Project Coordinator
Qatar Foundation
مجموع سنوات الخبرة :5 years, 9 أشهر
Document Control/ QEERI Portal Project:
Project coordinator will be in charge of coordinating the project to develop and implement QEERI Shared Point ( QEERI Portal)
Responsible for all QEERI documents.
In charge of coordinating with the different departments within QEERI and ensuring that documents are kept in the right location and are accessible to all internal services.
Work on deadlines and ensuring that all departments/ research group of QEERI are following the same procedures with regards to documents
Ensuring that documents are in the right location and they are categorized according to the type of document.
Checking and approving documents before they are uploaded to ensure that documents contain correct and understandable information regards their categorization and classification
Procurement Coordination:
Confers with scientists from all research programs to coordinate purchasing needs and specifications
Review all procurement requests received from the various research programs and administration at QEERI
Check consistency and suggest necessary measures to avoid overlapping, inconsistency and inaccuracy of provided information
Prepare and review technical specification for all equipment’s and ensure that all required information are included
Prepare justification forms, scope of work of supplier and bill of quantities
Raise MR for all materials required by QEERI and make sure that these MR match QF policies and financial regulation
Liaise with procurement Department in all issues related to QEER procurements and MRs
Liaise with Financial Department for payment of invoices related to materials purchased by QEERI
Keep and update records of all materials purchased by QEERI
Keep and update an annual inventory of all QEERI assets and lab’s equipment and their locations
Assist in planning of annual and 5 year budget for QEERI
Comply with all QF and QEERI regulation and policies
Suggest and implement ways for improving work flows and processes
• Assisting the procurement team in category management activities such as preparing tender documentation, auditing equipment, preparing reports etc.
• Update and maintain asset management system
• Create, update and maintain new vendor or suppliers and purchase order records within NetSuite
• Overseeing the ordering process of materials and supplies from vendors
• Researches, interviews and negotiates with suppliers to obtain prices and specifications
• Create POs for the acquisition of materials and performs related administrative tasks
• Day to day procurement related purchases
• Maintain contract database ensuring all contract information is accurate, up to date copies are held and monitor expiry dates for review
• Ensure procurement related documents, forms, policies and procedures are kept up to date and relevant
• Process, follow up and ensure completion of Business Service Request, update them on HPSM Portal
• Provide a central document control log for procurement
• Establishing and maintaining hard and soft copies of office files, controlling records
• Maintains confidentiality of documents and information received
• Keeps informed of the details of the procurement department and management reporting
• Administrative assistance to COO with PowerPoint presentations and other reports on weekly and monthly basis
• Send Request for Information (RFI), Request for Proposal (RFP) and Request for Quote (RFQ) to vendors.
• Manage placing orders as per planned requirement, planning material arrival by Sea or Air.
• Negotiating with the suppliers (Locally, US, China & UK).
• On time delivery of parts from supplier to site.
• Prioritize critical parts at supplier to meet customer need.
• Status & expediting of delinquent parts with supplier.
• Proactive identification of potential problems.
• Promote initiative with supplier.
• Resolve all the issues of items delivered.
• Good rapport with supplier & internal Customer.
• Negotiating with the supplier for Price, Quality, and delivery terms for the purchase
• Offer a competitive solution to the project team in terms of Price, Quality and delivery time.
STRATEGIC PLANNING
• Based on the future requirements developing long term & short term strategies regarding sourcing and procurement of electrical & electronics components
• Raw material & capacity planning involving decision regarding future scenario of production quantities.
SUPPLIER DEVELOPMENT
• To develop the new vendors taking the cost, quality & delivery criteria in mind to generate the sufficient capacity to meet the average as well as peak production requirements, based on value engineering concept.
TAXATION
• Knowledge about basic taxation rules i.e. excise duty, sale tax, to drive the landed cost of components to take the decisions of sourcing & procurement of material (In case of multi-source available)
COSTING
• To make the Costing of all materials considering the applied tax structure, to achieve the CR targets through negotiation & Value Engineering.
• Revision/updating of costing due to change in PPP.
CO-ORDINATION
• Coordinating with Inter departments like Quality Control, R&D for getting parts approved as per specifications and with account to resolve the commercial issues.
• Activities include daily procurement of material based on JLT.
• Involve in reconciliation with vendors.
• Activities like Value Engineering/Analysis, Corrective and preventive actions for removing troubles and stoppages.