Procurement & Contracts Researcher

Procurement & Contracts Researcher

Location: Doha, Qatar
Department: Administrative Services
Job Type: Full-Time

Job Purpose

The Procurement & Contracts Researcher will be responsible for managing and coordinating end-to-end procurement, vendor management, tendering, contracts, and stores-related activities in accordance with organizational policies, procurement procedures, and applicable regulatory requirements.

The role will ensure efficient procurement operations, accurate vendor and contract records, effective tender administration, timely purchase order processing, audit readiness, and proper coordination of inventory and stores activities.

Key Responsibilities

Procurement & Vendor Management

• Manage the complete procurement cycle from purchase requisition through purchase order issuance and delivery.
• Manage vendor registration, documentation, verification, and approval processes.
• Maintain an accurate and up-to-date vendor database within the procurement system.
• Conduct vendor evaluations in coordination with relevant departments, considering commercial, technical, financial, compliance, and performance criteria.
• Coordinate with senior management and relevant departments for technical and commercial evaluation of suppliers.
• Monitor vendor performance and maintain appropriate supplier records.
• Coordinate with Finance and other departments to resolve procurement-related issues and ensure timely vendor payments.
• Coordinate with internal departments to ensure timely delivery and inspection of goods and services.
• Support procurement contract negotiations by providing market intelligence, supplier information, and performance data.

Tender & Contract Administration

• Support the Tender and Auction Committee by preparing and organizing required procurement documentation.
• Prepare and coordinate Requests for Proposals (RFPs), Invitations to Tender (ITTs), bid documents, and evaluation criteria.
• Coordinate technical and commercial bid evaluation processes with relevant stakeholders.
• Monitor tender timelines, submission requirements, approvals, and deadlines.
• Maintain complete and accurate records of tenders, contracts, approvals, evaluations, and procurement transactions.
• Ensure all tendering and contracting activities comply with organizational policies and applicable regulations.

Stores & Inventory Coordination

• Coordinate stores and inventory activities, including stock issuance, returns, receipts, and inventory tracking.
• Work closely with the Storekeeper to ensure stock records accurately reflect physical inventory.
• Coordinate periodic physical stock audits and reconcile discrepancies between physical and system records.
• Coordinate inspection of received goods with relevant departments to ensure compliance with specifications and quality requirements.
• Maintain proper records for inventory transactions and stores-related activities.
• Support the management of archive and storage areas and ensure proper documentation of stored records.

Documentation, Compliance & Audit

• Maintain organized physical and electronic procurement records and archives.
• Ensure procurement documents are scanned, entered into the system, properly filed, and easily retrievable.
• Maintain records of vendor approvals, procurement transactions, tender processes, contracts, inventory movements, and related documentation.
• Support internal and external audits by providing procurement records, reports, and supporting documentation.
• Implement corrective actions arising from audit findings and recommend improvements to procurement processes.
• Ensure procurement activities comply with organizational policies, procedures, and regulatory requirements.

Stakeholder Coordination

• Act as a key point of contact between vendors, Finance, Stores, and internal departments on procurement matters.
• Provide guidance to internal stakeholders regarding procurement procedures, policies, and best practices.
• Resolve procurement-related issues in a timely and professional manner.
• Recommend improvements to enhance procurement efficiency, transparency, compliance, and cost effectiveness.

Qualifications & Experience

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, Finance, or a related field.
• Master’s degree in Business Administration, Procurement, Supply Chain Management, or a related discipline is preferred.
• Minimum 5–7 years of relevant experience in procurement, purchasing, contracts, tendering, or supply chain.
• Experience in a regulated environment, preferably healthcare, sports, government, semi-government, or other large organizations.
• Professional certification such as CIPS, CPSM, or equivalent is an advantage.
• Strong knowledge of procurement policies, procedures, tendering processes, and supplier management.
• Experience with ERP/procurement systems and strong MS Office skills.

Required Skills & Competencies

• Fluency in Arabic and English is mandatory.
• Strong negotiation and supplier management skills.
• Excellent written and verbal communication skills.
• Strong analytical and problem-solving abilities.
• High attention to detail and accuracy.
• Strong knowledge of procurement regulations and procedures.
• Good understanding of tendering, contracts, and commercial evaluations.
• Ability to manage multiple priorities and meet strict deadlines.
• Strong documentation and record-management skills.
• Ability to work collaboratively with internal and external stakeholders.
• High level of integrity, confidentiality, and professionalism.

Key Success Factors

The successful candidate will demonstrate the ability to:

• Manage procurement activities efficiently and transparently.
• Maintain strong vendor and stakeholder relationships.
• Ensure accurate and compliant procurement documentation.
• Support effective tender and contract administration.
• Maintain accurate inventory and stores records.
• Ensure audit readiness and regulatory compliance.
• Identify opportunities to improve procurement processes and achieve cost effectiveness.