Saima Khalil

Job Responsibilities

• Liaise between institutional and external customers and vendors to coordinate and execute the procurement of specialized services/supplies, or as assigned.
• Develop and maintain relationships with vendors and internal costumers for assigned products and services; investigate and identify new product areas; meet with suppliers and customers.
• Serve as a professional agent between WCMQ and clients on provided procurement and sourcing services.
• Maintain contact and consults with end-users to prepare specifications for items/equipment or services as required.
• Provide customers with proper policies and procedures, information, and advice regarding options and order status.
• Prepare proposals, quotation requests, and bids. Summarizes findings for analysis and decision making.
• Review requisitions, confer with vendors to obtain product or service information such as price, availability, and delivery schedule.
• Ensure timely and professional resolution of issues. Promptly follows up with vendors to ensure customers needs are being met.
• Produce and analyze reports, projections, benchmarks, and graphs related to area responsibilities. Investigates and qualifies suppliers based on forwarding demand forecasts. Seek new sources of supply.
• Negotiate price and delivery with potential suppliers. Defines value according to the knowledge of market price. Prepares and follows up on Purchase Orders
• Prepare departmental Standard Operating Procedures (SOPs) for area responsibilities as necessary.
• Responsible for appropriate use and ensuring proper documentation for procurement card charges.
• Assist with negotiation of vendor contracts for assigned commodity areas and review initial contracts to ensure inclusion of pre-agreed standard terms and conditions. Escalate concerns for senior review as appropriate.
• Maintain procurement and contract documents in a systematic and auditable manner. Liaise with relevant teams from Legal, Privacy and Compliance, Insurance and technical team for a holistic Contract management per project.
• Maintain delegated sections of Master Data within the financial enterprise system.
• Review budget and Procurement related reports on SAP ARIBA.
• Review and process Purchase Requisitions on SAP ARIBA.
• Work with Finance team on BI Reports in SAP ARIBA.

• Lead end-to-end sourcing cycles, including RFx development, bid analysis, vendor negotiations, and award recommendations
for high-value projects across IT, facilities, labs, and operations.
• Manage complex contract reviews, ensuring alignment with institutional policies and driving risk mitigation strategies for
multi-year agreements.
• Support budgeting and financial planning through accurate forecasting, cost analysis, and spend visibility reporting.
• Oversee logistics for international shipments, ensuring regulatory compliance, timely delivery, and full documentation.
• Maintain full procurement documentation, SAP Ariba master data, P2P workflow integrity, and audit readiness.
• Engage in continuous stakeholder coordination with Finance, Legal, IT, Facilities, Research, and senior leadership.
• Prepare SOPs, refine procurement processes, ensure systematic documentation across procurement & contracting activities.

• Maintains contact and consults with end users to prepare specifications for items/ equipment
or services as required.
• Responsibilities include purchasing lab supplies and equipment, stationary, pantry
items, ITS supplies, software, gift items, books, P-Card purchases, branding, marketing
campaigns, hotels, catering and events, etc.
• The Procurement Manager will allocate specific tasks to the Procurement Coordinator as
required.
• Identify high impact cost reduction opportunities
• Reconciles Procure to pay issues when any arise
• Leverage the organizations buying power to optimize costs, access new suppliers, reduce lead times,
and guarantee supply
• Providing analytical data to ensure complete information is provided to department leads and
managers
• Assisting Finance and Budget team to obtain appropriate and relevant data for Budgeting
• Assisting Finance with various areas relating to invoicing, budgeting, reporting, etc.
• Reviews requisitions, confers with vendors to obtain product or service information such as
price, availability and delivery schedule.
• Develops and maintains relationships with vendors and internal customers for assigned
products and services; investigates and identifies new product areas; meets with suppliers
and customers.
• Ensures timely and professional resolution of issues. Promptly follows up with vendors to
ensure customers needs are being met.
• Investigates and qualifies suppliers based on forward demand forecasts. Seeks new sources of
supply.
• Prepares proposals, quotation requests and bids. Summarizes findings for analysis and
decision-making
• Negotiates price and delivery with potential suppliers. Defines value according to knowledge of
market price. Prepares and follows up on Purchase Orders
• Maintains procurement and contract documents in systematic and auditable manner.
Maintains delegated sections of Master Data within the financial enterprise system
• Acts as point of contact or backup for P-Card purchases and financial enterprise system
training as required
• Performs other duties as assigned or required.

