Procurement Assistant

Job Summary:

The role holder provide support to the respective groups and perform procurement of low to non-critical goods and services. The role holder develop understanding and demonstrate application of the company’s existing procurement policy and procedures. Confidentiality and impartiality are important aspects of this role so is the concern for quality, timely supply and cost effectiveness of procured material / services.

Key Accountabilities:

• Handle the complete procurement cycle for the purchase of low to non-critical goods and services to ensure that they are provided according to the time limits, cost, quality and specifications.
• Continually seek new qualified sources of goods and services by monitoring local market developments to achieve uninterrupted supply of the desired goods and services.
• Regularly evaluate suppliers’ performance to identify areas requiring improvement and suggest the same to superiors for further action.
• Analyze and evaluate offers by comparing specifications, prices, payment terms and delivery dates to effectively identify and propose award to the supplier with best bid.
• Assist superiors and end-users in developing cost according to established costing procedures to ensure that all elements of cost are taken into consideration.
• Preview product catalogue, trade journals and publications in order to maintain an updated and sufficient technical knowledge of the goods and services to be purchased.
• Establish contact with QAFCO Departments/ Sections and external suppliers throughout the procurement process to expedite procurement and follow-up status of ordered goods & services.
• Maintain data on computer-based procurement information systems and on other paper-based filing system to ensure ease of retrieval of purchase documentation.
• Perform related duties as assigned by superiors to enable achievement of group’s targets and programs.
• Participate in the on-the-job training of trainees and newly hired personnel within the Section to ensure that they develop the necessary skills to independently carry out the assigned procurement activities.

Desired Candidate Profile:

• Minimum of Diploma in relevant discipline
• 8 years’ direct and relevant experience, preferably within the Oil & Gas, Petrochemical or Large Manufacturing Industry.
• Good knowledge of the main contracts and procurement (C&P) application software, databases, web-hosted services and e-commerce services (Information Technology (IT) and Information Management System (IMS) tools) available to manage and support contracts and procurement business activities.
• Understand the concept of an integrated management system (IMS).
• Good understanding of Authorization for Expenditure (AFE) procedure, Annual Work Program and Budget (WP&B) procedure.  
• Good knowledge of the requirements for the preparation, issue and review of report relating to procurement and supply chain.
• Good knowledge on how to prepare, gather and evaluate technical bid requests, select vendor or contractor based on technical evaluation and negotiate contracts. Maintain proper business relationships with vendors and contractors.
• Good knowledge on how to apply the procedures, standards and work practices necessary to ensure effective material ordering and material expediting.
• Good understanding of the rules and work practices necessary to enter, maintain and retrieve business documents in an electronic document management system (EDMS).
• Good knowledge on the procedures and processes necessary to ensure effective distribution, filing and security of business documents.