Project Expeditor

Global Process Systems; Dubai; On-site; AED 335,000 - 469,000; Full time

Job summary

Global Process Systems in Dubai is seeking an experienced Procurement Expediting lead for EPC Oil & Gas projects. You will drive supplier documentation, planning, and expediting strategies to meet critical delivery milestones.

Responsibilities include coordinating with Procurement, Engineering, QC, and Planning teams, and ensuring compliance with ADNOC requirements. Ideal candidates have 10+ years in EPC procurement expediting and strong vendor management.

Qualifications

• Bachelor’s Degree in Mechanical Engineering or equivalent.
• 10+ years of EPC project experience in Oil & Gas.
• Proven procurement expediting experience for mechanical/process packages.
• ADNOC project experience is mandatory and knowledge of ADNOC specs.

Responsibilities

• Review POs and kick-off within required timelines; address clarifications.
• Gather and organize required supplier documentation and plans per project.
• Follow up on APG/PBG and coordinate with Finance for draft reviews.
• Develop expediting plans with weekly/biweekly meetings and site visits.
• Monitor progress with internal teams and provide timely inputs.
• Coordinate with QC/engineering for timely document reviews and comments.
• Ensure sub-vendors follow delivery schedules and approved lists.
• Monitor inspections and milestone payments per PO terms.
• Coordinate packing, shipping, and readiness for dispatch.
• Prepare final close-out documents and supplier performance evaluation.

Skills

Procurement expediting

Vendor coordination

Documentation review

Quality & inspection

Education

Bachelor's degree in Mechanical Engineering

Job description

Key Responsibilities / Accountabilities:

• Order Review & Kick-Off: Review assigned PO, technical/commercial clarifications, specifications and contractual requirements within 3-4 days of assignment, identify concerns, and conduct the Supplier Kick-Off Meeting within two weeks of PO issuance.
• Supplier Documentation & Planning: Obtain order acknowledgment, organization chart, manufacturing schedule, supplier document schedule, sub-vendor/sub-contractor list and applicable prequalification documents, ensuring compliance with project requirements and approved vendor lists.
• Bank Guarantees & Commercial Compliance: Follow up for Advance Payment Guarantee (APG) and Performance Bank Guarantee (PBG), ensure validity in terms of value, duration and applicable laws, coordinate Finance review of drafts, and ensure timely submission of originals.
• Expediting Strategy: Develop a detailed expediting plan based on equipment criticality, including weekly/biweekly meetings, supplier visits and reporting requirements, and obtain approval from Procurement and Project Management.
• Progress Monitoring & Reporting: Monitor supplier manufacturing and documentation progress against approved schedules, obtain regular progress reports, participate in project progress meetings, and provide timely inputs to Planning, Procurement, Project and Quality teams.
• Document & Technical Expediting: Ensure critical supplier documents are submitted within contractual timelines, coordinate with internal engineering/QC teams for timely review and return of comments, and elevate delays or missed commitments to the Procurement Manager.
• Sub-Vendor & Procurement Monitoring: Ensure sub-vendors/sub-contractors comply with project requirements, approved vendor lists and delivery schedules, and verify unpriced sub-orders and committed delivery dates to maintain alignment with the main PO schedule.
• Inspection, Quality & Milestone Payments: Coordinate with QC for inspections in accordance with the approved ITP, ensure timely Inspection Notifications, close outstanding punch points, follow up for IRN/final acceptance, and monitor supplier milestone invoices and payments in accordance with PO terms.
• Packing, Shipping & Delivery: Ensure commissioning/operational spares, special tools and applicable lubricants/oils are included in packing lists; obtain pre- and post-packing photographic records; coordinate shipping documentation and logistics; and ensure material/equipment is ready for shipment as per agreed delivery terms.
• Documentation & Order Close-Out: Ensure timely submission and QA acceptance of soft and hard copies of MRB/MDR, maintain complete project records, monitor shipment and delivery, complete Supplier Performance Evaluation, and prepare the final order close-out report.

Minimum Qualification & Experience Requirements

• Bachelor’s Degree in Mechanical Engineering or an equivalent engineering discipline.
• Minimum 10 years of relevant experience in EPC projects within the Oil & Gas industry.
• Proven experience in procurement expediting and handling mechanical and process packages for Oil & Gas projects.
• Strong knowledge of supplier manufacturing, documentation, inspection, delivery and close-out processes.
• ADNOC project experience is mandatory, with good knowledge of ADNOC specifications and project requirements.
• Experience coordinating with suppliers, subcontractors, Procurement, Engineering, Quality, Planning, Logistics and Project teams.