Purchasing Officer

**Job Summary and Purpose**:
Ensure that the company receives maximum value (price, quality etc) for resource allocation the money spent by ensuring efficient procurement of goods and services. Coordinate the purchasing activities for the organization as well as joint venture companies. Resolve any issues that come up, through innovative thinking and teamwork, also ensure complete compliance with departmental, corporate and state policies and procedure.

**Accountabilities**:
**Key Accountabilities**:
**Tendering**:
1. Assist in tendering and awarding call off agreements for all repetitive purchases as per the policies of the section/ department.
2. Prepare Limited Tender Committee (LTC) submissions for tendering and award proposals. The incumbent shall present the same to tender committees for discussion and getting endorsements.
3. Ensure that all stages of the procurement process from the pre-tender stage to the post-award stage are implemented successfully and that all commitments are entered into the SAP system.
4. Plan and coordinate all activities required for conducting any commodity-based purchases.
5. Capturing all approved long term supply agreements for repetitive purchase in SAP under Outline Agreement.
6. Ensure all the Material Requirements Planning (MRP)s items been captured under commercially viable agreement supply for reduction in inventory, logistics, administrative and overhead costs.
7. Identifying opportunities for the preparation of Service Level Agreements for the combined purchase of Material and services.
8. Perform the material and services procurement process in accordance to the N-KOM’s business requirements in compliance to Company’s policies, department’s procedures and ethical standards to ensure the following:
a) Request for Qoutation (RFQ)/Tendering/Request for Proposal (RFP) and sourcing process is fair, open and ethical with all Vendors and contractors with equal opportunities to all interested parties.
9. Preparation of Purchase Orders contains complete information and is accurate as quoted and negotiated.
**Inspection and Control**:
10. Identify any non-conformities and make suggestions for improving procedures related to purchasing.
11. Follow-up on orders to ensure that the required materials are shipped and delivered on the date promised by the supplier and captured in SAP as PO delivery date.
12. Conduct value and ageing analysis of the purchased products to improve efficiency.
13. Ensure all delivered materials are in complaince to the PO requirements and close-out Over, Short, and Damaged (OS&D) on monthly basis.

**Accountabilities - 2**:
**Relationship Management**:
14. Build and maintain effective relationships with the government and custom authorities so as to prevent any problems when goods are imported by the company.
15. Liaise with other departments on a regular basis to identify their requirements for goods and services.
16. Assist in negotiating on commercial terms with suppliers such as prices to maximize the value for money. The incumbent shall always safeguard the company' s interest.
17. Liaise and coordinate with the end users and the logistics staff to ensure on-time deliveries and rectify all OS&Ds with the coordination among Warehouse, logistics and Vendors.
18. Coordinate with the selected bidder to ensure completion of alI administrative processes and submission of all contract signed documents. Also, chasing Accounts and Finance to ensure timely settlements of payments to all the vendors.
19. Communication with internal interfaces for all relevant matters include Engineering, Project Management Teams, Operations Group, QSA, Finance and Commercial.
20. Preparation and presentation of Querterly KPI reports, daily orders progress, Outline Agreements and expediting reports, and all assignment status sheets to the Head of purchasing

**Agreement Activities**:
21. Seek opportunities for consolidation by establishing and managing supply agreements/Call-off Agreements which are directed towards reduction of overall acquisition and inventory cost.
22. Collaborate with the joint venture companies of NAKlLAT for joint utilization of supply agreements, and checking for material availability.

**Record Management**:
23. Maintain accurate records for audit trail purposes as per' P&P of the purchasing section.
24. Support the evaluation of quotations and clarify all technical queries with vendors and end user departments/sections with minimum possible time.
25. Maintain appropriate records to ensure that the procurement process and the contractual agreements are accurately documented (signed contracts,etc.) for accountability and audit purposes.
26. Provide assistance in managing the administrative process from preparation of LTC documents till the award of the contract.
27. Evaluate purchase requisitions and source all the required materials from commercially and technically viable vendors. The incumbent shall use the existing supply agreements/Call