Roque Rubiano

• Receiving purchase requisitions from vessels, fabrication yards and projects.
• Sending request for quotations to approved In-Kingdom and Out-Of-Kingdom vendors.
• Receiving and evaluating commercial bids from competitive vendors.
• Coordinating technical clarifications between end-users and vendors.
• Preparing commercial bid evaluations and recommendation of awards.
• Preparing and issuing purchase orders.
• Expediting PO acknowledgement.
• Filing complete PO files through iDocs system.
• Providing support in closing purchase orders by following up for deliveries and closing
Overage, Shortage & Damages (OS&D).
• Updating milestone completion certificates in the system to clear the invoices for payment.
• Expediting payments and PO close-outs.

• Reviewing Material Requisition packages to ensure that procurement requirements as per
Saudi Aramco Contract; Schedule G and Schedule Q Attachment III are included prior to
submitting for client approval.
• Sending request for quotations to client approved, In-Kingdom and Out-Of-Kingdom
vendors in accordance with Saudi Aramco approved vendor list.
• Receiving and reviewing bids for preliminary evaluation and forwarding technical
proposals to engineering department.
• Preparing and maintaining status reports.
• Preparing Bid Analysis Sheet for comparison of all bids.
• Coordinating with suppliers and SA Kentz engineers during technical clarification stage.
• Setting-up meetings between SAK and vendors to expedite closure of technical
clarifications.
• Conducting commercial negotiations with shortlisted / technically acceptable suppliers.
• Finalizing commercial terms and conditions by coordinating with company legal / contracts
department.
• Preparing PO in Procurement and Material Management System (PaMMS) and issuing
approved PO to vendors.
• Conducting kick-off meetings after issuance of purchase orders.
• Obtaining countersigned copy of Purchase Orders / Letter of Intent, vendors
organizational chart and Document Control Index (DCI)
• Expedite vendor documents, sub-order status, manufacturing status, inspection schedules
and delivery schedule from vendors.
• Maintaining accurate technical, commercial and quality documentation records.
• Initially checking submitted vendor prints if it complies with the required format and if all
inputs are correct. Once error was found, vendor will be immediately notified and
requested to revise and resubmit the corrected documents.
• Expediting daily / weekly / monthly progress reports from vendors.
• Conducting weekly meetings with engineering and vendors and to stay updated with the
progress and issues.
• Updating procurement and expediting status reports and submitting to client on a regular
basis.
• Visiting manufacturers workshop / vendors laydown yard to expedite fabrication and
delivery of items.
• Coordinating with the technical, quality and project teams in resolving issues with
fabrication, quality and schedule.
• Coordinating with the procurement QC team and client procurement representatives in
resolving issues regarding sub-orders, sub-vendors or any related issues with vendors.
• Requesting inspection notifications from vendors and coordinating the schedule of
inspections with the Inspection / QC Department.
• Expediting the issuance of Inspection Release Note / Certificate prior to delivery of
inspected materials.
• Coordinating delivery with site material receiving department and vendor to ensure the
smooth flow of delivery and unloading.
• Obtaining signed / stamped delivery notes from vendor or site material department for
records.
• Expediting payment documents i.e. invoices, delivery notes, warranty bonds, etc.

• Reviewing Material Requisition packages from technical engineers prior to submitting for
client approval.
• Sending request for quotations to client approved local and international suppliers.
• Receiving and reviewing quotations for preliminary evaluation.
• Coordinating with suppliers and Samsung engineers during technical clarification stage.
• Conducting commercial negotiations with shortlisted/technically acceptable suppliers.
• Finalizing commercial terms and conditions by coordinating with company legal counsel.
• Conducting pre-award meetings with potential vendors, explaining and making sure the
vendor understands the PO contract details.
• Preparing PO in SAP and issuing PO contract to vendors.
• Conducting kick-off meetings after issuance of purchase orders.
• Expediting.

• Obtaining countersigned copy of Purchase Orders / Letter of Intent, vendors
organizational chart and Vendor Print Issue Schedule (VPIS).
• Expediting vendor prints, sub-order status, manufacturing status, inspection schedules
and delivery schedules from vendors.
• Maintaining accurate technical, commercial and quality documentation records.
• Initially checking the submitted vendor prints if it complies with the required format and if
all inputs are correct. Once error was found, vendor will be immediately notified and
requested to revise and resubmit the corrected documents.
• Expediting daily / weekly / monthly progress reports from vendors.
• Conducting weekly meetings with vendors to stay updated with the progress and issues.
• Updating procurement and expediting status reports and submitting to department / site
managers on a regular basis.
• Visiting manufacturers shop to identify the issues and expedite fabrication.
• Coordinating with the technical, quality and project teams in resolving issues with
fabrication, quality and schedule.
• Coordinating with the procurement QC team and client procurement / material
representatives in resolving issues regarding sub-orders, sub-vendors or any related
issues with vendor procurement.
• Obtaining inspection notification from vendor and coordinating the schedule of inspection
with the Inspection Department.
• Expediting the issuance of Inspection Release Certificate prior to delivery.
• Coordinating the delivery with logistics team, site material receiving department and
vendor to ensure the smooth flow of delivery and unloading.
• Obtaining signed / stamped delivery notes from vendor or site material department for
records.
• Expediting payment documents i.e. invoices, delivery notes, warranty bonds, etc.
• Processing payment through SAP.

• Ensuring that the instructions to suppliers for providing Spare Parts Data Package (SPDP)
for new equipment are included in the Material Requisition for procurement and in
Purchase Orders.
• Expediting Spare Parts Data Package (SPDP) from vendors after approval of certified
drawings, data sheets, etc. (NMR 602).
• Receiving and checking SPDP for completeness and accuracy.
• Coordinating technical review of SPDP with the discipline engineer prior to submitting to
client for approval.
• Submitting SPDP to Saudi Aramco for approval / acceptance.
• Providing Spare Parts Data Status Report to Saudi Aramco monthly or as directed.

• Assisting buyer in all activities involved with procuring goods and services such as materials,
equipment, tools, parts and supplies
• Receiving company and client approved Purchase/Material Requisitions.
• Reviewing requisition and conducting thorough random canvassing and obtain product
information such as process, availability, and delivery schedules.
• Preparing and distributing Request for Quotations to the approved vendors.
• Selecting product for purchase by testing, observing, or examining items or by comparative
analysis with existing items.
• Maintaining manual or computerized procurement records, such as purchased items or
services, costs, delivery, product quality or performance and inventories.
• Calling and sending follow-up e-mails to vendors to expedite delivery of materials.
• Collecting ordered materials from the vendors show room or warehouse.
• Discussing defective or unacceptable goods or services with inspection or quality control
personnel, end-users and vendors to determine corrective action.
• Preparing and updating Weekly / Monthly Material Status Reports.
• Preparing and transmitting document submittal such as Material Requisitions / Technical
approvals to client.
• Filing and monitoring documents in an organized and systematic manner.
• Performing other duties and functions as required by immediate superior.