Procurement Officer

PROCUREMENT OFFICER

Job Purpose

To coordinate and execute various procurement activities & processes pertaining to procurement management related tasks, tendering, PO and contracts administration according to the internal policies & procedures and in close coordination with internal and external stakeholders and under the supervision of Procurement Management hierarchy.

Key Accountabilities

1. Job Requirements (but not limited to)

• Preparation of bidders lists and tender documents.
• Issuing of tender enquiries and open / limited tender documentation.
• Technical and commercial evaluation of suppliers.
• Technical and procedural discussions with vendors / suppliers – as required.
• Evaluation of tenders and submissions to Tender Committee.
• Preparation of approvals forms, Tender Committee submissions.
• Issue of purchase orders and of supply / services agreements.
• Professional relationships with vendors / suppliers – established / maintained.
• Updating of procurement filing system.
• Computer literate – Word processing, spreadsheet and presentation software packages.
• Comfortable working with figures and calculations (advanced Excel preferred).
• Sound understanding of contract, documentation and purchase orders terms and conditions.
• Knowledge of logistic, shipping and freight terms and conditions.
• Position provides service to internal customers requires service orientation & good liaison and cooperation skills.
• Role requires high level of personal and professional ethics and strict adherence to set policies and procedures at all times.
• Expected to handle routine procurement matters - guidance from Senior Category Officer, Senior Procurement Officer, Head MRO and Capital or Procurement Management, if required.
• Individual tasks as directed by supervisor.

2. Statement and Reports

Prepare departmental statements and reports timely and accurately to meet QAPCO and department requirements, policies and standards.

3. Related Assignments

Perform other related duties or assignments as directed.

4. SAP and e-procurement

Fully utilize the ERP systems and e-procurement platform in all activities relating to tendering and price enquiry, PO and contracts establishment and amendments, invoice monitoring, expediting and all other related works.

Maximize the implementation of SAP Ariba e-procurement platform in tendering and Price enquiry process whenever applicable.

Fully utilize reporting systems applied and apply data sharing and updating in shared space.

QUALIFICATIONS, EXPERIENCE, & SKILLS :

Minimum Qualifications

Bachelor’s degree Engineering or equivalent in Mechanical from a recognized university.

Minimum experience

7 years’ experience in Procurement areas, preferably in Oil & Gas or Petrochemical industry with specialty in maintenance services and Turnaround tenders / contracts.

Middle east / Gulf experience will be an added advantage and is preferred.

Hands-on maintenance, operations and / or production experience in the same industry is desirable.

Job-Specific Skills (Generic / Technical)

Fluent in written, read and spoken English.

Computer literate and good working knowledge in MS Office.

Understand and follow plant safety standards and procedures. Adheres to and follows all safety policies, practices and procedures.

Able to write and express complex ideas, instructions and procedures.

Proficiency in business reports, technical and commercial analysis.

Adheres to and follows company policies, practices and procedures

Follows instructions provided by superiors and understands, respects chain of command.

Actively supports customers and creates a team-work environment.

Ensure the implementation of and adherence to Company policies and procedures which govern the purchasing of goods and services and the disposal of assets on behalf of the Company.

Capable of working independently, with a minimum of supervision.

Knowledge of current market trends and developments (to support supply chain operations).

Monitor and control compliance with complex PO, contracts, agreements and tendering

Vendor negotiations leading to contract or purchase order award.

Receives, verifies and actions purchase requisitions (PR’s) – for spare parts, materials and supplies or services.

Works with the team to deliver robust contracts management on existing agreements to ensure best deals to the Company.

Strong data analysis and technical / commercial evaluation skills.

Plan and establish long term supply agreements and implement tendering plans for different material categories.

Documentation / Records in accordance with relevant policies and procedures.

Should have a thorough knowledge and hand on experience in respective fields.

Strong co-ordination & interpersonal skills.

Good working knowledge of procurement applications of SAP software.

COMMUNICATIONS & WORKING RELATIONSHIPS

Internal :

Finance.

Various user departments for clarifying requirements.

External :

Existing & potential suppliers / vendors / contractors.

CONTEXT, WORK ENVIRONMENT & DECISION MAKING AUTHORITY

Key decisions having significant impact on the Strategic Sourcing & Category Management

Department are referred to the Line manager for approval before implementation.

The job holder exercises financial and non-financial authority as per the level established by the QAPCO management and stipulated in the TOFA.

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