Procurement & Contracts Executive

Overview of the role : 

Implement and adhere to agreed and centralized procurement policies and procedures to effectively and efficiently procure goods and services for DHFC departments such as facility management, and Soft Services, Marketing, Security Services and other departments. Purchases must always be made at the right price, within budget, from the right source, at the right quality and the right quantity delivered on time as was agreed through Purchase Orders or Contractually. Also, to ensure the implementation and adoption of sustainable practices. 

What you will do : 

• Coordinate with Business Units across for the supply of assigned category within budgeted spend. Manage the transaction cycle from taking quotations to issuing of PO, ensuring quality standard to ensure overall transparency and satisfaction. 
• Perform pre-qualification process to update vendor’s database for reliable and capable suppliers and contractors.
• Ensure meeting time scale and deadlines for every procurement transaction and activity.
• Ensure procurement activities performed in compliance to the approved process in line with corporate best practice and financial audits.
• Contribution with Finance department on contract and orders associated with business requirements and related documents verification.
• Accomplish cost savings through effective negotiation and supplier alignment / bulk buy to maintain par standards noting the different timelines required for the continuous business operation.
• Execute the centralized procurement activity of the organization by implementing a professional, effective procurement function based upon agreed organisational process.
• Prepare requests for Information/Proposal/Quotation/ tenders with pertinent specifications, clear terms and conditions and prepare tender / quotations evaluation reports
• Conduct price analysis commercial evaluation of proposals and tenders in coordination with end-user’s technical team.
• Prepare the final recommendations for internal acceptance/endorsement in accordance with the agreements reached with relevant customers. Also, involve in CAPEX/OPEX related documentation process such as GIAMS Memo, etc to obtain the necessary approvals as per DOA
• Prepare Contracts, Purchase Orders and Agreements for approval and circulate approved documents to all stakeholders (Finance / Management / Stores / JV Owner Representative / End-User Departments / Vendors / Contractors)
• Handle Vendor Management System (VMS) which includes but not limited to, vendor prequalification/registration process, Vendor Credit Application process, vendor payable expedition, exploring & introduce new potential vendors to support business process, periodical evaluation and all types of techno-commercial coordination’s.
• Apply the P2P Enterprise resource planning (ERP) Process for all procurement transactions by creating Request for Quote (RFQ) / Request for Tender (RFT) / Request for Proposal (RFP) and Purchase Orders / Contracts via ERP system.
• Implement the set administrative, purchasing and clerical procedures to maintain efficiency of the Procurement function.
• Ensure approvals are obtained in accordance with the relevant policies and the Delegation of Authority (DOA).
• Ensure all Tax and Legal requirements are fulfilled in coordination with Finance and JV Owner Representative to avoid any penalty implication.