Tasks on SAP
• Shopping Cart Monitors
• Extracting Open Commitment Reports
• Vendor Management
• Purchase Order Life Cycle
• BI Reports

• To provide local and international hotel bookings, visa processing, events/banquets/function
reservations for NBK Group of Companies
• Providing the team leader and Manager with Reports from SAP whenever required.
• Assisting with Providing Procurement Operational reports.
• Organize incoming and outgoing correspondences for Admin Service Department
• Catering to all Business Trip Requisitions, especially for Top Management
• Arranging ticket bookings for Annual Leaves, New Hired staff and Repatriated staff
• Maintaining of confidential records for Admin Staff and Top Management
• Ensuring proper filing system is followed as per admin policies
• Maintain records of Memorandums and Circulars; respond to regular enquiries though proper
correspondence formats
• Preparation of monthly statistical reports and summaries, which assists Management in various
areas of decision making
• Provide assistance to Purchasing Group by processing stationery requirement
• Receiving of Group Invoices and segregating them as per company/divisions. Arranging
appropriate handover of the same while maintaining records of delivery.
• Drafting of Letters and Memos requesting for Advance payment pertaining to Projects

Tasks related to Ooredoo:
• Receiving of complaints from various departments, locations and divisions regarding issues
relating to ADSL, Landline, Mobile network, mobile broadband, etc.
• Ensuring the request in on official correspondence and accordingly communicating the same with
Ooredoo Team
• Drafting Letters & Memos for requesting new service (telephone, mobile, MyFi, etc.)
• Drafting Letters & Memos for upgrading the existing service for Approval by the Management
• Drafting Letters & Memos for closure or discontinuation on any Ooredoo Service.
• Maintaining of Master File of Group Ooredoo Subscriptions
• Extraction of Bills from the Ooredoo Bill Express Application

Tasks on SAP System:
◦ Daily PR list summary for Approval
◦ MIGO verification and preparation
◦ PO creation
◦ Petty Cash PO for Facility Maintenance
◦ Petty Cash PO for Fuel Consumption
◦ PO for air tickets
◦ PO for issuance of visa
◦ PO for Hotel Booking
◦ PO for banquet booking

Managed procurement, budgeting, supplier relations, and contract reviews.

• Establish job/personal goals on a yearly basis.
• Gather & reroute mail within the office daily.
• Help to keep copy/print rooms, conference rooms, break room neat and organized.
• Back-up person for the receptionist including scheduled breaks and full days to cover
forvacation days, etc.
• Assist with Promotional events and ideas & execution. Order, keep neat, and
organizepromotional items. Track purchases & costs.
• Some filing of client folders in file cabinets. (Most of our files are now paperless)
• Keep forms and brochures supplied.
• Prepare presentation folders for agents to use for new applications.
• Coordinate the monthly Advisor lunch meeting and any other special client or employee
event. (purchase/order food and any additional tasks needed)
• Back up for Final Edit of Marketing Documents in PP or Word, per instructions. (Printing,
assembling and binding when needed)
• Additional regular division tasks and projects at the instruction of a Manager.
• Scanning/Imaging for all divisions daily and as needed for additional projects.
• Help in marketing property and conference rooms.
• Assist in selling property by establishing asking price, advertising the property, listing the
property with listing services and conducting open houses for prospective buyers
• Assist prospective buyers in selecting, visiting, inspecting and making offers of purchase on
hotel rooms and facilities
• Advise clients on market conditions, prices, legal requirements and related matters
• Draw up sales agreements for approval of purchaser.
• Event Planning assistance and coordination.
• Operations Assistant will provide general administrative support as requested throughout.
the various departments and the COO
• Prepare cash receipts for deposits and maintain the electronic deposit log sheet
• Assist with scheduling of membership conference calls and candidate interviews
• Maintain inventory for office supplies and stationary
• Prepare materials for meetings and events as needed
• Assist HR Department with recruitment including job postings, and sending resumes to
theproper hiring manager
• Receive and distribute all incoming mail and coordinate outgoing mail.