JOB PURPOSE:

Execute Material Purchase activity within Organization.   

KEY ACTIVITIES:



CONTRACT SUPPORT

• Provide the necessary support to the Projects team in obtaining and providing the necessary cost estimates of the materials, items and services for inclusion in the Tender proposal within the defined schedule.
• Liaise with the Sales Manager to discuss the material / item requirements including options on alternatives based on the tender documents.
• Liaise with different suppliers and sub-contractors on the procurement requirements of the Tender ensuring the receipt of sufficient quotations and cost estimates for the required materials / items / services.
• Ensure a minimum number of quotations are obtained from different vendors for better price comparison.
• Obtain the shipping, custom charges and other miscellaneous fees / charges / expenses for the materials / items to be added to the cost estimates.
• Follow up with suppliers / sub-contractors on quotations / cost estimates.

NEGOTIATION

• Oversee the procurement and negotiation in the purchase of the materials, items and services necessary for the execution of the project and the running of the different activities of the Division.
• Negotiate with Vendors to further reduce the price and obtain better terms and conditions for the Division.
• Process the Purchase Order in the ERP system upon the Division Head’s head approval of the final quotation.
• Submit the Purchase Orders to the different suppliers; ensure that all P.O. have been received by all suppliers.
• Liaise with Vendors to obtain the original Quotation to timely process the advance payment.
• Upon receipt, issue the payment transfer copy to the foreign suppliers to initiate the process.
• Provide documents and other requirements to the Supplier / Sub-Contractor, as and when required and specified in the Quotation / Agreement.

CUSTOMS CLEARANCE

• Carry out the processing of the freight / shipping and custom’s clearance for the material shipment received from foreign suppliers in order to ensure its receipt within the defined timeline.
• Liaise with foreign supplier on the arrangement and provision of all required shipping documents (COO, B/L, Invoice and packing list) for the dispatch of the material shipments to the designated area.
• Liaise with different shipping / freight forwarding companies, as and when required, to obtain several freight quotations for the materials to be delivered in the country.
• Arrange the freight for each shipment, ensuring that all shipments are delivered to the intended location / area.
• Liaise with shipper and freight forwarder to ensure the shipment arrives in Doha as per schedule.

ITEM DELIVERY

• Monitor and liaise with the respective parties to ensure that the material / items are delivered to the designated area / parties, within the defined timeline and that it conforms to the specifications defined in the P.O.
• Liaise with the Project Manager to document / verify the designated area and schedule for the material / item deliveries; provide the designated recipients the necessary documents for proper checking of deliveries.
• Liaise with the suppliers and shipping / freight forwarders on the delivery of the materials / items to the designated area within the defined timeline. 
• Communicate and follow with the supplier on the delivery of the required materials to the project site; escalate to the Senior Purchase Officer for any delays in the delivery.
• Coordinate and check with the Projects team on the delivery of the materials / items in their respective areas to ensure the delivery of all materials / items ordered / procured.
• Coordinate with the recipient representative on the material / item deliveries including the conformance of the delivered material / items to the Purchase Order / Quotation.
• Ensure that the recipient representatives provided the Goods Received Note (GRN) and other official documents provided by the Supplier for each goods P.O.
• Ensure all delivery documents are submitted to the Divisional Accounts for proper processing of payments.

AD HOC ACTIVITIES

• Carry out Ad Hoc activities and tasks, as and when instructed by the management, ensuring the achievement of its defined deliverables.
• Undertake any other jobs entrusted from time to time in the Division and maintain complete confidentiality all through the process.
• Provide coaching and on the job training to the procurement staff, as and when instructed by the Manager.
• Ensure implementation of the Division’s QMS in his Department / Section; provide the necessary support to the QMS / QA Activities.
• Carry out projects or tasks as assigned by the Division GM.
• Support Division wide initiatives and activities, as and when possible.
• Carry out other duties or roles which may be assigned from time to time.

Skills

EDUCATION: Graduate 

EXPERIENCE: 4 Years

COMPETENCIES:

• Good Communication Skills.
• Good Negotiation Skills.
• Good Computer Knowledge.
• Good Commercial Knowledge: Rules & regulations of Local International Taxes, Duties, Customs etc.