Procurement Officer
Pacfort Packaging Industries LLC
Total years of experience :16 years, 10 Months
• Devises and employs fruitful strategies.
• Keeps the most profitable suppliers.
• Negotiation skills with vendors to secure the most beneficial term.
• Finalizes details of orders and deliveries.
• Researches and anticipates shifts in the negotiating power of suppliers.
• Performs cost and scenario analysis.
• Determines quantity and timing of deliveries.
• Builds the supply chains matrix in terms of item, quality, price, region, lead time, and payment facility.
• Keeps updating the vendors’ list.
• Responsible to keep searching for lesser cost material.
• Arrange the supply/allocation of office equipment, supplies, and materials as required by the company. This includes preparation of specifications, tenders and schedules; obtaining and negotiating prices; obtaining quotations and placing orders and processing invoices.
• Identifies potential suppliers and requests proposals, quotations, and other information vital for decision-making.
• Ensures that goods purchased adhere to specification in terms of quality, quantity, and delivery. Advises suppliers who fail to meet the requirements.
• Guarantees shipment, delivery, and payment schedules are completed according to the terms of the contract.
• Establishes and maintains high standards of relationships with suppliers for the most cost-effectiveness and favorable services.
• Works with suppliers to create and negotiate best deals.
• Coordinates with requestors and make sure that right materials are given. Provides samples of material to be purchased if necessary.
• Maintains appropriate records to ensure that procurement processes, decisions, and contractual agreements are accurately documented for accountability and audit purposes.
• Ensures continuity of supplies and smooth operations (without stock outs), leading to higher profitability.
• Perform other duties related to the field as assigned by the immediate manager.
• Implementing of procurement/purchase procedures and policies of the company.
• Processing purchase orders and other data as per the procedures set up in the company’s systems thru ERP (Oracle) and manually.
• Receiving and checking orders from Sales and Inventory Department, GCC branches and processing the same for the Managing Director or Assistant Managing Director’s approval prior to submission of RPI/RFQ to supplier.
• Responsible of communication in negotiating and coordinating orders and prices from the specific principals (suppliers from Italy, Germany, USA), other agents and passing the information in such case for approval of the Managing Director.
• Opening and making all types of Letter of Credit to a certain supplier base on the agreed clauses and tenors. Sending alerts to Accounts Department on confirmed orders to ensure timely payment.
• Booking and coordinating shipments with the forwarder- import & re-export (as per incoterms).
• Following up on the shipping schedule from the suppliers to monitor the order status. Keeping track of all orders until delivery and issuing the relative update reports to all concerned.
• Ensuring availability of shipping documents before arrival of the goods at destination.
• Coordinating with the Warehouse Department to make sure that shipment is received in full and in good quality.
• Working systematically on ERP for purchase orders/register, stocks and payments.
• Opening, filing and keeping up to date Master File records in hard & soft copies for each supplier account. Filing and following minutes of meeting, contracts and agreement, procedures with each different suppliers and other important documents.
• Processes outgoing and incoming emails (Outlook) from suppliers, managing directors, department heads and branch managers (local & international).
• Part of the quarterly, mid and annual meeting with the suppliers along with the managing and assistant managing directors by supplying report and other data.
• Providing a reliable data, report or documents needed by the directors and other heads of the company.
• Meeting suppliers to settle any issue/dispute and to discuss other related agenda.
• Procured equipment and materials needed in the job site.
• Received and processed material requests and orders from the material controller.
• Coordinated orders to standard suppliers and obtained other sources for price comparison against quality and MOQ.
• Purchased of pipes, fittings, valves, pumps, different sizes of electrical wires, plugs, panel boards, and other materials requested at job site.
• Negotiated prices from the acquired quotations.
• Finalized delivery terms and payment terms prior to approval of management.
• Checked all ex-stocks prior to ordering to avoid surplus of materials.
• Prepared proper documentation and filed all received and dispatched stocks to job site.
• Followed up orders from time to time to avoid any delay and ensuring timely deliver.
• Aided in expediting and checking to ensure correct materials, equipment, and quantity is received and send complaints for any damages.
• Prepared Method Statement given by the Project Manager and ITP (Inspection Test Plan) coordinated by the Project Engineers based on ASME 3.1.
• Fully responsible for site schedules & coordination of all mechanical work activities.
• Collected and entry of data for daily welding report per diameter inch and system or line-wise to be submitted to main site office, contractor and consultant.
• Prepared all paper works required for inspection (piping/structural).
• Requested and processed PTW (Permit to Work) to all hot jobs in the site.
• Requested & purchased of all consumable materials needed at job site.
• Prepared forms and approval to acquire heavy equipment needed on site such as cranes, trailers, fork lift and boom trucks.
• Responsible for timely delivery of constructing materials to job site by proper coordination with the material controller.
• Prepared all the paperwork, reports and data required by main site office, project director and manager.
