Procurement Coordinator

Main Purpose:

The Procurement Coordinator is responsible for handling the acquisition of goods and services for the organization. This includes identifying procurement for a liquid bulk terminal in Dubai with oversight and support to a liquid bulk terminal in Australia. This includes operational procurement, sourcing, supplier management, contract negotiations, and compliance with procurement policies. The role requires strong analytical skills, the ability to influence collaborators, and expertise in procurement standard processes to ensure efficiency, cost-effectiveness, and adherence to safety and regulatory requirements.

Knowledge Skills and Abilities, Key Responsibilities:

Policies and procedures

Maintain and implement procurement procedures and policy and ensure all procurement activities align with legal and regulatory requirements.

Ensure compliance with approval thresholds and procurement workflows, including PO creation in the ERP module.

Sourcing and Supplier Management

Identify and evaluate potential suppliers based on safety, price, quality, service, support, and reliability.

Develop and maintain strategic supplier relationships to ensure efficient performance.

Conduct supplier audits and performance reviews to ensure compliance with company standards.

Actively source and prequalify service providers and contractors for operational and project-based requirements.

Research market trends and supplier capabilities to drive informed procurement decisions.

Lead and coordinate tender/RFP processes for high-value procurement, ensuring a driven and clear evaluation process.

Contract Negotiation & Management

Negotiate terms, conditions, and pricing with suppliers and contractors to secure the best value for the company.

Develop, implement, and lead all aspects of contracting plans and framework agreements for materials, services, and projects.

Ensure contracts include appropriate risk allocation, performance measures, HSE and compliance requirements.

Collaborate with legal and relevant departments to structure contracts that mitigate risks while enhancing operational efficiency.

Supervise supplier and contractor performance against commercial contractual obligations, addressing issues proactively.

Procurement Planning & Execution

Work with internal departments (Operations, Engineering, Finance, and HSE) to resolve procurement needs and timelines.

Ensure completeness and accuracy of material and service requisition data before processing.

Maintain up-to-date records of procurement documents, including purchase orders, bid proposals, invoices, delivery orders, contracts and vendor reviews.

Initiate and lead tender/RFP processes, evaluating suppliers and contractors based on defined criteria.

Ensure timely delivery of materials and services by liaising with suppliers and internal teams.

Cost Control, value Optimization and Budget Management:

Track and report on procurement expenditures, savings, and budget adherence.

Lead negotiations that drive cost savings while maintaining quality and service standards.

Identify and implement cost-saving opportunities and value initiatives in procurement strategies.

Develop total cost of ownership (TCO) models to improve long-term value in procurement decisions.

Risk Management & Compliance

Identify and mitigate risks associated with procurement processes, service agreements and contractor engagements.

Ensure adherence to all legal, regulatory, and internal compliance requirements.

Implement procurement procedures and prevent policy compromises.

Process Improvement:

Continuously evaluate and improve procurement processes to enhance efficiency and effectiveness.

Implement standard processes and procurement technologies.

Reporting and Documentation:

Maintain accurate records of procurement activities and supplier performance evaluation.

Prepare regular reports on procurement metrics, supplier performance, and cost savings.

Present procurement analysis and recommendations to Management for approval.

Knowledge, Skills and Abilities:

Experience:

• Minimum 5 years of procurement experience in an industrial business, preferably in the oil & gas or liquid bulk terminal sector.
• Bachelor's degree or equivalent experience in Supply Chain Management, Business, Engineering, or a related field. Professional certifications (e.g. CIPS) are a plus.

Skills:

• Experience with maintenance and operations frame agreements
• Experience in sourcing and procurement of services and project-based procurement.
• Expertise in setting up contracts, contracting strategy, and contract execution.
• Strong negotiation and supplier management skills, with a focus on achieving cost savings and value creation.
• Ability to influence collaborators and implement procurement policies.
• Analytical approach with experience in evaluating bids and tenders.
• Proficiency in procurement software, including Navision and Microsoft Office Suite is a plus.

Competencies:

• Critical thinking and problem-solving abilities.
• Strong communication, interpersonal, and collaboration skills.
• Ability to work under tight deadlines and handle multiple priorities.
• Meticulous with strong analytical skills.

Key Relationships and Department Overview:

1. Internal - General Management, Maintenance, QHSE, Ops, Finance and Logistic

2. External - Vendors, Auditors