Specialist - Procurement and Contracts

Overview

Core Responsibilities

• Implements procurement and contract policies and procedures for effective management of procurement, purchasing and contracts for the organization.
• Provides inputs in pre-contract development, supports in the preparation of tender documents and reviews procurement related proposals to ensure that tendering/procurement processes are conducted in the most efficient and effective manner.
• Collaborates with internal stakeholders to develop Request for Proposals (RFPs)/ Request for Information (RFI)/ Request for Quotation (RFQ)/Post tender Clarifications (PTC) and ensures end-user requirements are well defined and in line with organizational guidelines.
• Serves as the point-of-contact for providing contractual advice and guidance across the organization and leads the development of purchasing expertise in order to meet the needs of various internal departments/stakeholders.
• Facilitates bidder’s meetings to clarify standard terms and conditions or the scope of work and provides support in organizing tender-openings, and technical meetings.
• Undertakes administration of existing agreements and contracts (including outsourced and service level agreements) and addresses any issues with the vendors on behalf of the organization.
• Carries out full procurement cycle including tender process for major projects, FM services, critical and urgent assignments, contract administration and managing contractual disputes.
• Ensures management of accurate documentation (both electronic and paper formats) and ensures proper maintenance and update of vendor contracts.
• Handles contracts, Non-Disclosure Agreements (NDAs), Letters of Intent (LOI), Letters of Acceptance (LOA) and establishes long-term agreements with key suppliers in line with internal budgets and ensuring cost savings for the organization.
• Supports in building long term relationships with suppliers/vendors in order to facilitate and expedite procurement transactions and receive optimum support during contingent circumstances for servicing the end user requirements.
• Resolves issues with the procurement procedures (such as payment related disputes, tracking of purchased items with service providers) and undertakes coordination with concerned departments/vendors to ensure compliance with the terms/conditions as per the contractual agreements.
• Participates in vendor’s rate and variation negotiations, resolution of exceptions, deviations and compliance.
• Obtains compliant offers from vendors, review commercially, negotiate rates, finalize contract conditions and provide recommendations for award. Qualified in managing vendors’ contracts successfully including but not limited to valuation of variations, assessment and valuation of provisional sums and prime cost items, managing disputes, review payment applications and closing projects commercially.

Qualifications