Specialist Procurement

JOB PURPOSE Carries out a variety of duties related to the preparation, clarification, awarding and execution of a variety of contracts for items and equipment rental/purchase. Includes assisting in the selection of suitable vendors with the contract section, preparing calls for tender, evaluating bids received and assisting in the determination and the award of contracts, including the administration of the contracts. KEY ACCOUNTABILITIES AND RESPONSIBILITIES Key duties and responsibilities will include: Preparation of tendering documentation, which include: - - receiving scope of work, technical specifications, and reviewing of the information with the Line Department, - initiate the contracting strategy to meet tendering objective (cost and time), - Development of evaluation criteria, - Identifying potential vendors by Pre-Qualifying if necessary Preparation and finalization of Tender Strategy, Technical and Commercial Evaluation Criteria, and other cost-effective initiatives for proper approvals Analyse historical purchase orders, contracts, agreements and market trends and liaise with user departments in order to maximize In country value (IC/) opportunities in order to include them in master tendering plans and strategies. Preparation of Invitation To Bid (ITB) Document with appropriate approvals secured prior to issuance of the ITB to approved bidders. Responsible to ensure all invited bidders receive the ITB and to update immediate supervisor or management on the status of tendering activities. Coordinate and facilitate technical evaluation process with the Line Department, the process includes Clarifications issued and received, Commercial Bids implication, report compilation, report presentation if required, and preparation of final Technical Report for approvals. Lead commercial evaluation process, the process includes a review of commercial, implication, cost conditionings, report presentation if required, and preparation of final award Recommendation for approvals. Follows-up on contracts awarded, notification to the successful bidder, with the issuance of Letter of Intent or Letter of Award and issuance of regrets to unsuccessful bidders. Finalizing of Contract Agreement, which includes reviewing of exception, discussing with the Line Department on final Scope/Specification, and schedule, liaising with the successful bidder and the execution of Contract Agreement by both parties. Facilitate securing insurances, Performance Guarantee or Bank Guarantee within stipulated time Distributes copies of signed contracts to successful bidder and concerned Company Personnel and retains original copy in SCM Department. Attending all contractual issues on Post Award such as breaches, default, penalty, recommendation of extension, Amendment or Variation to Contract for proper approvals. Lead and participate in all commercial or legal matter. Responsible to provide advice or direction or seeking external legal advice if required. Follows up on contracts, including preparing contract renewal reminders (consulting with SCM Administrator), amendments, cancellations, extensions, and claims, obtaining management's and/or partners approval, and keeping current files tracking records for all contracts. Lead or participate in all negotiations. Ensures that completion certificates are prepared and duly signed upon completion of contracted work and services. Maintains an up-to-date list of suitable/acceptable vendor companies. Determines suppliers who are to be requested to submit bids for contracts to restrict bid process to the most appropriate vendors. Carries out other similar or related duties such as compiling statistics for inclusion in departmental activity reports. Completes weekly workload reports. Establishes Tender/contract tracking sheet to trace the status of each tender and expedites the processing of tender exercise. Identification and implementation of cost-saving opportunities. Monitor market conditions and analyse contracts to identify trends to identify areas for possible savings and make recommendations to management based upon analysis. Measure contract performance and assess to identify best value from a cost/benefit perspective, including comparison of old pricing to new pricing, and cross reference of products/services. Ability to intervene effectively and to provide constructive commercial challenge, potentially with senior management, when it is required to ensure compliance with company processes and procedures. Develop and maintains positive, professional relationships with all internal and external customers by cultivating effective working relationships. Maintains proactive reaction to customer needs. If required, and alongside the Customer, Monitor supplier/Contractor performance. Prepares and implements action plans with follow-up for suppliers failing to meet performance requirements. Job Key Challenges: Internal, frequent contacts at working levels across department on contracts related matters. External, frequent contacts with prospective and successful bidders to clarify Company requirements administer contracts and discuss change or variation orders. Works within the framework of the Company's procedures for amending and administering contracts. Independent action is limited to routine matters concerning administration of contracts. Work accomplishments are subject to review and direction. Deliverables focus areas, opportunities, and unleashing specific talent in to the organization. Balance multiple competing priorities and responsibilities towards completing the assigned tasks. Bachelor degree in Commerce, Quantity Survey, Business Administration, Operation management or related Supply Chain filed with 5 years experience required.