Procurement Agent
American University of Beirut Medical Center
Total years of experience :14 years, 4 Months
1- Procurement Related Duties
• Providing internal customers with materials and services through working to understand their
requirements.
• Receiving and verifying purchase requisitions (PRs) assigned by the Director for completeness of
information.
• Issuing requests for quotations (RFQs).
• Issuing purchase orders (POs) to suitable suppliers.
• Providing the users with up-to-date information on new products and/or new suppliers.
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• Monitoring shipments to ensure that goods come in on time and in the event of problems
tracing shipments and following up undelivered goods.
• Locating and contacting qualified suppliers, securing price quotations, negotiating prices,
availability of items, delivery dates, after sales service when applicable, guarantees, payment
terms, etc.
• Deciding in accordance with applied procurement procedures whether to purchase through
competitive sealed bids, open written quotes.
• Analyzing technical data in supplier's proposals.
• Analyzing price proposals, financial reports, and other data and information to determine
reasonable prices.
• Monitoring and verifying ongoing cost effectiveness.
• Scheduling bid opening meetings for the bidding committee, participating in product selection
and ensuring smooth and proper bidding process.
• Preparing formal tender invitations to suppliers to submit proposals.
• Researching and evaluating suppliers based on price, quality, selection, service, support,
availability, reliability, and supplier's reputation and history.
• Preparing tabulations/comparative sheets in order to select the awarded suppliers.
• Checking availability of product, contacting requesting departments to negotiate a substitute in
case of non-availability and processing the purchase order according to applied procurement
procedure.
• Evaluating and monitoring contract performance to ensure compliance with contractual
obligations and to determine need for changes.
• Attending to emergency purchases.
• Establishing and maintaining courteous and cooperative relations with external and internal
customers.
• Ensuring that the research information is precise and not general.
• Ensuring prompt delivery.
• Ensuring purchase orders contain complete and accurate information.
• Ensuring appropriate issuing of purchase orders within pre-defined time frame.
• Ensuring proper analysis of information in order to produce concise and error free reports.
2- Administrative Duties
• Presenting relevant and timely feedback on project or task status, issues, and potential
problems.
• Notifying and reporting to senior management concerning any trends that are critical to the
organization's financial performance.
• Maintaining and reviewing computerized or manual records of items purchased, cost, delivery,
product performance, and inventories.
• Improving work flow, service delivery, and streamline routine services.
• Updating requesting departments and end-users as to the status of ordered items.
• Following up on weekly order status report.
• Ensuring problems are resolved within timeframe specified by the department.
• Ensuring availability of needed supplies at all times.
3- Client Focus
• Anticipating and adapting to client needs/Addressing underlying client needs.
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• Adapting service according to these needs.
• Proposing new, creative and sound alternatives to improve client service.
• Working independently with limited direction in carrying out routine assigned tasks and
projects.
• Presenting relevant and timely feedback on project or task status, issues, and potential
problems.
• Persevering through various working conditions to complete tasks and projects and to meet
deadlines.
4- Organizational Awareness
• Understanding formal structure of AUBMC and applying internal policies and procedures.
• Understanding new organization and department development and how it might impact my
own job and adjusting work routines accordingly.
• Understanding and accurately applying internal policies and procedures that are related to the
job.
• Supporting the department/organization mission and goals.
5- Initiative
• Recognizing and addressing current and imminent issues.
• Recognizing and acting on present issues proactively.
• Acting promptly and effectively in a crisis situation.
• Taking action to avoid imminent problem and to capitalize on imminent opportunity.
• Working persistently as needed and beyond what it is required.
6- Communication
• Fostering two-way communication by listening and responding to people's inquiries and
concerns. Listening actively and objectively without interrupting.
• Responding to people’s concerns and inquiries by altering own behavior in a helpful manner.
• Openly and constructively discussing diverse perspectives that could lead to misunderstandings
by supporting messages with relevant data, information, examples and demonstrations.
7- Safety and Health Management
• Understanding and complying with health and safety policies and procedures.
• Following defined occupational health and safety policies and procedures.
• Providing evidence of regular attendance of mandatory health and safety courses.
• In case of accident within the department, filling accident report.
8- Ethical Practice
• Adhering to Ethical Guidelines by demonstrating a high standard of Ethical behavior.
• Understanding and following rules of conduct.
• Respecting the beliefs and cultures of others.
9- Problem Solving
• Using analytical skills to solve problems in a logical and organized manner.
• Recognizing conflicting situations and problems as they arise and determining appropriate
resources.
• Generating and evaluating alternative solutions; making recommendations accordingly.
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• Checking data and identifying causes and effects.
