Procurement Specialist

Position Summary:

The Procurement Officer is responsible for executing all activities related to the procurement and delivery of materials, supplies, capital tools and services for RETAL Projects under construction and modification processes

At the same capacity, RETAL procurement specialist is responsible of the solicitations authorization and verification processes according to the issued RFP or RFQ or direct purchasing requests in alliance with the nature and policy of the required purchase.

This can be achieved by:

• Aligning Purchasing activities and practical execution to the set polices very strictly
• Possessing the correct information of the Items and/or Services specification and market trend prices
• Possessing the required extensive knowledge of local and international laws enabling legal processes and compliance
• Establishing and maintaining excellent professional relationships with local and offshore suppliers and vendors
• Identifying costs, fees, and collaterals required to complete the purchasing process with the most cost-efficient indicators

Primary Duties & Responsibilities:

Black (Strategic Planning):

1. Works with the Head of Procurement to deliver procurement policies, procedures and systems including order processing, order status tracking and delivery.
2. Articulates the Retal mission, vision, objectives within the Purchasing and Contracts Function, to align all procurement activity to the requirements of the overall business plan.
3. Coordinates with the Finance function in regards of procurement decisions in order to become familiar with best practices for improvement in cost-effectiveness and cash flow.

Blue (Revenue Generating):

1. Process purchase requisitions / orders within purchasing authority
2. Conducts all purchasing related activities such as order placing, receipt of goods, variance monitoring,
3. Invite, assess, and award/recommend supplier tenders, bids, quotations, and proposals
4. Establish and negotiate contract terms and conditions, and maintain supplier relationships
5. Implements and ensures adherence to corporate procurement strategy, policies and procedures
6. Prepare and maintain purchasing records, reports and price lists
7. Work with internal and external stakeholders to determine procurement needs, quality, and delivery requirements.
8. Assist in the development of specifications for equipment, materials, and services to be purchased
9. Establishes and maintains a strong business relationship with Subcontractors and Suppliers
10. Reviews, consolidates and processes procurement requests received from requesting sites using the appropriate procurement method (Direct Purchasing, RFQ, RFP, …etc.) depending on the nature of the requested item/service, its value, category, …etc., and in accordance with applicable procurement policies
11. Administers contract performance, including delivery, receipt, warranty, damages and insurance
12. Administers the preparation and issuance of Purchase Orders (PO’s), Requests for Quotations (RFQ’s), Requests for Proposals (RFP’s) and all relevant documents.
13. Monitors supplier and subcontractor performance in accordance with schedule commitments, contractual requirements and quality standards.
14. Reconcile or resolve value discrepancies
15. Coordinates, with the Inventory and site Managers the delivery of materials/ equipment in coordination with requesting department/ projects/ sites, and tracks and expedites delivery of items and materials directly with supplier to the requesting site, as applicable.
16. Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices
17. Address staffing resource needs and supervise purchasing clerks
18. Develop and maintain constructive and cooperative working relationships with colleagues and management
19. Obliged for full compliance and falls in the limits of the policies and regulations pertaining to Loss prevention and fraud control at all times and for all details and aspects of this function.

Red (Support Services):

1. Liaises with corporate strategic procurement with matters related to supplier performance to assist in maintaining an up to date a comprehensive vendor base and preferred suppliers list, and manage key vendor relationships on company/ country level.
2. Maintains a flexible integrated procurement management system in coordination with corporate IT and strategic procurement.
3. Negotiates payment terms and discounts with the most important suppliers to secure the most advantageous price and service performance
4. Assists in reviewing tender documentation in relation to pricing including instructions, general and special conditions and requirements, measurements, Bills of Quantity, specifications, and drawings
5. Observes full adherence to the company’s guidelines, policies and procedures in regards to the purchasing process
6. Reports and provides statistical and analytical consolidated reports to procurement Manager
7. Directs all subcontractors work related activities to ensure fulfilment of subcontract work, scope, commitments, terms and conditions, and reports on major risks, delays or unsatisfactory performance to Construction and Design Managers.

General:

• As member of the Retal management team, active participation in the relevant operational and administrative meetings is expected
• Undertaking other tasks as assigned by the Line Manager or the Operations VP from time to time
• Undergoes regular performance appraisal and evaluation

Key Performance Indicators:

Key Performance Indicators (KPIs) are used to provide management focus and to establish a clear mechanism to determine future compensation, reward and career advancements will be based on your abilities and performance within the given role.

KPIs will be set according to the strategy and annual budgets and monitored on a 1/4ly basis. The KPIs be adjusted based on the 1/4ly review to ensure that all BU activity is aligned to the strategic objectives and any revised plans that may result from changes to market conditions or new product opportunities.

The measures for this role will be summarized under the following headings:

1. Management
2. Financial
3. Non-Financial
4. Inventory Control

These KPIs will be detailed in an appendix to the Job Description and updated in line with the review process.

Key Relationships:

Reports To:

Primary Position: Procurement and Contracts Manager

Primary Related Activity: Purchasing, Tendering, Supply Chain Management, Contract design and management

Secondary Position: Operations VP

Secondary Related Activity: Strategic Supply Chain Management, Solicitations and biddings

Provides Support To Position: Operational Managers/Financial functions/Document control/Budget controller

Provides Support Related Activity: Materials and Services at best price, highest standards and within scheduled time-frame. ROI and cost efficiency.

Internal Relationships:

• Procurement and Contracting Manger
• Support Service and CFO
• Finance Manager
• Inventory Controller
• Accounting and Legal Officer
• Design and Consulting Engineers

External Relationships:

• Suppliers, Vendors and Sub-Contractors
• Power Utility / Government Entities
• Supply Companies
• Retal’s Legal Advisors – contract law

Skills:

• Business Reasoning
• Planning and Scheduling skills
• Procurement Management
• Managing People and excellent Negotiation skills
• Risk Analysis and Management
• Supply Chain Management qualifications
• Vendor Management
• Cost Estimation skills
• Interactive and proactive communication skills
• Computer literacy
• Excellent verbal and written skills (fluent in Arabic, good ability in English)
• Team Leadership, Work Ethics and Values
• Holding People Accountable
• Results Management
• Decision Making
• Take responsibility and Concern for Quality and efficiency
• Handle pressure
• Work to strict deadlines
• Self-motivate
• Hard working

Experience and Qualifications:

• Bachelor Degree in Business Administration or other equivalent degree.
• Professional Procurement and negotiation qualification
• Minimum of 5-6 years of related and relevant experience in the procurement especially for real estate and properties