1. Scope of Responsibilities
Operates as part of the Buyers team in carrying out purchasing activities related to project procurement of products and services within the established purchasing procedures and in line with execution schedule and budget. For smaller and less complex project, may manage, lead, monitor and supervise a team of procurement engineers in carrying out purchasing activities within the established purchasing procedures and execution schedule and budget.
2. Primary Duties
Comply with HSSE policy, procedures and legislation performance of duties.
Ensure compliance of subordinates with HSSE policy, procedures and legislation performance of duties.
Maintain cognizance on new trends and proactively stay apprised on new products.
Identify new viable vendors by conducting market analysis and identifying product availability.
Identify potential vendors and sourcing new vendors to suit the optimum geographical location of the project.
Attend project review meetings and ensure that all associated reports are adequately compiled and distributed as required.
Make purchasing decisions based on project execution strategy, need and business policy.
Participate and assist during internal and external audits and implement necessary actions to ensure compliance with procedures and policies.
Operate MS office applications and any other IT related software required for business operation.
For Mega projects, and when the Deputy Manager is assigned the role of procurement engineer carrying out the activities of purchasing goods and services, the following will constitute the additional primary duties:
Create Inquiry Bidders' List (IBL).
Review Inquiry/ Material Requisitions (IR, MR) for correctness & completeness of documents.
Prepare commercial bid tabulation.
Prepare shortlisting file note based on the preliminary bid tab & offers received.
Distribute technical offers to engineering team and expedite completeness of Technical Bid Evaluation (TBE).
Issue Technical Queries (TQ) received from engineering to the vendors and obtain appropriate clarifications.
Arrange teleconference calls and bid clarification meetings with the vendors.
Prepare and issue commercial bid clarification requests to the vendors and obtain appropriate response
Obtain a clear and complete Technical Bid Evaluation (TBE) from engineering.
Coordinate with Contracts team to review and close-out of the exceptions and deviations to the Terms and Conditions (T&Cs) of Purchase.
Prepare the final scope of supply in coordination with the discipline engineer.
Solicit final bids from vendors & conduct commercial negotiations with the vendors.
Prepare Award Recommendations for the selected vendors.
Review Letter of Award (LOA), Purchase Order (PO) and Change Orders (CO) & obtain respective acknowledgement.
Communicate what went wrong with unsuccessful bidders and encourage them to participate in future bid.
In the event where the Deputy Manager is assigned the role of a procurement manager by supervisor, the following will constitute the additional primary duties:
Manage, lead and supervise the overall project procurement activities.
Manage the development, training, and performance of project procurement team and recommend career path for subordinates.
Set-up, recommend and oversee procurement department training requirements.
Represent the procurement function in management meetings.
Assist in the development of project procurement plan and other associated documents required as part of project execution plan.
Review and approve Inquiry Bidders' List (IBL).
Oversee bid opening in line with corporate/ project guidelines.
Review and approve commercial bid tabulation.
Analyse complex bid tabulations for compliance with established procedures, in order to achieve optimum selection decisions.
Review and approve shortlisting file note.
Review the commercial bid clarification requests, negotiate and finalize the open points to closure.
Review and approve Award Recommendations.
Approve Letter of Award (LOA), Purchase Order (PO) and Change Order (CO) and ensure compliance with the Delegated Authorities (DoA) & Delegated Authority Matrix (DAM).
Coordinate the procurement side of proposal preparation, and ensure that the best prices are secured with longest possible validities, and shortest deliveries to meet operational targets.
Provide specialist advice and guidance on leading procurement practices; lead the identification, assessment and management of potential risks associated with different sourcing strategies.
Develop purchasing strategies based on market study, portfolio analysis, supplier financial assessment and past performances.
Develop and manage the project procurement team including setting targets and monitoring performance.
Assist in the development and enhancement of procurement processes and systems for effective operations.
Establish guidelines for potential strategic alliances with major vendors including Frame agreements, pre-bid commitments etc…
Establish, and maintain an organizational structure and staffing to effectively accomplish the organization's goals and objectives; recruit, train, supervise, and appraise staff.
Review, monitor and recommend enhancements including customization of current IT related applications.
Ensure functionality of procurement cycle software and hardware systems.
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