Procurement Manager
Mubadala
Total years of experience :17 years, 3 Months
• RFP/ RFQ analysis and action according to organizational procedures
• Raising requisitions in the system and track down till closure.
• Drafting RFP/RFQ documents based on requirement and proceed with the process to procurement team.
• Defining evolution criteria’s and stating SOW for any service with the help of relevant SMEs
• Single point of contact to IT dept for end to end procurement and vendor management.
• Coordination with Corporate Finance and Legal for contract agreement/ NDA signoff with vendors and suppliers
• Prompt action in Emergency procurement and detailed justification for competitive waiver process
• Evaluate potential suppliers using developed and agreed criteria to support alignment and understanding of the expectations and requirements of engagement
• Monitor and report on the performance of selected vendors to ensure delivery in line with contractual obligations and performance metrics
• Manage outward communication to vendors to facilitate understanding and awareness of organizational strategic direction, changes and challenges
• Manage the interaction between vendors and internal program delivery leaders on requirement basis in regards to booking meeting rooms & parking for respective vendors.
• Liaise with procurement partners to review, report on and revise, renewal and upgrade the contractual agreements as necessary
• Will be supporting Operations and Project teams in liaise with Vendors for conducting PoCs and replacement of hardware.
• Well aligned with operations team to have latest inventory, configuration management data with financial control.
• Control and account management regards to billing payments, tracking and differences handling (resolve and provide solutions to issues) for all the Etisalat & DU accounts managed by Mubadala.
• Leads procurements, managing cross-functional teams as required. Clarifies specifications for key products and services. Ensures that suppliers are approved in accordance with organization’s procedures.
• Managing reimbursement for expanses claimed by the resources through petty cash and follow up with coordinates if required.
• Devise and employ fruitful sourcing strategies
• Discover the most profitable suppliers and initiate business partnerships
• Negotiate with external vendors to secure the most advantageous terms
• Approve the ordering of necessary goods and services
• Finalize details of orders and deliveries
• Examine and re-evaluate existing contracts
• Track and report key functional metrics to reduce expenses and improve effectiveness
• Collaborate with key persons to ensure the clarity of the specifications and expectations of the company
• Assisting in establishing prequalification project tendering policies and procedures in order to ensure that they are being followed in the tendering process
• Assisting in the development of all tender related scope templates - consultants and contractors - and ensuring that any associate's documents are complied with the latest laws and regulations
• Tendering process support, from planning and prequalification until award, making sure it is implemented as per the procurement policy and procedures
• Assisting in the end-to-end tendering process for consultancy services and maintaining a database of the consultant's change rates
• Review the prequalification and technical evaluation criteria and ensure that these are in line with the company standards
• Preparing the RFPs to approved short listed bidder, ensure that bidder's queries are proactively responded to
• Arranging site visits and pre-bid meetings, prepare and issue minute meetings to all the bidders
• Coordinate tender opening of technical and commercial proposals
• Liaise with Project Operation teams for bid technical clarification requests and evaluation for bids of technically acceptable bidders
• Lead commercial negotiations with bidders when requested to secure the most competitive offers that provide the company with the best value for money
• Document all procurement activities to reflect auditable history of the development of all contracts / agreements.
Preparing RFQ/ Material Requisition/ Purchase Requisition &Planning and Cost Reports.
Generate Tendering activity status report Using MS excess for monitoring and for timely action for minimizing the delays
Development of Cost data bank.
To assist Section Head (Planning, Estimation & Budgetary) and Sr. Planning Engineer in day-to- day requirements of the division.
Preparing comparative Priced bid table for commercial evaluation.
Processing of Invoices with respect to accounts code.
Provides required outputs such as reports, graphs, plots and charts.
Use of MAXIMO system for establishing IPC account code and PR/PO status.
Maintain activity wise progress schedule of tendering cycle for all contracts Request and maintaining planning data bank.
Collect and prepare training course for all four divisions under Procurement Services as instructed.
Assist in preparing minutes of the meeting and Weekly areas of concern for users.
Transcribing dictation to final copy and finalizing draft documents.
Manage additional responsibilities including troubleshooting, file back-ups, regular updating, anretrieval of data, as and when required.
Proper analysis and verification to ensure data integrity.
Assists in preparation of Tender/Agreement documents, compiling bid evaluation summaries, RFQ packages, Tender Board Recommendations, presentations to Projects Steering Committee, Bid Evaluations, periodic Reports to Management, etc. with the required degree of care, accuracy, speed and quality for various Procurement Services Divisions.
Storing correct information in the desired database locations
Providing technical/administrative support to Department Manager, Section Head and Professional Staff of Procurement Division, as required.
Assists in preparation of periodical statistical reports, including Key Performance Indicators (KPI) report. Prepares Monthly Activity Reports and Executive Summaries; includes compiling data and preparation thereof in graphical format.
Prepares letters, memos, faxes and status reports, as appropriate.
Provides data entry and other support services to Professional Staff to assist them in report preparation, document generation, etc.; operates Maximo to enter, amend and update data, as appropriate.
Performs other similar or related technical/commercial/administrative functions, as assigned.
Provides Logistical Support in arranging meetings, presentations, site surveys, etc. Arranges for follow-up action as necessary.
Records and coordinates archival of documents, both within the Division and with Records Management System (RMS).
Maintain confidentiality regarding the information being dealt with.
• Assigned the tasks of planning, arranging and organizing corporate meetings and events
• Handled the responsibilities of creating collateral materials like pamphlets and brochures as well as designed sponsorship booths
• Assigned the tasks of making recommendations to work processes and managing cost control activity.
• Assigned the responsibilities of coordinating the activities of convention personnel and staff regarding arrangements for conventions and group meetings
• Involved in vendor selection, onsite management and program implementation
• Monitored the activities of events to ensure compliance with the applicable regulations
• Making of Proposals, Planning’s & Discussions on the Structure of Events & Promotions, Budgeting, Scheduling
• Co-ordination with the Local Coordinators in different Cities of Promotions & Events.
Managed, organized and coordinated, participation in seminars, and meetings.
Allocating daily jobs and workloads.
Training new team members.
Acting as a resource for other staff members.
Managing team performance and progress.
Enforcing all company approved policies and procedures.
Constantly looking for ways to improve processes.
Monitoring the performance of junior staff.
Completing team-related paperwork.
Implementing new initiatives and making sure all staff understand them.
Taking action to correct and staff shortcomings.
Managing and monitoring staff attendance.
Giving prompt and accurate information on individual staff member performance.
Attending and participating in team meetings.
Ensuring a clean, safe and friendly working environment.
Reporting to senior managers.