and up-to-date.

Key accountabilities include:

• Business Process Support
  • Support the Procurement and Process Improvement Manager with developing SIPOC business processes and mapping them in Visio and the ARIS process repository.
  • Analyse and deliver fact based category insights to business stakeholders
• Sourcing Management
  • Comply with all Government Procurement Rules and KiwiRail Procurement policies and procedures.
  • Conduct sourcing activity, evaluation of responses, facilitate moderation meetings. Make Supplier recommendations to business stakeholders; and support with drafting commercial contracts or variations with appropriate KPIs and risk management clauses.
  • Collaboratively develop change management plans to ensure suppliers are setup for successful delivery.
• Supplier Relationship Management
  • Support with categorisation and management of suppliers.
  • Investigate invoice queries / discrepancies with suppliers and follow through to resolution
  • Administer Vendor Approval and Individual Contractor Onboarding Processes
• Risk Management and Sustainability
  • Proactive management of contract expiry, contract data and p-card spend
  • Administer Conflict of Interest and Approval Processes
• Contract Administration
  • Provide contracts administration advice, training, and operate the Contract Repository
  •  Review and edit Procurement Contracts, approval documentation, other technical documentation and business cases
  • Contract Supplier performance review and monitoring of KPI’s, Sla’s and rebates..
• Document Control and Administration Support
  • Effective filing and record keeping, including email boxen and vendor panels
  • Draft correspondence and other documents as needed
  • Order office supplies and sundry items as required
  • Project reporting including oversight of record management systems and compliance.

Ngā pukenga e rapu nei mātou | What (skills) you will bring:

Knowledge and experience

• You're skilled in business process analysis and modelling and understanding business data
• You can maintain SharePoint, perform analysis in Excel, and have an understanding of Power BI.
• You know how to investigate issues and visualise results for stakeholders
• You understand the products and services which we procure
• You know how KiwiRail interacts with other agencies and the Government

Ways of working / Work-related qualities

• You communicate well at all levels, including making presentations to key stakeholders
• You make good decisions and are politically aware
• You're flexible and practical
• You focus on customers' needs
• You have a commercial mindset
• You value diversity and help create an inclusive workplace

Other Requirements

• You can pass regular drug and alcohol screenings
• You have a current and valid NZ Driver's Licence

Qualifications

You need either:

• You have a relevant degree in business, law or project management related topics
• You have had a post tertiary education experience of some kind

And

• You ideally will hold some sort of relevant industry certifications

Nōu te rourou | What's in it for you:

• Competitive salary plus 4% employer KiwiSaver contribution

• 25 annual leave days

• Professional development opportunities to help you grow and succeed

• Access to NZ Rail Staff Welfare Trust benefits, including holiday homes, medical support and discounted travel

• Be part of a diverse and inclusive workplace dedicated to innovation, sustainability and community impact

Kua rite, kia rite | Ready to Make a Difference?

Rā aukati | Application Close: 29 July 2026