Senior Associate – Contracts
Expo 2020 Dubai
مجموع سنوات الخبرة :20 years, 5 أشهر
• Act as a lead interface between Chief Operations Office, Procurement, Contracts and Finance Department.
• Support Contracts Manager in pre-contract phase with the preparation of scope of work for end users contract, preparation of pre-contract contract documents, coordinate with functions regarding approval and identifying cost effective and relevant procurement strategies.
• Organize High level Tender Bid Event Schedule (TES) when required.
• Proficient in processing tools, software (SAP) and information management systems to monitor contract administration process stages of procurement - hard and soft services.
• Identifying, monitoring and reporting risk, supporting the management and mitigation of risk on all levels (operational, commercial, technical, etc.) relating to contract management activities.
• Assist in reviewing contract risks and change management evaluation
• Monitor transactions in compliance within payment milestones, deliverables, invoicing and variation order across existing purchase order, to ensure all contractual obligations are fulfilled.
• Monitors contractual requirements - issuance of Variation Notice, Insurance, Bond and guarantees.
• Liaise with key internal and external stakeholder in regards to Service Provider’s Contract requirements and payments.
• Prepares Change Authorization Request (CAR), Budget Transfer, Purchase Requisitions, Service Entry Sheet (SES) and Payment Certificates.
• Manage and maintain Chief Operations Office’s (COO) Contracts and Procurement Tracker.
• Coordinating and delivering administration, reporting and contract management activities.
Prepare project deliverables such as correspondence, technical transmittals for site requirements/Tender submission.
Administer and track incoming and outgoing documents (tenders, specifications, drawings, correspondences etc) as per existing policy / procedure / norms.
Maintain a matrix tracker file applicable department-related documents under DC with due identification of the concerned department / subject / date to ensure proper archiving and retrieval.
Distribute documents to concerned department(s)/ contractors, sub-contractors to ensure necessary action of turn-around response is received accordingly.
Submit documents before the given deadline in order to avoid jeopardizing commitment dates.
Ensure departmental/project deliverables are traceable, soft copies stored in appropriate folder as per approved document folder structure, set procedures and processes.
Setting up project documentation filing system, its backups and updates under safe custody without damage or deterioration in accordance with the company’s procedures for document control.
General Purchasing:
Ensures the quality standard of Tender/ RFP/ RFQ before releasing in the market.
Process purchase requisitions by placing orders for the company development projects, including stock items, consumables, office supplies, office equipment, marketing and promotional materials, building maintenance services, cold storage safety equipment and materials.
Source-out Service Providers for all Contracts and Purchase Order Related Services mainly for Facilities Management Soft and Hard Services
Work with end users to understand their requirements, scope of work and materials specification.
Proactively liaising between suppliers and staff to resolve routine purchasing supply issues, ensuring an accurate and timely provision of supplies.
Evaluates bids/tender returns in terms of prices, payment terms, compliance with scope of work and submit report for further evaluation and management approval.
Negotiating with suppliers to obtain the best deal for individual products, payment terms, warranties and additional add on.
Interview vendors and evaluate their profile to learn about products, services, and prices.
Initiates additional cost savings measurements.
Evaluate suppliers based on price, quality, performance, warranty and delivery speed through vendor evaluation.
Process Invoices related material and services purchased.
Accurately maintaining the Company purchasing databases to high standards.
Contracts:
Ensures that procurement and contract policies and procedures are effective implemented within the organization.
Invite Contractors/Service Providers for tendering, assess, and award/recommend supplier tenders, bids, quotations, and proposals
Evaluate and monitor contracts to be sure that vendors and supplies comply with the terms and conditions of the contract and to determine the need for changes.
Liaising with external contracted service providers regarding building maintenance and other services.
Establish and negotiate contract terms and conditions, and maintain supplier relationships.
Comply with and maintain knowledge of applicable rules, legislation, regulations, standards, and best practices.
