To timely and cost effectively purchase materials for Projects and or Departments of the company in accordance with company procedures and instructions.
Responsibilities
Responsible to perform functions based on the requirements and instructions of Senior Officer or Supervisor and Manager Procurement.
Follow the set KPIs, Procurement Ethics.
Maintain Vendor Details, Specifications, Price indications of regularly bought items.
Generate inquiries and solicit quotations from suppliers as required to meet specifications defined in client documents and RFQ from Project and or Departments.
Ensure you are taking care of prequalifying Vendors you are selecting through the Procurement Vendor Prequalification Procedure through Procurement Admin.
Conduct basic general evaluation and obtain technical study clearance and technical approval from Project Managers/ Dept. Heads for the requested materials before finalizing order.
Negotiate for price, payment, delivery & prepare Techno Commercial Comparison clearly justifying your selection of a Vendor for order and highlighting why other Vendors are not considered. If there is no Comparison sheet for value below 1000 KD, obtain 3 quotations and make a short summary showing limited details to understand the selected offer and justification.
Prepare and administer purchase orders based on approved documents from projects or other departments as applicable. This shall be in accordance with established company policies, procedures, and specific project requirements.
Follow up of orders to ensure timely deliveries, tracking and expedition of various local and overseas shipments is an essential requirement.
Updating status of orders and closing orders details are to be updated in your file and also Procurement Admin Document Controllers Log.
Assist Vendors in getting their settlements for the orders you are initiating.
Prepare and update material status report and attend weekly meeting wherever necessary.
Take effective correction action if there is any discrepancy reported to the received materials and if it is not according to the terms & conditions of purchase order.
Coordinate customs clearance and delivery of material if and when necessary.
Coordinate Insurance functions, Supply Agreements General Functions as required by the Head of Department.
Responsible to administer Insurance requests from Projects for the quotations and Finalization of Policies and to maintain them until the Project is completed.
Maintain Insurance status report and extend the Insurance Policies if required by Project/Dept.
Handle any urgent important tasks assigned as required by Management requirement.
Provide support of assistance to fellow team members whenever instructed by Manager / Head of the Department.
Follow the set KPIs and standard departmental Performance expectations to achieve results & Procurement Ethics.
Authority:
Contact Vendors and obtain quotes.
To prepare orders.
Accountability
Sending the RFQ to the right vendors
To ensure correctness of information in the quotes received
Obtaining the correct price
Playing an important role in finalizing/ helping to finalize the vendor
Preparing Orders with correct information
Expedite Material Delivery
Arranging all documents required for Customs Clearance
Insurance for Projects & departmentsCoordinate with FAD and follow-up Payment to vendors
Resolve discrepancy with vendors regarding material / payment
Performance evaluation of existing Vendors
Evaluate & add New vendor
To follow all activities as mentioned in the Procurement Manual & execute works as per company Procurement ProcedureQuality, Health, Safety & Environment (QHSE) Responsibilities
Maintain Quality Standards specific to the respective department/project as per specified standards laid down in the IMS Manual and maintain updated records as required under the ISO 9001:2015 in coordination with the Companys Quality department.
Follow and maintain the Safety standards in accordance with the ISO 45001:2018.
Follow and maintain the Environment standards in accordance with the ISO 14001:2015.
Internal / External Communications
All staff within TSS Division shall not send their communications (i.e. emails, memos, etc.) directly to any employee that is beyond two (2) hierarchal levels of theirs.
In all cases, the employees must copy their superiors in all communication sent to other employees of upper levels.
