Service Procurement

Job Functions 

Responsible for the end-to-end procurement process using the Company ERP system, ensuring all procurement activities are executed in accordance with approved procedures and company policies. 

Monitor all open Purchase Requisitions (PRs), issue RFQs to approved suppliers, obtain competitive quotations, and ensure timely completion of the procurement cycle. 

Prepare commercial bid evaluations and comparative statements for management review and recommendation of suppliers for award. 

Raise and issue Purchase Orders (POs) and ensure all approvals are obtained in accordance with the Delegation of Authority (DOA). 

Track and follow up on open Purchase Orders and supplier deliveries to ensure materials and services are delivered within the required timelines. 

Proactively communicate delivery status, delays, risks, and mitigation plans to stakeholders and end users. 

Maintain visibility of procurement activities across projects, including procurement status, budgets, commitments, and matters requiring management intervention. 

Develop, maintain, and monitor procurement trackers including Open PR Tracker, Open PO Tracker, CAPEX Tracker, Contract Tracker, Supplier Evaluation Tracker, and Procurement KPI reports. 

Prepare periodic procurement reports covering procurement performance, cost savings, supplier performance, contract status, expenditure analysis, and other management reporting requirements. 

Identify, evaluate, and pursue cost-saving opportunities through strategic sourcing, supplier negotiations, value engineering, and commercial optimization initiatives. 

Maintain and update the Approved Vendor List (AVL) and supplier database. 

Coordinate supplier onboarding, vendor registration, qualification, and prequalification activities. 

Conduct supplier performance evaluations, vendor assessments, and supplier counselling sessions to ensure continuous improvement, compliance, and effective supplier relationships. 

Support and coordinate tendering activities, including major CAPEX projects, from sourcing strategy and bid issuance through evaluation, recommendation, and award. 

Assist in negotiating commercial terms, pricing, delivery schedules, and service level agreements to ensure best value for the company. 

Obtain budgetary quotations and market intelligence to support budgeting exercises, project planning, and cost estimation activities. 

Coordinate the establishment of new contracts and the renewal of existing contracts to ensure continuity of supply and services. 

Maintain procurement information and records within ERP systems, contract databases, document management systems, CMDB, PCMS, and other company platforms. 

Maintain complete procurement records including quotations, tender documents, purchase orders, supplier correspondence, bid evaluations, contracts, and supporting documentation in accordance with record retention requirements. 

Prepare and maintain customs-related documentation including Bills of Entry (BOE), Gate Passes, Local Goods Entry Passes, and records relating to imports, exports, repairs, and equipment movements. 

Act as a key liaison between suppliers, end users, project teams, finance, logistics, and management to ensure effective communication and stakeholder alignment throughout the procurement process. 

Monitor and ensure compliance with procurement procedures, company policies, Delegation of Authority requirements, governance standards, and all published procurement guidelines. 

Support internal and external audits by providing procurement records, reports, supplier performance data, contract documentation, and other information as required. 

Ensure all procurement activities are conducted in compliance with the Terminal Integrated Management System (IMS), QHSE requirements, and applicable regulatory obligations. 

Organize, archive, and manage procurement documentation, including the secure retention and disposal of records in accordance with company requirements. 

Provide procurement support and assume delegated responsibilities during the absence of the Procurement Manager, as reasonably required to ensure business continuity. 

Carry out any other duties and responsibilities as reasonably assigned by management. 

Competences