Maintain an audit file for each contract which will include original contract, all correspondence, changes/deviations, amendments, clarifications and original tender documents.
Ensure that contractor is in compliance with company requirements, specifications and government regulations.
Provide contract summaries and ensure contract execution in accordance with company policy.
Issues Letters of Acceptance and Award Service Contracts approved by management.
Receives requests for any amendments in regard to contractual changes, extensions and termination of contract and issues related letters and addendums approved by management.
Facilities Management:
Coordinates with Contractors/Service Providers for MEP, Security, Cleaning and Waste Management for any dispute/issues related to their services.
Pro-active in Waste Management Activity Project for Green Community and MotorCity Development, promoting greener environment in coordination with Facilities Management Team and Waste Management Service Provider, through waste management seminars and setting-up of waste recycling facilities in each sites.
Process Utility Bills, Dubai Civil Defense and Other Facilities Related invoices and subscriptions for Head Office and UP Rental Portfolio.
Handled maintenance requests and services concerning MEP and Civil Works related jobs for Rental Portfolio.
♣ Oversees that the Facilities Management Technical Team’s maintenance schedule is adhered unto in a timely manner.
♣ Handles resident’s complaint related to utility services.
♣ Prepares and updates task list for each development and coordinate with concern parties on the status of the pending issues that needs to be resolved.
♣ Monitors and give timely notification to the Facility Manger regarding expiring documents such as Maintenance Service Contracts, Registrations, Insurance, Warranties, Guarantees and Dubai Government Agencies’ requirements.
♣ In-charge of processing payments for all Common Area Utilities and Contractor’s service charge invoices.
♣ Coordinates among inter-office departments on behalf of the Facility Manager.
♣ Overseas subcontractors’ staff’s attendance.
♣ Oversees and ensures that the office administrative functions of the Facilities Management Department are effectively carried out.
♣ Schedules and confirms regular and emergency meetings of Facility Manager or as required with supplier and contractors.
♣ In-charge in preparation of all internal and external correspondence and minutes of the meeting for Facilities Management Department.
♣ Assist the Facility Manger in preparing department reports, forms, vouchers, work orders, and specialized documents related to the Facilities Management Department.
♣ Oversees the extra work load in any site and make necessary arrangements to take resources from other site temporarily.
• ♣ Coordinates with the company Designer regarding all flooring and carpet project designs to be produce by international suppliers.
♣ Coordinate with Suppliers abroad and provide instruction on required flooring and carpet designs to be produce.
♣ In-charge with material stock checking to all suppliers.
♣ Prepares quotations for corporate and retail showroom clients.
♣ Responsible for all incoming and outgoing correspondence.
♣ Assist the Showroom Manger in preparing department reports.
♣ Prepares weekly minutes of the Sales Meeting and Sales Reports.
♣ Schedules regular and emergency meetings of Showroom Manager as required with clients.
♣ Provides administrative support for the whole Carpetland Showroom Sales Division.
♣ Endorse all incoming flooring and carpet inquiries to showroom Sales Team.
♣ Responsible in procuring promotional, non-stock manufacturing and laboratory chemicals.
♣ Carryout negotiations with suppliers’ quotations/proposals according to authority matrix.
♣ Insures the timely delivery of the material required for production.
♣ Handled procurement of raw and packaging materials for Feeds and Snacks Division when Senior Buyer is unavailable.
♣ Monitoring of Corn Price (Food and Feed Grade) and gives price indication update to Executive Office.
♣ Compiles pre-accreditation paper from prospective suppliers of the company.
♣ Screening suppliers’ product and service offers and endorse to concern purchasing officer.
♣ Making Travel Arrangements for the Procurement Manger as required.
♣ Assisting the Procurement Manager in preparing Department Reports when necessary.
♣ Scheduling of Procurement Manager’s meetings and suppliers visits.
♣ Provides administrative support and handling of documentation tasks as required by Purchasing and QA Department.
Handling documentation and filing management for the entire Purchasing Department