Procurement Specialist
ICS
Total years of experience :16 years, 2 Months
• Currently responsible for the procurement of different projects of Construction, Facility Management, Operations and Maintenance, MEP, ICT, Low Current Systems, and Data Centers.
• Assisting in developing and implementing procurement, sourcing, and department strategic plans to achieve the business targets.
• Preparing various reports including the progress and spend analysis to ensure that management has accurate and useful information.
• Preparing long and short-term cash flow forecast reports and plans for management review and approval.
• Mitigating the risk to procurement activities and actively managing to eliminate it.
• Participating and recommending the changes in procurement plan, policies, and procedures to improve performance.
• Implementing and Monitoring the Procurement and QMS Polices & Procedures and reporting to management for any Minor or Major non-conformity.
• Highlighting the areas of improvement in the Enterprise Resource Planning (ERP) Procurement module, and proposing the solution to increase efficiency.
• Coordinating and supporting the project management, client, subcontractors and other internal and external stakeholders to complete the procurement activities.
• Implementing and monitoring the end-to-end procurement through Strategic sourcing, and contract management.
• Sourcing new and competent suppliers and developing a consolidated database to meet current and future needs.
• Monitoring and evaluating potential vendors/suppliers, building positive relationships to achieve the targets.
• Ensuring the Quality Control of all procurement data and maintaining the record of all Purchase Requests (PRs), Requests for Quotations (RFQs), Requests for Proposals (RFPs), and Purchase Orders (POs).
• Receiving Purchase Requests, reviewing, and recording in the database.
• Preparing solicitation, Issuing Requests for Quotations and Requests for Proposals to various vendors.
• Analyzing and reviewing offers and proposals received from suppliers for compliance with the purchase request (PR) project requirement, budget, and timeline.
• Negotiating with vendors/suppliers to get the best value and terms complying with the requirements.
• Preparing Techno-Commercial Comparison of various offers for management review.
• Supervising/Creating Vendors, Material Masters, and Purchase Orders in ERP.
• Monitoring the complete Procurement Cycle after Placing the PO (Purchase Order) approved by management.
• Receiving and verifying the invoices with orders before initiating payment requests to the account department.
• Effectively Coordinating & supporting all departments and ensuring timely advance payments for on-time deliveries.
• Handling the Petty Cash to manage the urgent and small cash purchases.
• Collecting, and organizing the legal and contractual documentation and the drafting of Contracts for Construction, MEP, Maintenance, and Services.
• Working in the cross-functional team for preparing draft contracts/orders with vendors/suppliers.
• Administering and supporting the different Pre-Award activities including schedules, meetings, evaluation, and negotiation.
• Managing the documentation of contract changes in value, quantity, prices, terms & conditions, etc.
• Assisting the Bidding Team to ensure the evaluations of proposals, offers, bids, and the selection of the best supplier.
• Coordinating and helping Logistic and Warehouse teams for timely deliveries and quality of products.
• Estimating the Customs Duties of imported products based on the HS codes and coordinating with shippers for alternative HS codes to reduce/ remove the customs duty.
• Registering the imported products in the SABER Portal and Applying for Conformity & Self Declaration certificates.
• Coordinating with Forwarders for the shipment status, customs clearance processes, and deliveries.
• Developing and implementing Document Management System (DMS) with proper protocol, procedures, and instructions to fulfill the requirement of QMS ISO 9001:2015 and project requirements.
• Ensuring all the project documentation and communication are as per the approved project management plans.
• Preparing, implementing, and monitoring Document Management Plans, Policies, and Procedures.
• Effectively Coordinating with Project Manager/Director, Engineering Team, and PMO.
• Meeting and Coordinating with consultant/contractor for Submission & Approval of various design and material submittals.
• Ensuring controlled copies of the latest approved documents and drawings are distributed to the engineers, contractors, and suppliers.
• Administering data/document management applications (PCM Primavera Contract Manager).
• Managing the receipt, tracking, and monitoring of documents through the use of standard EDMS programs to register documents, maintain databases, and produce logs, transmittals, and other reports as required.
