Contract and Procurement Manager
Taqnia Space Company
Total years of experience :18 years, 1 Months
• Executing day-to-day Contract and Procurement activities and managing the full life-cycle of the department processes from beginning till closing.
• Managing Purchasing Requests (PR) & Purchase Orders (POs) through their life-cycle to deliver operations excellence. Dealing such as tendering, RFQ, Price Evaluation, Payment terms, Delivery Terms, Price Negotiation, Finalizing the Purchase Order, review and execute NDAs, Agreements, Contracts and carry out from beginning till completion.
• Applying best practices in generating, developing and revising of business contracts
• Anticipating contracting issues and initiating appropriate actions to ensure they are resolved in accordance with organization's policies and guidelines
• Finalizing contract changes, amendments, payments and contract terms as well as ensured timely renewals, and planning for new contracts
• Overseeing Draft Contractual Agreement and sending to relevant Dept. such as Legal, Finance & Technical Team to review their parts in order to assure all content in compliance with contracting Policies and Procedures.
• Managing closing of contracts after ensuring all contractual terms and conditions, deliverables and payment are met.
• Enhancing Vendor database and acquiring government documents as well as creating and managing proper contract files
• Own the procurement process and support various procurement functions such as strategic sourcing, subcontracting, vendor file management, and assist staff in drafting of requests for proposals, specifications, terms of reference, evaluation criteria and sole source justifications
• Establishing and maintaining positive working relationships with internal and external clients and stakeholders.
• Handling disputes and claims between vendors and the company
• Review, evaluate, and approve specifications for issuing and awarding the POs.
• Negotiated acquisitions at quality, cost standards, and payment agreements consistent with company business objectives and standard.
• Applying KPIs for Contracting and Procurement Department. Conducting Evaluation, Yearly Appraisals and competency based Training Program for department employees as per company policy.
• Implementation of agreed management decisions and operational strategies
• Contribution of developing Organizational Chart for our dept.
• Achieving Company Objectives within the approved budget
• Research and evaluate potential vendors and suppliers as per requested materials
• Request quotations from different suppliers and compare prices for maximum ROI
• Estimate and establish cost parameters and budgets for purchases
• Issue the P.O. after comparing the quotations and making the tabulation
• Create and maintain good relationships with vendors and suppliers
• Negotiate appropriate contracts for pricing and supply
• Examine and review products and supplies to ensure quality
• Track incoming inventory, delivery arrival time, and note actual arrival time
• Organize and update database of suppliers, delivery times, invoices, and quantity of supplies
• Analyze potential vendors and suppliers for future project needs
• Ensure all deliveries contain all goods requested
• Responsible for disposal of scrap by negotiating terms of removal and sale.
• Collaborate with financial team members on contracts, invoicing, and other financial matters
• Attend trade shows and exhibitions to stay up-to-date with industry trends
• Work with team members, supervisors, and purchasing manager to develop future purchasing plans and source potential relationships with vendors
• Provide inputs based on the analysis of quotations, comparison statements (with emphasis on price, quality, delivery period, terms of payment, etc.), market knowledge and previous contractor evaluations to the Procurement Manager for discussion in tender committee around the suitable suppliers.
• Developed strategic partner suppliers and negotiated long term contract agreements.
• Negotiated acquisitions at quality, cost standards, and payment agreements consistent with company business objectives.
• Ensured stock inventory levels were maintained to adequately meet operation needs at three different warehouses.
• Supervised and appraised two subordinates in purchasing department.
• Communicated and coordinated with accounting department on suppliers' payment matters.
• Responsible for petty cash expenses.
• Responsible for all types of correpondence, preparation of reports, memos, agendas, minutes, flow chart, powerpoint presentation and other documents as per requirement.
• I was Updating and fllowing up the delegated task to ensure progress to deadlines.
• Event Management internal and external for programs, seminars, workshops and special projects.
• I was handling overseas and domestic travel arrangements (Flight / Hotel booking & other relevant matters).
• Monitoring, tracking and responding to emails and managing the opening of all incoming mails and filtering/distributing/handling appropriately.
• Taking initiative in manager's absence.
• Partially involvement to prepare GAB (General Auditing Bureau) report.
• Tracks office supply, inventory and approves supply orders. Keep maintain office stationary items and distribution to the users. Coordination with the supplier to deliver the material in time, check the proper invoice and submit to the finance dept. after preparation of payment request.
• Responsible for Time Sheet for supplemental manpower working in THC.
• I was representative from THC to the medical insurance companies (Tawuniya & Bupa) pertaining to the insurance matters for addition, edition and deletion. Preparation financial report for its payment.
• Manage suppliers and contractors for the maintenance of all office equipment and service areas including overseeing the stationery room and photocopy area to ensure it is running smoothly and is clean and tidy at all times.
Purchase the materials for all operation & maintenance departments (HVAC, Electrical, Plumbing, Civil, Custodial, Stationary, Tools, Consumables and etc)
Consolidate & Collect all MRs from Warehouse
Collecting three quotations for each item, negotiating prices, and make selection for the lowest biding as per company standard.
Maintain all documents and justification for selecting certain suppliers to enable the purchasing manager releasing orders.
Sourcing and qualifying new vendors that can create competition among other suppliers.Coordination with related department and engineering discipline materials not available or out off market.
Co-ordinate with Operation Manager and Ware house supervisor for technical data
Co-ordinate with Purchasing Manager for the daily routine job.
Follow-up with Ministry Engineers to get approval the file & Convince them if they have any comment & query.
Supervise the subordinate to execute the daily logistics job.
Attend the weekly and monthly meetings with Project Director & operation manager to describe our positive and negative matters.
Follow up with Finance Dept. to get fund for purchasing of approved files.
Follow up with the suppliers to deliver the materials in proper time
Co-ordinate with Warehouse Supervisor to receive the materials and responsible to return back to suppliers if materials are wrong.
Process the documents for billing to ministry in order to reimburse the money as per approval.
Letter Correspondence with ministry, Suppliers and interoffice
Translation of official documents from English into Arabic & vice versa.
Execute the extra jobs which are assigned by Logistics Manager.
Maintain and update Procurement Data base & Vendor records
Maintain proper filing, Custody and safe keeping of quotations in order to reuse in future after confirmation with the suppliers.