Procurement Specialist

Role Purpose

To procure equipment and/or bulk materials for assigned projects ensuring they are purchased within budget, in accordance with all project specification requirements, and in accordance with required delivery schedules. This involves coordination with internal stakeholders and external suppliers/sub-contractors to ensure products meet performance requirements. The main job challenge is to evaluate supplier performance and research new items to secure the best possible value for the company, in turn negotiating pricings, quality and delivery with suppliers and maintaining mutually beneficial relations with suppliers.

Key Accountabilities

Preparation of RFQ documents

• Develops Bidders Lists for assigned RFQ packages, prepares RFQ specific commercial documents and issues RFQ to suppliers for bid. Coordinates clarification/revisions as required.

Coordinates Bids

• Conducts Bid Opening, prepares Bid Ranking, prepares bid clarification requests and issues to selected bidders and coordinates bidder clarification meetings ensuring process is conducted smoothly and with clarity

Reviews Bid Evaluation to select successful bidder

• Reviews Bid Evaluation with Project Team and identifies negotiation points; coordinates meetings and may lead commercial negotiations with selected bidder to ensure the best possible deal is secured

Develops Purchase Orders

• Purchase Orders (POs) are developed and issued in conformance with standard Operating Procedures (SOPs), Department Work Instruction (DWI’s), Ethical Code of Conduct and Quality System requirements.

Manages PO Changes Orders

• Arranges and conducts meetings with suppliers, negotiates and issues PO Change Orders as well as preparing project procurement status reports to ensure effective internal and external communication.

Supports queries on invoices & Vendor documentation

• Investigates and responds to Accounting’s invoice queries, addresses invoice discrepancies with Suppliers; administers, negotiates and documents Back Charges with Suppliers. Investigates and responds to Document Control’s queries on Vendor documentation.

Supports Corrective Action process

• Works with suppliers to ensure that Corrective Action Request (CAR) responses are timely and results are satisfactory, and if necessary, administers and negotiates Warranty Claims with suppliers through claim resolution

Document Supplier Performance Evaluation and provide feedback

• Performance evaluation of suppliers for each of the various types of equipment, materials and services is traceable and Supplier Performance Management System is utilized to provide timely feedback to suppliers

Qualifications

• Diploma in engineering with relevant years of working experience.
• Degree in engineering, business administration, supply chain, operations or related field preferred.
• Minimum five years professional experience applying fundamental concepts, practices and procedures in purchasing or materials management for graduates.
• Minimum seven years of relevant working experience for diploma holders.