• Ensuring the timely distribution of all the official correspondences to all stakeholders \[Letters, Transmittals, Request for Information (RFI), Non-Conformance Reports (NCRs), etc.\]
• Ensuring that Filing of all Design documentation, Correspondence, and other documents are as per the Document Management Plan.
• Supervising the team of document controllers in head office and project sites.
• Providing training and orientation of Document Management Plan, and Procedures to the new employees.
• Attending the project meetings with clients and other contractors.
• Preparing the budget for office operations and various project activities from the perspective of administration and procurement.
• Preparing the variance sheet of actual spending against the budgeted value at the end of the budget period.
• Sourcing of vendors/suppliers for different procurement activities in the Project Areas (16 Towns of 4 Cities).
• Receiving Purchase Requests (PR) from all teams and Issuing the Request of Quotations (RFQ) to various suppliers.
• Reviewing offers and proposals received from suppliers against the budgeted value and requirement.
• Negotiating with suppliers to get the best value and terms as per the requirements.
• Preparing Techno-Commercial Comparison of various offers for Regional Procurement Committee approval.
• Issuing the Purchase Orders (PO) and Letter of Intents (POI) to suppliers.
• Creating and signing annual contacts for different servicing for Fuel and Maintenance of Vehicles, Hotels, Catering, and Event Organizers for different project activities.
• Receiving and verifying the invoices with order and initiating the payment requests.
• Handling the Petty Cash to manage the urgent and small cash purchases
• Coordinating with other regional offices and organizations to make arrangements for planned activities.
• Preparing vehicle plan to allocate vehicles to staff members, Trainers, and Trainees.
• Coordinating with Trainers, Trainees, and Management for the successful completion of trainings and seminars.
• Preparing and processing different work orders for Facility Management including the repairing, electrical, plumbing, and mechanical works.
• Preparing and processing vehicle maintenance work orders for routine and accidental maintenance.
• Maintaining a complete record of office inventory and fixed assets and making quarterly reports of fixed assets and inventory.
• Preparing, examining, and analyzing accounting records, financial statements, and other financial reports to assess accuracy, completeness, and conformance to reporting and procedural standards.
• Making entries in the Journal and preparation of vouchers for all transactions.
• Managing bank accounts and the transfer of funds between office and head office.
• Monitoring cash flow and ensuring that sufficient funds are always available in the bank for routing and budgeted activities.
• Preparing bank reconciliation statements at the end of each month.
• Handling Petty Cash and maintaining it regularly.
• Preparing monthly financial statements and staff salaries at the end of each month and preparing reports for the donor on demand
• Analyzing business operations, trends, costs, revenues, financial commitments, and obligations, to project future revenues and expenses or to provide advice.
• Receiving Purchase Requests (PR) from all teams and Issuing the Request of Quotations (RFQ) to various suppliers.
• Reviewing offers and proposals received from suppliers against the budgeted value and requirement.
• Negotiating with suppliers to get the best value and terms as per the requirements.
• Preparing Techno-Commercial Comparison of various offers for Regional Procurement Committee approval.
• Issuing the Purchase Orders (PO) and Letter of Intents (LOI) to suppliers.
• Giving orientation sessions to new and existing staff members for office policies and procedures.
• Working as Consumer Risk Management and Initiation Offer, providing verified data of customers to make the right decision after physical visits to their businesses, banks, and residence.
• Managing a team of 6 field officers to work in compliance with policies and procedures.
• Ensuring the sensitivity and privacy of information collected.
• Providing the Physical verifications of business, residences and documents (bank statements and letters, salary certificates, experience letters etc.) if applicants.
• Distributing justified workload among the team and maintaining the record of each member's visits and outcome of that visits.
• Analysing and verifying the information collected by them with telephonic and other available information before proceeding the case to the next department.
• Crosschecking information randomly, collected by team members.
• Developing and maintaining of MIS reports for management review with the status of applications.
• Providing the training and orientation to new employees.