Procurement & Stores Manager
Serco Middle East - Dubai Metro
Total years of experience :19 years, 9 Months
•Interpret and explain organization’s procurement / purchase policies and procedures to internal / external customers and to vendors / subcontractors.
•Responsible and accountable for timely, cost effective procurement of goods and services (assets, spares, consumables, rate contracts, service contracts / service level agreements etc.).
•Pre-qualifies and prepares list of qualified bidders for the requisitioned items, prepares enquiry packages incorporating all commercial, technical and inspection requirements where specified for issue to approved bidders, follows up with bidders to ensure timely submission of bids and carries out opening of bids after bid closing dates as per the delegation of authority.
•Identify key and alternative international / local suppliers and enter into long / short term agreements to ensure uninterrupted supply goods / services and reduce price escalation risks.
•Monitor orders and contracts for compliance and performance; make effective decisions for cancellation of orders and contracts for non-compliance and non-performance.
•Ensure transparency in all activities of the department to ensure integrity where audit trails are maintained effectively.
•Participates as and when required in discussion with requestors’ and supplier’s representatives to clarify techno-commercial contents or suppliers quotations and budget availability before purchase recommendations are made.
•Evaluate the performance of supplies; and develop and implement measures to reduce costs and optimize quality.
•Prioritize tasks and establish schedules to maintain uniform workload among purchase department team. Acknowledge the contribution made by team members, regularly communicates business information upwards & downwards, resolve conflicts, lead by example, identify, plan and execute training / skill development requirements of the team.
Inventory & Warehouse:
•Prepare and Manage Warehouse budgets and manpower forecasts.
•Supervise the Data processing and timely co-ordination of Inventory into and out of inventory management software.
•Manage the lead storekeepers / storekeepers so as to ensure coverage for data processing which matches the operations requirement. Allocating and managing warehousing staff resources according to changing needs
•Implementing health and safety procedures and managing staff training issues.
•Ensure consistently that all warehouse activities are conducted under the fullest adherence to the quality management systems & procedure of the organization.
•Establish/ maintain and ensure accurate data is recorded and stored as required by Operations, Finance and management.
•Analyzing data to monitor performance and plan improvements by reviewing all issues/gaps reported through monthly and quarterly MIS reviews
•Ensure maximum utilization of available storage facility in Dubai and Satellite Warehouses.
•Prepare, control and lead periodic and scheduled stock count.
•Manage logistics/warehousing/inventory insurance / warranty claims
•Continuously seek opportunities for improving external & internal processes
Manage Purchasing Department, supervise and evaluate multiple subordinates in the department.
Prioritize tasks and establish schedules to maintain uniform workload among purchase department employees. Coordinate effectively with all departments.
Make effective independent decisions and coordinate all day-to-day procurement activities.
Identify key and alternative international / local suppliers and enter into long / short term agreements to ensure uninterrupted supply of raw materials.
Solicit bids, secure written quotations from vendors, analyze bids, perform value and cost analysis and select products and vendors consistent with existing policies and procedures.
Identify frequently required spare parts and maintain par level for the same.
Maintain purchase dictionary and update the same on a weekly basis according to the market fluctuations. Evaluate the performance of supplies; and develop and implement measures to reduce costs and optimize quality.
Set the minimum stock level of stocks for the materials for stores based on requirement trends in the past and ensure the required materials are in stock as per the minimum stock level.
Monitor order and contracts for compliance and performance; make effective decisions for cancellation of orders and contracts for non-compliance and non-performance.
Interpret and explain company purchasing policies and procedures to internal / external departments and to vendors.
Manage performance of Purchasing clerical functions, including routine correspondence, vendor list preparation, vendor applications and updates, bid and specification preparation, compilation of surplus equipment / material lists and contract and records files maintains.
Manages the in-country procurement activities for a wide range of products and services with responsibility for maximizing the value UNWFP receives from the suppliers.
Supports global and regional strategic sourcing activities focusing on leveraging UNWFPs purchasing power across the globe and region.
Pro-actively undertakes spend and cost base review to identify cost savings and process improvement opportunities.
