Job DescriptionKey Accountabilities1. Purchase Requisition collection and verification ·Receive Purchase requests from various departments in the company ·Check and verify the accuracy of supporting documents, compliance with company approval authority rules and other company policies, clarify deviations if any, with the requestor.2. Supplier identification and buying activityIdentify suppliers, obtain quotes as per company policy, agree on terms, prepare cost comparison sheets, seek approval from line manager and communicate with supplier for placing orders and delivery.3. Purchase Order Issuance ·Issue purchase order in ERP (QAD) ·Route Purchase Order to appropriate approval flow as per company policy on its e-tool (EMS) · Forward purchase order upon approval to concerned user function or supplier as needed ·Upload / Copy Purchase order on supplier Portals/ E-Tools where required4. Modifications / Change Requests ·Receive change request from the various functions to close, cancel or modify purchase orders · Check and verify accuracy of supporting documents, compliance with company approval authority rules and other company policies, clarify deviations if any with the requestor ·Make changes to Purchase order in ERP and reroute for approval for changes made as per company policy5. Vendor Master Maintenance ·Receive request to create new vendors from various functions ·Check and verify accuracy of supporting documents, compliance with company policy, clarify deviations with the requestor and obtain the right documents ·Create Vendor in ERP ·Updating changes to vendor master on a timely basis to ensure its accuracy6. Request for Quotes & Offer Summary ·Solicit quotations from suppliers upon request from procurement managers. ·Communicate with suppliers for on time receipt of offers and needed clarifications. ·Prepare offer comparison summary and share with concerned manager7. Bidding / Tenders ·Receiving Bid requests from other departments and coordinating bid collection. ·Attending Bid opening meetings as part of Bid committee ·Receiving Bid summary notes and Summary and sharing with user function ·Updating Bid register to document details of Bid received8. Shipment Expedition & Shipping documents tool maintenance ·Call off needed materials OTIF from already issued contracts and purchase orders.Follow up with suppliers for timely shipments ·Receiving copies of shipping documents and updating shipping company records. ·Discuss with custom clearance team to sort out any issues in shipping documents9. Invoice collection and Payment resolution ·Receive invoices from vendors when required and share it with concerned department to arrange for payments ·Attend payment delay complaints by discussing with concerned functions and resolving conflicts10. Functional Report Support ·Support preparation of following reports for function and any other reports as may be required for function § Savings report § Shipment and delay reports § Collect input from various Buyers and prepare consolidated category spend reports ·Other coordination jobs as maybe requiredSkillsJob Requirements ·- Education level: Minimum Bachelor’s degree in e.g. Accounting or Business Administration · Languages: Proficient in English and Arabic (spoken, reading writing) ·Minimal Experience: Minimum 3 years relevant experience in administration of the procurement processes and procedures; a fresh graduate with relevant education will be considered ·Computer proficiency with Microsoft Office programs (Excel, PowerPoint, Word); experience with other reporting and administration systems, e.g. ERP systems like QAD/ MFG Pro will be considered an advantage ·Basic understanding of Supply Chain, Finance and business terminology
