Responsibilites

Goods and Service Solicitation:

• Prepare RFQ or RFP documents for solicitation of services or goods detailing the scope of work, technical specifications, terms and conditions, and evaluation criteria.
• Manage the RFQ process, including communication with suppliers/vendors, clarifications, and ensuring timely submission of bids.
• Coordinate Technical Evaluation meetings to analyze RFQ responses, negotiate terms and prices with selected suppliers/vendors, and support the finalization of vendors’ contracts or Purchase Orders in accordance with organizational policies and procedures.
• Prepare EOI documents and support the prequalification process for suppliers including physical inspections.
• Conduct due diligence on all suppliers’ proposals including verification of documents, reference checks, and leading physical inspections where appropriate.
• Manage and keep all files and documentation pertaining to all procurement processes from start to finish ensuring the procurement system is audit ready.
• Provide ad-hoc support for urgent procurement needs, such as expediting orders, resolving supplier issues, and addressing contract disputes.
• Conduct market research and supplier assessments to identify alternative sourcing options for critical goods or services

Supplier Relationship Management:

• Manage and regularly update the project’s database of suppliers for goods and services.
• Maintain a professional relationship with the project’s suppliers base ensuring their feedback or concerns are documented and addressed by the relevant project departments promptly.

Contract Management:

• Co-manage contract with the user’s departments ensuring the contract terms and conditions are applied as necessary.
• Effectively liaise with the User or technical department to ascertain the satisfactory performance of contract deliverables or supplies.
• Support the review of suppliers’ invoices to ensure billing aligns with the rates card and methodology in the contracts.
• Work with the technical units or user department to conduct periodic vendor performance review meetings, and translate learnings to improve procurement processes, and contract terms and conditions.

Coordination and Internal Stakeholders Management:

• Proactively track all project’s procurement action requests and manage procurement update tracker ensuring all tasks are completed as scheduled.
• Liaise with the technical or user departments in developing clear technical specifications for all procurement requests.
• Assist in the evaluation of emergency procurement requests, ensuring compliance with procurement policies and regulations.
• Collaborate with cross-functional teams to address unforeseen procurement challenges and find timely solutions.
• Any other tasks assigned by the Senior Manager, Procurement.

Interpersonal Competencies:

• Ability to work with other team members
• Flexibility
• Decisiveness
• Personal integrity

Language:

• Fluency in English (speaking, reading, and writing).