• Analyzing causes of the problem and conducting root-cause analysis.
10- Teamwork/Collaboration
• Cooperating with colleagues willingly, and recognizing when compromise is necessary.
• Helping others when needed and supporting team goals.
• Maintaining a focus on team goals and assisting others in accomplishing them.
• Sharing information and learning with colleagues and seeking opportunities to work on teams.
• Planning and coordinating own work with the work of others to maximize efficiency and
productivity.
• Setting priorities with an appropriate sense of what is most important and plans with an
appropriate and realistic sense of the time demand involved.
• Keeping concerned people informed on progress of tasks and assignments.
11- Managing and analyzing information
• Collecting, organizing and reporting information in a comprehensible form.
• Analyzing data, recognizing important gaps in the information and eliminating them.
• Developing reports relevant to the subject in question and reviewing information obtained for
relevance and completeness.
12- Maintaining a professional image
• Understanding and following rules of conduct and ethical guidelines.
• Maintaining a professional appearance by dressing appropriately and in accordance with
AUBMC dress code.
• Avoiding participating in the “rumor mill”.
• Demonstrating loyalty to the organization and its employees.
• Demonstrating a high standard of ethical behavior.
• Conforming to pre-established quality requirements.
13- Other Related Principles
• Applying basic working knowledge of procurement laws, contract law, purchasing practices, and
quality of goods/commodities and/or services being purchased.
• Applying basic working knowledge of accounting principles and methods in relation to
purchasing needs.
• Implementing established rules and regulations; reviewing work for compliance to standards,
and proposing procedural changes and/or policy revisions.
• Utilizing information technologies to meet work needs.
• Identifying issues for routine purchasing actions, assessing position of each party and
recommending.
• Assisting team leader, monitoring and reporting contractor performance issues or problems to
others.
Ensuring the compliance with the Procurement Policies and Procedures.
• Pre-qualifying and registering new Suppliers in the system.
• Arranging and participating in the Suppliers' visits and meetings.
• Receiving the PRs (Purchase Requisitions) and ensuring a proper execution and follow-up on the
related Pos (Purchase Orders) for the small orders, both physically and on the system.
• Providing the support needed for the Agreements' awarding.
• Executing the Agreements' renewals.
• Administrating and executing the Tender process: preparation of RFQs (Requests for
Quotations) and RFPs (Requests for Proposals), identification of Bidders and inviting them to the
Tenders, communication with all stake holders including end-users and suppliers, receiving and
evaluating proposals, arranging and participating in the Suppliers' presentations and in the
Tenders' openings.
• Supporting the Procurement Manager in the Procurement/Contracts' negotiation.
• Supporting the Procurement Manager in the Award Recommendation (in terms of Tender
evaluation and suppliers' scoring and awarding) and in obtaining the proper approvals according
to the DOA (Delegation Of Authority) level.
• Coordinating with the Finance and Legal Departments in terms of Suppliers' payments and
Agreements' award/execution/renewal.
• Coordinating on a daily basis with the Head Office in Dubai in order to ensure a proper
alignment with all the Organization's branches.
• Reporting to the Country Procurement Manager and the Country Financial Manager.
• Carrying out periodical market researches, studies and benchmarking.
• Complying and ensuring a proper adherence to the personal development plan and trainings.
• Assisting the Superiors in performing any assigned related duties that enable the achievement
of the Organization's targets and objectives.
• Establishing and maintaining an appropriate filing auditable system.
• The main Stakeholders for whom the Procurement services had to be provided were the
following: Operations and Marketing Departments in City Centre Beirut as well as the Marketing
Department in Waterfront City (Dbayeh).
Executing the purchasing process in terms of: receiving PRs (Purchase Requisitions), checking
budgets.
• Sending Requests for Quotations (RFQs) to the local suppliers, getting 2 to 3 quotations for each
Purchase Requisition (PR), negotiating with the suppliers (price, quality, delivery and payment
terms), preparing comparative sheets in order to select the best supplier, processing the POs
(Purchase Orders) in the system, getting the proper approvals on the POs and confirming them
with the selected suppliers.
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• Coordinating with the Shipping Department to ensure a proper order delivery to factory • and to
sites.
• Receiving and Reviewing daily reports from the Quality Control Department to ensure that the
orders were properly received in terms of quantity and quality.
• Preparing and sending claims to the suppliers in case of non-conformity in any order.
• Providing the needed support to the Purchasing Manager.
• Reporting to the Purchasing Manager.
March 2012 - May 2012: ALGECO - Aluminum Glazing & Engineering Company, Lebanon.
:
Lebanese Baccalaureate II – Experimental Sciences section. Collège Notre Dame de la Délivrance (Hadath).