Procurement Bids & Proposals Coordinator

Laurenjose; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

An established industry player is seeking a Procurement Bids & Proposals Coordinator to enhance their procurement function. This pivotal role involves coordinating RFQ and MTO packages, liaising with buyers, and ensuring accurate pricing summaries are documented and submitted on time. The ideal candidate will possess strong knowledge of bidding and buying procedures, excellent interpersonal skills, and proficiency in Microsoft Excel. Join a dynamic team where your contributions will directly impact project success and efficiency in a fast-paced environment.

Qualifications

• Fluent in English, both oral and written.
• Good knowledge of bidding and buying procedures.

Responsibilities

• Coordinate RFQ & MTO packages with Engineering and Proposals Department.
• Ensure accurate pricing data is provided in a timely manner.

Skills

Microsoft Excel

Communication Skills

Interpersonal Skills

Bidding Procedures Knowledge

Ability to Work Under Pressure

Tools

Computer Office Systems

Job description

Procurement Bids & Proposals Coordinator

Overall Purpose of Role:
To assist in managing Procurement function at bid stage. Ensure accurate pricing of material is provided in timely manner.

Primary Responsibilities, Authorities & Accountabilities:

1. Coordinate RFQ & MTO packages with Engineering and Proposals Department to buying group.
2. Liaise with buyers regarding the issuance of RFQ packages to Client Approved vendors.
3. Coordinate between Proposals and the buying department to ensure that the pricing / execution strategy developed by the Proposals team is implemented in the bid costs.
4. Coordinate and process procurement pricing data received from Vendors, via Project Buyers.
5. Verification and checking of Buyer inputs (CBE and Priced MTOs) proposals.
6. Summarising pricing onto the standard electronic format for submission to the Proposals Department.
7. Setup and maintain logs for all RFQ’s and MTO’s received by revision and date.
8. Issue RFQs to discipline buyers once received from Engineering.
9. Set up individual electronic archives for all new proposals.
10. Distribution of the Procurement scope (kick-off meeting presentation, engineering deliverables list etc.) at the commencement of each bid to buying team.
11. Prepare proposal specific CBE format.
12. Expedite from Engineering the RFQ & MTO lists.
13. Input CBE and Priced MTO information onto the electronic pricing summary format.
14. Prepare pricing report variation strategies as directed by management.
15. Preparation of procurement proposals intermediate and final management reports.
16. Ensure compliance to HSES policies and procedures as applicable.
17. Ensure compliance with all applicable information security policies & procedures.
18. Ensure that the correct Currency rates (as issued by Finance) and Logistics Rates (as advised by Logistics) are used in the pricing summary format.
19. Quality check the costs by calculating and comparing unit rates to ensure the submission is free of error, provide the unit rate comparison to the proposals team on request.
20. Assist in using historical data / pricing, in discussion with the buying team, to provide a SCM estimate to the Proposals Team in certain cases.

Key Performance Indicator:
Ensure that Pricing summaries & Rates are accurate, timely documented and complete. Ensure that Pricing summaries are submitted to Commercial / Proposals team as per the set deadline as set by Proposals Team.

Role Specific Competencies:

1. Good knowledge of Computer office systems and Microsoft office, particularly Excel.
2. Fluent in English language (Oral and written).
3. Ability to evaluate CBEs and priced MTOs.
4. Understanding bidding and buying procedures and work scope.
5. Good interpersonal and communication skills.
6. Capable of working under pressure and handling high volumes of work.

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