Job Description
Role Purpose
To handle and coordinate domestic procurement activities for SANS including sourcing, purchasing, evaluating supplier performance and managing relationship along with coordinating related activities with the receiving officer in order to ensure timely domestic procurement activities within set KPI’s, agreed budgets and adopted policies and procedures.
Responsibilities
Key Accountability Areas
Key Activities
Strategic Agreement
- Develop a criterion for creating an agreement with strategic suppliers
- Analyze the items spent and consumptions as per the PO history
- Sign a strategic agreement with the strategic suppliers and manufacturers
- Monitor the agreements performance, validity, and CAP
Supplier Research
- Assist the Procurement head in performing local and international research and monitoring activities and trends in the relevant supply markets in order to ensure informed commercial decision making on supplier identification, qualification, selection, pricing and ranking
- Collect local and international suppliers’ quotations and prepare the Quote Comparison Sheet (QCS) to evaluate all received quotations in terms of quality, price and other purchasing terms and conditions (delivery time, discount, etc.) and select the best quotation based on the Requester’s recommendation and Procurement Head’s approval
Supplier Management
- Establish and maintain an approved supplier list based on strict qualification and evaluation criteria to ensure dealing with the top local and international suppliers and securing the best deals in the market in terms of price, quality and other purchasing terms & conditions
- Monitor local and international suppliers’ performance and update the approved supplier list based on the performance results and issues (upgrading, downgrading, blacklisting, etc.)
- Handle all matters and issues related to items and services (discrepancies, delays, etc.) and contact local and international suppliers to perform necessary corrective actions as per the purchasing terms and conditions (return, replacement, etc.)
- Ensure timely payment to local and international suppliers as per the purchasing terms and conditions and report any discrepancies to the Procurement Head to avoid penalties and to maintain adequate relationship with suppliers
Procurement Management
- Collect and review all local and international Purchase Requisitions (PRs) received from various SANS functions and forward them to the Purchasing Head for validation and approval as per the predefined annual procurement plan
- Prepare and submit local and international Request for Quotation (RFQ) to approved (qualified) suppliers covering all approved items and services listed in the received PR
- Respond to local and international suppliers’ inquiries in coordination with the requesting function and ensure distributing the responses to all suppliers for common understanding
- Create and process local and international Purchase Orders (POs) based on an approved PR, a QCS and other supporting documents (i.e. original quotations, special agreements with suppliers, etc.)
- Solve with supplier the rejection cases for the items delivered to SANS
Documentation Management
- Assist the Procurement Head in the bid invitation and selection activities including tender preparation, bids evaluation and selection through a cross-functional committee
- Maintain a history of all local and international procurement transactions for tracking and future reference including PRs, RFQs, QCSs, POs, performance results
- Ensure timely preparation of documents required for local and international procurement, if applicable (bank guarantees, letters of credits, etc.)
Policies, Processes and Procedures
- Conduct day-to-day activities while ensuring compliance to policies and procedures
- Contribute to the identification of opportunities for continuous improvement of systems, processes taking into account leading practices, changes in business environment, cost reduction and productivity improvement
Qualifications
Knowledge and Experience
- Minimum or no prior experience is required
Education and Certifications
- A bachelor’s degree in Industrial Engineering, Supply Chain or equivalent is required