Procurement Officer
Elegancia Facilities Management
مجموع سنوات الخبرة :14 years, 11 أشهر
• Managing the onboarding process for new suppliers, conducting all relevant checks in line with Group policy
• Maintaining the approved supplier list.
• Building relationships with suppliers to negotiate for payment terms and cost savings where possible.
• Receiving Requests from operation team.
• Requesting quotations from approved concerned suppliers.
• Preparing comparison bid summary (CBS) for selecting cost effective supplier.
• Submitting CBS for management approval.
• Preparing purchase order (PO) in ERP system for client approval followed by creation of PO in SAP system.
• Coordinating with operation team, warehouse and supplier to make sure timely supply of material/services for smooth operations.
• Working simultaneously on two systems, ERP and SAP system.
• Submitting monthly procurement report to client as well as company management.
Commercial Responsibilities:
• Receiving invoices from supplier, making sure that all the supporting documents are enclosed and signed by concern people (delivery note by store, completion by Engineer).
• Billing client for cost plus invoices, creating summary, attaching supporting documents, like email conversation, client PO, supplier invoices, GRN, DN and job completion report and meeting with client FM team for clarification.
• Maintaining the statement of account (SOA) and making reconciliation time to time.
• Meetings with client finance team for outstanding balance and addressing their queries for timely reimbursement.
• Managing petty cash, keeping record and tracking transaction and reconcile the statement periodically.
• Timely clearance of petty cash transactions with head office to make sure the availability of cash and credit card balance for smooth operations.
• Preparing PR for petty cash transactions and submitting for approval to head office with all relevant documents and details.
• Raising PR in client ERP system for cost plus petty cash transactions and creating GRN in ERP after PO approval for billing.
• Creating Petty cash advance (PCA), petty cash expenditure (PCE), credit card expenditure (CCE) and store receipt voucher (SRV) and keeping record.
• Receiving material requests from various projects, checked availability at central store.
• If material available issuing them after fulfilling the procedures and documentation.
• If not available request the key supplier for quotations.
• Upon receiving the quotes preparing the Comparison sheet (CS) and sending for approval to management.
• After CS approval preparing purchase requisition (PR).
• After PR approval preparing purchase order (PO).
• Upon the receiving of material, compare the DN and PO also the material, after that checked the materials any damages and expiry.
• If the material is safe and sound and as per specification signing the delivery documents and store in designated locations and update the inventory sheet.
• Reconciliation of supplier’s accounts before processing any payment.
• Communicate with key suppliers to resolve pending issues and facilitate a positive working relationship.
• Apart from payable, submitting cost report as and when required to finance manager and operations manager.
• Scheduling manpower as per the requirement of sites.
• Reconcile invoices and identify discrepancies (Validate invoices against items or services received).
• Reconcile all statements of account and submit reconciliation report.
• Maintain and update petty cash account.
• Ensure logbooks are maintained, checked and drivers are held accountable for any variations in distance/fuel consumption, review of monthly fuel consumption and mileage reports analyzing efficiency of vehicles at head office and field offices.
• Supervised administrative support tasks like arranging lodgings for national & expat staff, arrangement of venues for meetings/trainings.
• Established framework agreements for guest houses, vehicle rental, fuel station and janitorial services.
• Monitoring daily timesheet of staff.
• Report Daily, weekly, monthly, and quarterly progress to supervisor.
• Filing, mailing and other duties as needed.
• Lead and supervise the administration function to efficiently maintain office environment, accommodation of staff, food arrangements, office record, and organizational service contracts.
• Lead & supervise warehouse staff to efficiently manage the warehouse ensuring proper control of asset and inventory, periodic physical verification, and proper receiving, storage and release of goods as per organizational SOPs.
• Ensure timely preparation, review, consolidation and submission of vehicle performance report, warehouse report
• Updated Procurement tracker regularly and shared with Line manager monthly.
• Liaised with program teams to ensure adequate logistical facilitation for proper program implementation.
• Assets are issued to staff members upon authorization
• Ensured all assets/inventories are tracked & asset register is updated regularly with changes
• Ensured assets physical count monthly & quarterly
• Proper measures are in place for stock and warehouse security
Learning office work.
•Monitoring of pending cases.
•Work as a personal assistant (