Purchasing Officer

Client of Tawzef

Job Description

1. Procurement Department Development

Maintain and update the company’s procurement database including suppliers, subcontractors, and material price lists.

Develop and maintain an updated assets and stock serial number system for company equipment and materials.

Establish and maintain a structured filing system for procurement documentation including LPOs, supplier catalogues, and procurement records (both soft and hard copies).

Identify and implement cost reduction strategies, including sourcing materials from international suppliers when beneficial.

Evaluate and maintain an approved supplier database to ensure reliable procurement sources.

2. Procurement Reporting

Weekly Reports (Issued Every Thursday)

Prepare Asset & Stock List Reports detailing company-owned assets and inventory status.

Prepare Weekly LPO Issuance Reports summarizing purchase orders issued during the week.

Prepare Pending Procurement Activities Reports.

Prepare Material Request Reports from project sites.

Conduct weekly procurement cost analysis for project sites, comparing purchased materials with allocated project budgets (Site Expenses Analysis Report).

3. Site Materials Coordination

Coordinate weekly site material requirements, including price comparisons, approvals, and delivery schedules.

Prepare Purchase Orders (POs) and submit them to the Accounts Department with matching Invoices and Delivery Orders (DOs) upon completion.

Maintain proper procurement documentation and filing records.

Arrange material dispatch to project sites from main warehouse stock, including Personal Protective Equipment (PPE) in coordination with the Logistics Officer.

Prepare Weekly Pending Material Transactions Reports.

Conduct weekly coordination meetings with site teams to address procurement challenges and ensure smooth project operations.

Provide continuous support to project sites regarding material sourcing and procurement arrangements.

4. Supplier Management

Maintain strong relationships with suppliers and provide regular payment updates in coordination with the Accounts Department.

Ensure all supplier invoices are properly submitted to the Accounts Department.

Follow up with suppliers to ensure timely delivery of materials and services.

Negotiate with suppliers regarding payment terms, delivery schedules, and pricing adjustments.

Develop alternative supplier options to mitigate risks when credit limits are reached or supplier accounts are blocked.

Work to improve supplier credit terms and extend payment periods where possible.

5. Tendering & Project Support

Support pre-tender and post-tender procurement inquiries.

Coordinate with the Contracts and Tendering Department for price updates and supplier quotations required for project bids.

6. Inventory Monitoring

Coordinate with the Logistics Officer to maintain and update the weekly stock list.

Monitor stock levels to ensure materials are available to meet project demands and avoid shortages.

7. Procurement Documentation

Maintain organized records of original LPO documents and supporting procurement documents in both physical and digital formats.

Maintain a master register of issued LPOs for tracking and reporting purposes.

Requirements

Bachelor’s degree in Business Administration, Supply Chain Management, Procurement, or a related field.

Minimum 5 years of experience in procurement or purchasing roles, preferably in construction, contracting, or project-based environments.

Strong knowledge of local supplier markets and procurement practices in the UAE.

Experience handling LPOs, supplier negotiations, and procurement documentation.

Strong skills in supplier management, cost negotiation, and procurement planning.

Experience coordinating with site teams, logistics, and finance departments.

Proficiency in ERP systems and Microsoft Excel.

Strong organizational and communication skills with the ability to manage multiple procurement activities simultaneously.