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Purchasing Coordinator

2 months ago

Al Khor and Al Thakhira, Qatar Qatar Shipyard Technology Solutions Full time
Job Summary

The Purchasing Coordinator position is a key role within Qatar Shipyard Technology Solutions, reporting directly to the Purchasing Officer and guided by the Senior Purchasing Officer. This position is responsible for the efficient coordination and execution of procurement functions for a diverse range of materials and services.

Key Responsibilities
  1. Procurement Planning: Prepare, present, update, and maintain all required purchasing progress reports, material status, and delivery expediting reports associated with purchasing.
  2. Inventory Management: Close monitoring of the inventory levels of the materials maintained under Material Requirements Planning (MRP) with immediate actions towards deliveries for efficient stock replenishment as per operations demands.
  3. Order Management: Follow-up on orders to ensure that the required materials are shipped and delivered on the date promised by the supplier.
  4. Contract Management: Ensure full assistance to the Senior Purchasing Officer in arrangements, reporting, and coordination for tendering and awarding contracts, call-off agreements, outline agreement generation for all repetitive and periodical purchases as per the policies of the section/department.
  5. Procurement Execution: Performance of all purchases ensuring full conformance with established P&SC P&Ps.
  6. Vendor Management: Maintenance of contractors and vendors data with manpower and equipment records.
  7. Technical Documentation: Maintenance of technical document packages such as Technical datasheets, drawings, Material Safety Data Sheet (MSDS), catalogues, Chain of Custody (COC), Material Traceability (MTC), etc. against each material purchased.
  8. Value Analysis: Conduct value and ageing analysis of the purchased products to improve efficiency.
  9. Coordination: Effective coordination with the vendors, end users, and the logistics staff to ensure on-time deliveries of the material and services.
  10. Contract Administration: Coordination with the shortlisted bidder to ensure completion of all administrative processes and submission of all contract documents.
  11. Vendor Master Data Management: Coordination with the Vendors Master data maintenance team for the registration and maintenance of vendors records.
  12. Supply Chain Optimization: Seek opportunities for consolidation and assisting in setting bulk ordering schedules by establishing and managing supply agreements which are directed towards reduction of overall acquisition and inventory cost.
  13. Collaboration: Collaborate with the joint venture companies of Qatar Shipyard Technology Solutions for joint utilization of supply agreements.
  14. Documentation and Record-Keeping: Maintain accurate and appropriate documental records as per the P&P to ensure that the procurement process and the contractual agreements are precisely documented for accountability and audit trail purposes.
  15. Administrative Support: Provide assistance in managing the administrative process from preparation of Limited Tender Committee (LTC) documents till the award of the contract.
  16. Urgent Purchases: Ensure efficient expediting of any urgent/emergency purchase orders or purchase requests as required.
Additional Responsibilities
  1. Vendor Performance Monitoring: Monitor the performance and generate vendor evaluation reports of the suppliers and contractors.
  2. Dispute Resolution: Provide updated reports and support to the end users in case of any dispute on price, delivery, and quality.
  3. Ad-Hoc Tasks: Carry out any other duties as directed by the immediate supervisor.
  4. Compliance: Adhere to all relevant QHSSE policies, procedures, instructions, and controls so that Qatar Shipyard Technology Solutions provides a safe, world-class, secure, and environmentally responsible service to customers, the public, and its own people.
  5. Departmental Policies: Follow all relevant departmental policies and procedures so that work is carried out in a controlled and consistent manner.
  6. Decision Making and Quality Control: The incumbent must be adept in decision making and maintaining quality control as well as handling problems.
  7. Tracking and Closure: Tracking of the Purchase Order at each stage of supply, Goods Receipt Note (GRN/IRN) posting, and ensures the close-out till the vendor gets the payment as per agreed timeline.
  8. Procurement Document Administration: The procurement coordinator will be responsible for administration of procurement documents.
  9. Regular Monitoring: Regular monitoring towards suppliers and sections emails, orders acknowledgements, production and delivery status, and towards price discrepancies/increases, supply lead times, and taking corrective action as necessary.
  10. Quality and Timeliness: Ensure that the company is getting quality materials and services on time at the best cost in all situations.
  11. Document Management: Prepare, maintain, and update all documental (hard and soft) archives, to ensure organized records management for ready reference all the times.
Competencies
  1. Drive Vision
  2. Interactive Communication
  3. Customer Centricity
  4. Solution Oriented
  5. Empower & Nurture Talent
  6. Collaboration & Teamwork
  7. Achievement Oriented
Key Result Areas
  1. Procurement Integrity: Purchasing activities associated with Corporate and Business functions are conducted in a fair and transparent manner for all parties involved and in full compliance with the policies and procedures of the organization.
Improving Procurement and Inventory Management

Improving the way the purchases and inventories are managed in terms of value which accrues to Qatar Shipyard Technology Solutions. Minimizes the commercial and scheduling risks during the contract management process and procurement phase.

Interactions and Working Relations

Internal: With all sections, departments, and project teams

Purpose: Progress reporting, Delivery updates, technical and commercial aspects, payments and invoicing, material status, Direct support service integrated with operations

External: Suppliers, Vendors, Contractors, Freight forwarders

Purpose: Follow-up for material deliveries and arrangements, payments, material quality rejections, expediting, timely payments, change orders.

Financial Authorities

As per TOFA

Qualifications

Qualifications, Experience, and Job Skills

  1. Diploma in Marine, Mechanical, Materials, Metallurgical, Industrial and Manufacturing, Electronics, Instrumentation Engineering. Alternatively, commensurate experience.
Experience

Experience

  1. 3 years Relevant experience in Supply Chain Process and activities.
  2. Hands-on experience in SAP Material Management (MM) Module and Purchasing Related Reports.
  3. Knowledge in Vendor performance and Evaluation process.
  4. Strong coordination capabilities among vendors and internal stakeholders.
Job Specific Competencies
  1. Knowledge in Procurement & Supply Chain Operations
  2. Global sourcing skills
  3. Vendor and Contract Management
  4. Procurement skills
  5. Product knowledge
  6. Knowledge of contract terms and conditions
  7. Thorough Knowledge of INCOTERMS
  8. Commercial Negotiation Skills
  9. Familiarity with shipyard materials
  10. Knowledge of Shipyard Operations