Procurement Officer
Aljazirah Vehicles Agencies Co. Ltd.
Total years of experience :15 years, 8 months
• Follow the day to day operations related to your own job to ensure continuity of work.
• Assist Procurement Manager in the preparation of timely and accurate reports of the department requirements, policies, and standards.
• On-time & accurate preparation of Purchase Orders as per request
in order to avoid delay in purchasing and follow up, monitor, and expedite to ensure on-time delivery as promised dates.
• Scrutinize all products received are as per the ordered quantity of best quality to ensure adherence to specifications.
• Verify on-time submission of invoices to the accounts department to process payments.
• Coordinate with suppliers & vendors to get quotations & tenders making comparative analysis to get better deals and the right decisions.
• Maintain a comprehensive database of vendor contract details to ensure optimum usage of services and cost.
• Manage contracts and monitor provisions of service to ensure compliance with contract and service arrangements.
• Conducting periodic supplier’s/vendors comparative analysis to improve services, decrease costs, and increase stakeholder satisfaction.
• Resolve supplier and vendor grievances and claims against suppliers amicably to protect long term and mutually beneficial business relations.
• Initiate, build, and manage healthy relationships with customers, suppliers, & other stakeholders ensuring business continuity, long term relationship, and high customer satisfaction.
• Understand the business requirements and current needs in terms
of pricing for various bids, projects, and company needs by means
of sourcing and partnership.
• Invite, assess, and award/recommend supplier tenders, bids,
quotations, and proposals.
• Process purchase requisitions and orders within purchasing
authority.
• Establish and negotiate contract terms and conditions, and
maintain supplier relationships.
• Prepare and maintain purchasing records and reports.
• Work with internal and external stakeholders to determine
procurement needs, quality, and delivery requirements.
• Assist in the development of specifications for equipment,
materials, and services to be purchased.
• Administer contract performance, including delivery, receipt,
warranty, damages, and insurance.
• Reconcile or resolve value discrepancies.
• Comply with and maintain knowledge of applicable rules and
regulations, company standards, and best practices.
• Supervise purchasing assistants.
• Develop and maintain constructive and cooperative working
relationships with colleagues and management.
Procurement
• Responsible for the selection and evaluation of the suppliers / vendors, maintaining and updating Approved supplier / vendor list, rational addition and deletion of the Suppliers / Vendors through system.
• Responsible for expediting National & International Orders, handling logistics associated with procurement process, optimizing & leveraging our purchasing strength to the maximum advantage of the company and upholding the highest levels of integrity in all the transactions.
• Responsible for gathering complaints received from the internal users concerning quantity or quality of products and the same to be taken up with concerned Vendors for necessary replacements, adjustments, arrangements etc.
• Responsible for obtaining Corrective / Preventive Actions in case of non-conformity observed, taking quick Disposition Action on rejected materials
• Responsible for preparing Master Follow-up List for long delivery items, obtaining the Order Acknowledgement and dispatch details from the Overseas Suppliers / Vendors, arranging Down Payment, as and when required.
• Responsible for communicating any cancellation / amendment / alteration in the Purchase Orders to the concerned Vendors and update the records accordingly, sending the Purchase Order copies through Fax and Mail to the Suppliers / Vendors for their information and necessary action/s, obtaining the Materials Receipt from the End-Users or Stores.
• Responsible for negotiating with the Suppliers / Vendors with a view to get the best Prices / Bargains / Deals.
• Responsible for finalizing, preparing & printing placing the Purchase Orders with National & International Suppliers / Vendors. Obtaining Order Confirmation and Delivery Schedule from the Suppliers / Vendors response, ensuring verification of Purchased Products / GRIS Approval from the End-Users.
• Responsible for working in accordance with ISO 9001 - 2000 Procedures and ERP Environment
• Responsible for updating the Monthly Purchase Order status
• Responsible for making follow-ups for processing payments with supporting documents to the national & international Vendors after receipt of materials as per the Purchase Orders.
Management
• Reports directly to the General Manager
• Public Relations & liaising, external & Internal Business Communication.
• Preparing reports, and having in-depth knowledge of the organization structure, evaluation and appraisal reports monitoring.
• Duties included looking after incoming calls, entertaining clients and guests that includes Public Relations & Liaising and General Administration.
• Provides secretarial services; word processing & data entry of correspondences, presentation, reports, etc. as well as organizing copies.
• Payment verification and processing of utility, procurement, services invoices as well as maintenance/repair invoices.
• Preparation of management reports, presentations, memoranda.
• Receives calls from existing customers to help assist them in resolving their problems and dispatch the right technical person to the customers’ location and coordinate his activity.
• Logs the trouble call with the date and time and trouble ticket number and makes sure that the technical person has been dispatched and resolved the customer’s problem.
• Assist in maintaining all necessary technical records as required by the helpdesk or department.
• Interprets and practice policies established by the Department.
• Ensures that all trouble calls are closed within the time frame given to the customer based on the service level signed.
• Maintains technical knowledge sufficient to respond to customer calls in a professional and efficient manner.
• Prioritize calls.
• Provide daily, weekly, quarterly and Annual statistical reports about support & service activities provided to customers.
• Follow the standards for integrity, ethics, and job performance.
• Monitoring the activities of the technical dispatch and making sure it is closed as per the customers’ expectations and agreements.
• Escalating trouble calls that are not closed within the time frame that the customers’ expects as per the helpdesk and escalation procedures of the department.
• Maintain good relationships with customers & keep open communication channels with them.
• Facilitates daily transactions and handles customer relations.
• Provides intensive customer service
• Receives incoming calls and inquiries from the respective clients.
• Generates and provides sales income of the company.
• Look for prospective clients through telemarketing.
• Encoder of purchase orders and other related works.
• Provides intensive customer service.
• Facilitates orders from customers.
• Reports directly to the office of the Operations Manager.
• Responsible of the whole operations of the store.
• Provides customer service.
• Handles sales report and daily transactions of the store.
• Prepares payrolls, evaluations and any pertaining documents necessary to comply of the branch operations.
• Makes reports and updates of the operations of the branch.
Class Honors - 7th Place