Procurement and Facilities Officer

2 weeks ago

Doha, Qatar PromoQ Full time

**Procurement and Facilities Officer**

The Procurement and Facilities Officer is responsible for procuring goods and services, managing logistics operations, and supporting the maintenance and management of company facilities, including accommodation and vehicle fleets. This role ensures the efficient execution of procurement, smooth logístical operations, and well-maintained facilities to support overall business operations.

**Key Responsibilities**:
**1. Procurement**
- **Supplier and Vendor Coordination**: Identify, evaluate, and negotiate with suppliers and vendors to secure the best prices for goods and services, ensuring optimal value while maintaining high-quality standards.
- **Order Management**: Prepare purchase orders, follow up with suppliers and vendors, and ensure the timely delivery of products and services.
- **Cost Monitoring**:Track procurement expenses to ensure that costs remain within the allocated budget and identify opportunities for cost savings.
- **Inventory Management**: Maintain accurate inventory records and monitor stock levels to ensure timely replenishment of supplies and avoid shortages..
- **Procurement Reporting**: Manage procurement documentation and generate regular reports on purchasing activities, supplier and vendor performance, and expenditures.
- **Supplier and Vendor Database Management**: Update and maintain an accurate database of suppliers and vendors, ensuring timely contract renewals and up-to-date contact information.

**2. Logistics**
- **Delivery Coordination**:Schedule and track the transportation of goods, ensuring timely delivery and addressing any issues that arise with suppliers or vendors.
- **Shipment Documentation**: Manage logistics documentation, including delivery confirmations, inventory tracking, compliance records, and any required documentation for customs clearance.
- **Warehousing Assistance**: Assist with the storage and management of goods, ensuring proper stock rotation and optimal storage conditions.

**3.**Facilities Management**
- **Accommodation Coordination**:Oversee employee accommodation, ensuring it meets company standards, is well-maintained, and complies with company policies. Manage onboarding and offboarding processes related to accommodation, ensuring smooth transitions for employees.
- **Fleet Coordination**: Oversee the maintenance and repair of the company’s vehicle fleet, including scheduling regular maintenance, managing insurance coverage, and ensuring the timely renewal and issuance of vehicle licenses.
- **Maintenance Coordination**: Schedule and coordinate timely maintenance and repairs for equipment, facilities, and company assets to minimize disruptions.
- **Health and Safety Compliance**:Ensure all facilities adhere to health, safety, and environmental regulations through inspections, and corrective actions as needed.
- **Space Management**: Assist in managing warehouse and storage space, ensuring efficient use and facilitating necessary upgrades or reconfigurations.

**4.**General Duties**
- **Cross-Departmental Collaboration**: Work closely with departments like finance, HR, and operations to ensure procurement, logistics, and facilities needs are aligned with company objectives.
- **Communication**: Handle inquiries and resolve issues related to procurement, logistics, and facilities.
- **Process Improvement**: Suggest improvements to procurement processes, logistics operations, and facilities management to increase efficiency and reduce costs.

**Key Skills and Qualifications**
- Bachelor’s degree in Business Administration, Supply Chain Management, Facilities Management, or a related field preferred, or equivalent professional experience.
- At least 5 years of hands-on experience in procurement, logistics, or facilities management.
- Excellent verbal and written communication skills with a strong ability to organize and prioritize tasks.
- Proficient in procurement, inventory, and logistics software (e.g., SAP, Oracle, etc.).
- Strong time management skills with the ability to prioritize and manage multiple tasks efficiently.
- In-depth knowledge of logistics, transportation, inventory management, and procurement processes.
- Meticulous attention to detail and a proven ability to manage simultaneous projects effectively.
- Skilled in negotiation and supplier relationship management, with a track record of securing favorable terms.

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