Sageer Khan

Organizing Tender Committee meetings, preparing and issuing agenda, recording minutes, obtaining signature on the minutes and communicating final decisions to the tender officer plus various departments.

Processing cases of urgent nature on round robin basis, obtaining tender committee decision, and communicating final decisions to the concerned departments.

Preparing and maintaining LTC Minutes of Meeting Decisions Status Report.

Publishing new tender requirements to the Company website, selling of public tenders against bank receipts (if tender fee applies to such tender), recording sale of public tenders.

Receiving and recording receipt of all bids, keeping them in safe custody, arranging bid opening with tender committee Members, recording bid opening, keeping original bids in safe custody, and distributing copies to concerned tender officer.

Ensuring receipt of original tender bonds as per stipulation of Tender Enquiry documents, releasing Tender Bonds after award of contract/purchase order.

Keeping all tender committee records in safe custody. Such record includes; Tender Enquiry documents, bids, tender committee submission, agendas, decisions, and ensuring timely availability of record on as needed basis.

Periodic review of the relevant Policy & Procedure and provide input to the Supply manager for any change required therein.

Supporting company’s nationalization plan and assisting all national graduates during their development phase in Tender committee office.

Analyze opportunities for process improvements and coordinate with the respective process owner for action and implementation of the agreed improvements.
SUCCESSFUL INITIATIVES IN CURRENT ROLE:

One of the successful initiative is switching from paper based LTC agenda to paperless agenda being issued electronically. This initiate has helped to save almost 100K pages of virgin paper, plus 385 man-hours annually. Also, successfully managed to move from issuing paper based Tender packages to electronic tender packages issued either by emails or as a CD. This initiative has also saved almost 200K paper of virgin paper plus 200 man-hours annually. These initiatives have definitely added value in terms of process improvement and helping to protect our environment.

Successfully designed a SharePoint workflow based system for assigning STC/LTC numbers for any new requirement in Contracts, Purchasing & Agreements divisions. The allocation of new tender references was previously done manually by LTC office, now almost all supply staff can directly generate new reference numbers using this system without approaching LTC office.

Designed a SharePoint list for tracking LTC Minutes of Meeting follow-up items, the tracking was previously done manually using hardcopy of the Minutes, and was an audit observation. Now Leads can directly view/update items related to their group and close any actioned item with proper documents attached as a proof.

Designed SharePoint reports for tracking LTC/STC Bids and tender bonds. These reports can be accessed/updated by multiple users.

Analyzes LTC office filing requirements, and with the help of all Supply division heads managed to remove major duplication and now the filing workload has reduced almost by 50%.

Provide general administrative support to the Contracts Leads in the areas of file preparation, generation of modifications, preparation of new awards, drafting required documents to accomplish proper contract administration, and answering management queries.
Supporting prequalification exercise.
Preparing the tender documents.
Preparing submittals at different stages of tendering for tender committee approval.
Preparing final contract document for a variety of goods and services.
Issuing change orders for the extension, scope change or any other change to the existing contracts.
Building pricing spreadsheet and preparation of pricing charts for Business Clearance and Contract Clearance.
Maintaining conformed copies of contracts within organizational responsibility

IN ADDITION TO THE ABOVE, PROVIDING TECHNICAL SUPPORT TO THE HEAD OF CONTRACTS FOR;

Maintaining a report and tracking of all PR received and allocated by Head of Contracts (HoC). Printing PR hard copies assigned by HoC and providing it to the respective leads and contracts engineers for further action.
Follow-up with each lead and updating status of the PRs allocated to them.
Maintaining contractor’s performance report.
Preparing Feedback Summery based on the feedback received from Endusers and contracts division staff.
Providing Monthly Contract Expiration Report to HoC and updating end-user comments against each item.
Developing the Procurement plan for Contracts Division using SAP active contracts data and future requirement data received from end users.
Preparing presentations for various weekly/monthly meetings.
Coordinating with auditors during internal & external audit by providing data related to Contracts division, physical files and any other requirement.

Providing general administrative support to the team leader in preparing various daily, weekly, monthly, Quarterly and Annual reports.
Preparing draft analysis regarding Productivity, Quality and other achievements of the team.
Work allocation to all the team members and preparing daily planner to achieve 100% productivity.
Keeping track of various initiatives taken to improve productivity.
Organizing weekly team meeting.
Record keeping of all electronic & physical data.

Providing general technical support to the DGM works.
Preparing presentations for all meeting.
Preparing workshop progress report on daily basis.
Preparing MIS report.
Purchasing materials for emergency cases from the local market.
Maintaining physical & electronic record of all workshop related data