Senior Procurement and Sourcing Specialist

Job Purpose

To handle procurement requests for High Risk goods/services, coordinate and process all aspects of the procurements processes up to the award and execution of the agreement/contract.

Key Activities, Responsibility & Accountability

1. Activity: Strategic Sourcing and Procurement

Responsibilities and Accountabilities:

1. Receive the procurement requests (Change orders, Minor tenders, Major tenders, single source, critical procurement, emergency procurement, medium value purchase and general expenditure) for High Risk goods/services to initiate the procurement process.
2. Prepare and propose bidders list, follow up with suppliers by email and phone to ensure registration and issue Expression of Interest (EOI) prior to issuing tenders/RFPs.
3. Challenge the Technical Evaluation Criteria (TEC) to ensure alignment with the Scope of Work (SOW), and prepare Procurement Strategy and bidders list for management approval as per Sub-Delegation of Authority (Sub-DOA).
4. Prepare and issue Invitation to Tender (ITT) and Tender Package documents and ensure all relevant requirements are incorporated including legal and insurance.
5. Manage issued tenders and coordinate all correspondences between Bidders and End-Users including but not limited to issuing Tender Bulletins and clarification requests.
6. Manage site visit, pre-bid meeting and technical presentation meeting if required.
7. Ensure all bids are received within bid closing date and verify all submitted bids according to submission instructions and seek management approval when required.
8. Arrange Technical and Commercial bid opening through bid opening committee or sourcing tools RFPs to ensure compliance of all submitted proposals.
9. Liaise with FNA team for receiving of bid bonds and ensure applicability and validity of received bonds as per procurement procedures.
10. Receive and review the Technical Evaluation Report (TER) and scrutinize/challenge the results to ensure alignment with the TEC and recommend evaluation enhancement where required and report findings to the procurement Head/Manager.
11. Conduct the Commercial Evaluation of bids after obtaining approvals and ensure/analyze that all the quoted values are arithmetically accurate and reasonable as per market rate. And obtain approvals from management for commercial evaluation results.
12. Coordinate with legal and insurance teams for any non-compliant bid and lead discussions with suppliers for agreement on terms and conditions as per procurement procedures.
13. Negotiate terms and prices with suppliers as requested by ENEC management and seek management approvals when required.

Responsibilities & Accountabilities (contd.)

1. Monitor the commercial bids validity for tenders in progress.
2. Prepare Recommendation for Award (RFA) in line with the approved procurement strategy and commercial evaluation results and submit for Management approval as per Sub-DOA.
3. Prepare and review agreement document to the awarded supplier for execution by concerned parties and upload the signed Agreement in the ERP system.
4. Setup Purchase Order/ Contract on ERP system for executed agreement and submit for approval to allow for user/FNA receive process.
5. Compile all agreements’ related documents and correspondences and ensure availability of information in one file plan.
6. Coordinate with Risk Management Team and End User in an efficient and proactive manner.
7. Prepare, Issue and update reports on procurement process and activities to the line manager, as and when required.
8. Assign the agreement to Contract Management to take over the post-award responsibilities.
9. Assist contract management and user in commercial aspects during execution of agreement.
10. Evaluate Supplier performance during the Tendering stage.
11. Ensure timely closure of iServices ticket assigned to Procurement Section.

Professional Certifications & Qualifications

Bachelor’s Degree in Business Administration or Chain Management.

Experience

5 years of relevant experience in Supply Chain and Supply Chain Management or Procurement preferably in energy, oil and gas sector.

Preferred:

1. Chartered Institute of Procurement and Supply (CIPs),
2. Certified Purchasing Manager (C.P.M.),
3. Project Management Professional (PMP).