Assistant Vice President I, Procurement Operations Section, Procurement

SUMMARY OF MAIN TASKS

• Lead and manage the 2 sub-units consist of Assistant Vice President II, Associate I, Associate II, and Associate III.
• Manage procurement process for all CAPEX and OPEX works from the planning until award stage. This includes all contract awards, framework agreements and panel agreements for Goods, Services, Works, and Consultancy contracts based on the approved Annual Procurement Plan (APP).
• Establish KPI under the Sub-Unit to support the overall Section and Department’s KPI.
• Analyse, assess risk and propose counter measures on supply chain issues faced by subordinates and internal customers by providing advice and guidance for the best solution.
• Strategize the tender execution for all items under the Annual Procurement Plan (APP) to ensure timelines and targets are met.
• Propose continuous improvement for the Procurement Operations by contributing ideas and constructive feedback on procurement evaluation methodology, procurement manual, legal documents (LA/PO/Contract, CoC, T & C, Framework Agreement and Service Agreement), and system enhancement to improve work efficiency in tendering and contract management.
• Conduct market intelligence to help derive valuable insights about different components of procurement and support the company’s growth.
• Supervise, coach and train direct and indirect staff to ensure continuous improvement of personnel skills and competencies in procurement.

1. Main roles and responsibilities

a)Establish Annual Procurement Planning

• Establish the Annual Procurement Plan with Originating Departments (OD) and oversee all procurement activities until completion.
• Plan and ensure the sub-unit’s resources are sufficient to carry out the procurement activities as per targeted timeline.
• Ensure the Portfolio Manager’s involvement in procurement activities and deliverables are monitored and tracked.
• Involve in negotiation with suppliers for strategic items when requested by the procurement committee.

b) Request For Quotation (RFQ) Process, Evaluation And Award

• Review and approve the completeness of the RFQ document in the ERP system.
• Review RFQ evaluation prior to the award process.
• Provide direction and guidance on any issues during the RFQ process including clarifications to suppliers, service providers and contractors
• Approve the cost comparison analysis and the evaluation report.
• Monitor the RFQ process and ensure the timeliness of the approval by the Approving Authority (AA) as indicated in the procurement manual.
• Approve the Purchase Order and support the arrangement for signing from the Authorize Signatory (AS) prior to issuance of Letter of Intent (LOI), Letter of Award (LOA) or contract document to the suppliers, service providers and contractors.

c) Tender, Evaluation And Award

• Monitor, review and assess all incoming procurement requests or proposals submitted by the ODs and align with Head of Section prior to tendering activities. Review PR submissions to ensure all submissions comply with the requirement and are complete with the supporting documents eg. cost estimation, budget approval, precise BQ, clear specification, the scope of works and tender drawings.
• Approve tender document in ERP system prior to release to the tenderers.
• Support tender advertisement by reviewing the list of tenderers and letter of invitation.
• Provide directions to subordinates on any issues during the tender process including clarifications to suppliers.
• Monitor and coordinate tender site visits and briefings with OD.
• Coordinate tender documents for the Tender Evaluation Committee (TEC) and ensure timeliness of evaluation as per the tender evaluation methodology (TEM).
• Review all tender evaluation papers prior to presentation to the relevant committees for approval (Management Procurement Committee/Board Procurement Committee/Board)
• Attend and/or chair tender evaluation based on the threshold set in the procurement manual, provide a sound opinion, judgment and finalize evaluation reports for submission to tender secretariat.
• Review award recommendations to the relevant Approving Authority.
• Recommend all Letter of Awards (LOA) or Contract documents prior to seeking electronic signatories from Authorize Signatory (AS).
• Monitor and manage closely the preparation of LOA from the management approval until acceptance by the vendor.

d) Pre-Qualification Process

• Review all Pre-Qualification (Pre-Q) document prior to release out to supplier / service provider / contractor.
• Conduct market intelligence prior to Pre-Q process.
• Oversee the Pre-Q process from planning until the award stage.
• Lead tender briefings with Originating Department (OD) .
• Ensure completeness of all tender documents for the evaluation and prior to submission to the relevant committee (TEC/JPK/MPC/BPC).
• Attend and present evaluation reports to Management Procurement Committee (MPC).

e) Compilation Of Contract Document (CD)

• Oversee issuance of LA and Contract Document (CD) to ensure compliance with Air Selangor’s timeline (90 days from the LA acceptance date by vendor).

f) Post Award Matters

• Discuss and resolve all post-contract matters with counterpart in OD.
• Review Variation Order (VO) papers and discuss with the relevant internal stakeholders prior to submission to the secretariat for approval.
• Recommend for any vendor termination in accordance with the procurement guideline and policy.
• Approve all updates for Extension of Time (EOT), variation order (VO), price rationalization, addendum, change of buyer/requester and any other related post-award matters.
• Monitor and update all contract closures.

g) Other Task When Required

• Lead other tasks when instructed by superior or Management eg, costing, estimation, external/internal audit matters, internal training presentation, SOP, guidelines, fine-tuning of SOP and standard template etc.
• Oversee process improvement activities, department KPI strategies and focus group discussions whenever required.
• Assist Head of Section (HOS) Operation in tender
• negotiations/clarifications/kick-off meetings when required.
• Aware, understand and manage key risks, hazards and aspects of all work activities.
• Aware and understand own roles and responsibilities to provide support during the execution of Emergency Response Plan (ERP) and Business Continuity Plan (BCP) in the event of any crisis/emergency, ensuring the continuation of water supply to the consumer at the highest quality and providing the best service and customer experience.
• Aware and understand the asset criticality in the operational activities and ensure all assets are maintained in good working conditions.
• Aware and understand the confidentiality, availability, and integrity of information under the Unit’s custodian.
• Aware and understand the whistle-blower policy and carry out daily job scope with highest integrity.

To be successful in this position, you need:

• Degree holder preferably with MBA, engineering or equivalent qualification. Internationally recognized Procurement certification is an added advantage.
• Minimum 10 years of work experience in wide variety of roles

KNOWLEDGE

• Preferred and experience in procurement or other related commercial roles

SKILLS & ABILITIES

• Good interpersonal communication skills
• Good written and spoken English.
• Computer literate especially in Microsoft office
• Well verse knowledge in ERP system.
• Able to lead a team, analytical and hardworking.
• Able to work independently with minimum supervision.
• Good motivator and and mentor
• Able to influence culture change intra and inter-department