Ensures that procurement processes are consistently applied to meet internal / external clients' short, medium and long term requirements, reduce costs and reflect best practice.
Follows developments in the procurement field and keeps abreast of best practice to contribute to performance and delivery to clients (UNWFP worldwide offices).
Review requests for the procurement of goods and services required by WFP Support Office in Dubai and liaise with requesting WFP officials to ensure that detailed and effective technical specifications are compiled;
Compilation of appropriate national and international vendors to be invited to quote, bid or submit a proposal using, amongst other sources, WFP’s list of approved vendors ensuring fairness and integrity in the compilation;
Issue requests for quotations, invitations to bid and requests for proposals and ensure the integrity of the system for receiving and opening of responses received;
Evaluate quotations/bids/proposals and invite other qualified persons to participate in technical/financial evaluations as necessary and make recommendations for the finalization of purchase orders and contracts ensuring fairness, integrity and transparency of the process;
Manage and coordinate negotiations with all interested parties including contract disputes and claims;
Research procurement patterns and identify opportunities for long term agreements concerning frequently purchased goods and services.
Procurement:
Responsible and accountable for procurement of services / goods with an annual spending of AED.45 Million.
Negotiate and establish best price and credit period with suppliers / service providers. Maintain Approved Suppliers Directory with key objective to benefit from economy of scale.
Scrutinize and evaluate capability and performance of suppliers recommended to suppliers’ directory by units / departments.
Periodical assessment of suppliers’ performance and award grades and update directory accordingly.
Provide / verify price/cost details to the budget / finance department for budget preparation for new projects. Review cost of materials / products / services in budget prepared by departments / units / schools and advice, plan and implement cost reduction strategies.
Procurement of educational materials for schools such as text / exercise books, furniture & fixtures, laboratory equipment, music instruments, sports equipment, electronic and electrical equipment, IT products & peripherals, PABX, interactive white boards, Audio Visual systems, mutli-media projectors, photocopiers, printers, access control systems, internal & external signboards, vehicle graphics, printing & stationeries, Uniforms, canteen services, vehicles, corporate gifts etc.
Responsible for Long Term Agreements (LTA), Annual Maintenance Contracts (AMC) and Subcontracts. Soliciting for quotes (tender circulations), negotiating competitive prices from suppliers; administer contracts and proposals; evaluate and award bids and proposals. Major LTA handled are supply of Uniform, Stationery, Catering service, health insurance, pest control, cleaning / hygiene/janitorial, security services and AMC for swimming pool, air conditioning, photocopiers / printers, fire fighting & fire alarm, lift, electric equipment, landscaping, running track etc..
Purchase:
Soliciting for quotes (tender circulations), negotiating competitive prices from suppliers; administer contracts and proposals; evaluate and award bids and proposals.
Maintain purchase dictionary and update the same on a weekly basis according to the market fluctuations.
Assist the tendering department in preparation of tenders / quotations by providing price, cost for products and services. Submission of technical documents and materials samples for approval from consultants / quantity survey department / project engineers.
Evaluate the performance of supplies; and develop and implement measures to reduce costs and optimize quality.
Purchase of building materials including hardware, ready-mix concrete, cement, blocks, tiles, sanitaryware, construction tools / machinery / equipments, vehicles, office furniture, office equipments PABX systems, computers, fax, printers, photocopiers etc.
Preparation of Local Purchase Orders, monitor updation of entry of material received vouchers, transfer vouchers after valuation.
Purchase pending schedule preparation and its analysis and necessary rectifications.
Logistics / Warehouse:
Set the minimum stock level of stocks for the materials at the stores based on requirement trends in the past and ensure the required materials are in stock as per the minimum stock level
Overall Supervision of the Central and Site stores with the assistance of store keepers.
Periodic stock takes in coordination with accounts department and necessary rectification in inventory books as instructed by the Finance Manager.
Responsible for a fleet of above 50 vehicles for its daily trip / route planning, maintenance, renewal of registrations / insurance.
• Order processing of domestic and export orders received through sales / Export department., Supervise operations for effective storage and transportation of materials., Process and control pallet movements, Coordinate with export department for export documentation, Confirm booking for stock retrieval.
Currently doing this course