Posted Date: Jul 04, 2018
Support Vendors Officer when sourcing new Vendors, as per the requirement of Purchase Request, Contract Requests, Work Service Order requirement and Scope of Works.
Maintains a computerized track of all activities involved in the PR/ WSO Cycles and follow up to expedite activities
Prepares Tender Documents with standard content and incorporates all aspects of technical and inspection requirements as per requested specification.
Sends Enquiries (RFQ) to potential vendors, Correspondence and Negotiation with Suppliers.
Up on receipt of the bids, technical bids, sends to the end user for evaluation.
Up on receipt of the technical evaluation report, prepares tender opening registration form to submit to the tender committee for opening the commercial bids.
Coordinates with end users to obtain list of clarification that have to be clarified to bidders to resolve quotation problems
Verifies completeness of technical bids and technically accepted commercial bids. Liaises with the vendors to submit outstanding or missing documents / information and completing techno-commercial evaluation.
Analysis techno-commercial bids, prepare quotation comparison form, recommends cost-effective, and technically acceptable bidder. Issuing Purchase Order / Service Order / Contract upon obtain final approval.
Issues Local Purchase Order, ensuring delivery timelines are kept within the PO requirements. Prepares a Letter of Intent for reserving materials for prompt delivery.
Sends approved Purchase Orders to Suppliers, Store and end users.
Maintains individual files for all records which are related PR, RFQ, Technical and Commercial Quotations, Technical Reports, Quotation Analysis report, Purchase Order and Final Receipt Voucher (FRV) with delivery notes.
Maintains letter and fax correspondences with Suppliers and internal operations in the Power Station with accuracy, and organizing a comprehensive filing system for records.
Coordinates with Suppliers to manage Purchase Orders, negotiates for the most favourable terms on the basis of Time, Cost, Quality and Service.
Prepares monthly and yearly reports on all Purchase Department activities i.e. Purchasing, Contracts and Work Service Orders for management information.
Maintains a computerized record of all activities to facilitate tracking and status checking.
Assists Inventory Officers to carry out their duties as and when required.
Maintains track record for supplied materials with supplier information and their response, to later produce supplier evaluation reports
Verifies the Final Receipt voucher and delivery notes received from the stores to ensure the ordered materials is received completely in good condition and forwarding the FRV to Finance Department for payment (for material PO)
Upon the receiving of the completion certificate from end users against the Service Order/Contract, checks and controls documents (Invoices, Manpower time sheets and Completion certificate), and forward them to Finance department
Has frequent contact with Head of Departments to receive work directions, discuss, and resolve problems. Has frequent contact with supplier / vendor representatives to obtain clarifications and follow-up issues etc. and with end users to act as a liaison with bidders.
Maintains records of all transactions, manually and using MAXIMO.
a. Soft skills:
Communication: English is essential; The job also requires excellent communication skills in order to interact with Vendors, Engineers and Managers.
Flexibility: willing to work long hours and weekends if required (periodically);
The ability to bring people together and assist in reconciling differences;
Excellent organizational skills;
b. Technical skills:
Computer literate: extensive experience using spreadsheets and databases, MS Office and SAO (or equivalent : MAXIMO);
The Job Holder should have good Purchasing concepts;
The job requires techno-commercial skills to evaluate various purchases;
The job requires report-generating and cost saving skills;
Arabic is an advantage;
Must be motivated, proactive and an enthusiastic team player;
Must have excellent time-management skills demonstrating the ability to use own initiative and work independently. The ability to solve problems using the appropriate course of action is essential;
Must be familiar with processing inventory control and database management;
Must be proficient with a (10) ten key calculator;
Excellent knowledge of purchasing, expediting and inventory management.
c. Leadership skills:
Organization & planning skills
High School Diploma in related in Logistics (preferably)