Procurement Officer
Main Tasks & Responsibilities 1. Sourcing and Demand Management Requisition Processing: Systematically receive and validate Purchase Requisitions (PRs), Service Requests (SRs), and Work Orders (WOs) from Business Units (BUs) and Facilities Management Departments (FMD) via designated platforms (e.
Skills
About This Role
1. Sourcing and Demand Management
- Requisition Processing:
- Systematically receive and validate Purchase Requisitions (PRs), Service Requests (SRs), and Work Orders (WOs) from Business Units (BUs) and Facilities Management Departments (FMD) via designated platforms (e.g., Yardi) to initiate the sourcing process.
- Proposal Generation:
- Proactively secure competitive proposals for all non-contractual work orders and standard corporate procurement requirements in strict adherence to documented procedures.
• Contractual Service Sourcing
Manage the process of obtaining competitive bids and proposals for routine Maintenance Contracts (SCs) and Maintenance Work Orders (MWOs) as submitted by the BUs/FMD through the Yardi system.
2. Tendering and Negotiation
- Tender Documentation:
- Own the end-to-end preparation and issuance of all formal tender documents, including Requests for Proposals (RFPs), Invitations to Tender, detailed Scope of Work (SOW) documents, Service Agreement formats, and associated technical and financial appendices.
- Tender Coordination:
- Lead and coordinate the entire tendering process, from compiling the approved list of bidders and managing the vendor pre-qualification stage through to the final deadline for bid submission and contract award recommendation.
- Contract Negotiation:
- Engage in high-stakes negotiations with selected bidders to optimize cost, finalize contract terms, and ensure the most favorable agreements are secured for the organization regarding price, quality standards, delivery schedules, and risk mitigation.
• Technical Evaluation Management
Submit technical proposals to the relevant Business Units and coordinate with them to ensure the timely provision of approved technical evaluations or technically approved non-contractual work orders.
• Commercial Evaluation & Approval
- Process all comprehensive documentation required for commercial evaluation and obtain necessary expenditure and commitment approvals, ensuring strict compliance with the Delegation of Authority (DOA) matrix for corporate procurement and non contractual WOs.
- Award Recommendation:
- Prepare and submit the formal Award Recommendation Memorandum for final approval, as specified by the organizational DOA.
4. Contract Administration and Closure
- Contract Management:
- Execute and process the creation and approval of Service Contracts (SC) or Maintenance Work Orders (MWO) within the Yardi system, in accordance with procedural guidelines.
- Commitment Initiation:
- Initiate the processes associated with creating Purchase Orders (POs), Job Contracts (JCs), or Service Contracts (SCs) for approved corporate procurement and non-contractual WOs.
• Contract Lifecycle Management
Proactively manage all administrative processes related to the contract lifecycle, including necessary contract terminations, extensions, and timely renewals.
• Financial & Closure Coordination
Coordinate the receipt of invoices against approved POs/JCs/SCs and liaise with Business Units to obtain mandatory Service Completion Reports or Delivery Notes to facilitate timely vendor payment for corporate procurement.
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