Contract & Procurement Specialist

3 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia Hibiscus Petroleum Full time
Contract & Procurement SpecialistPosted On: February 20, 2025
Location: Kuala Lumpur
Job Function: Contracts & Procurement
Employment Type: Permanent

As a Contract & Procurement (C&P) Specialist, you will play a critical role by developing and implementing strategic procurement processes. You will manage the full lifecycle of the tendering process, including drafting, reviewing, and negotiating contracts with suppliers, ensuring alignment with Company procedures, legal standards, and project requirements. Your role will also involve maintaining a comprehensive contract database to track and manage renewals, deadlines, and compliance matters.

In addition, you will oversee the administration of the Contract & Procurement procedures, ensuring it operates efficiently and provides value to stakeholders. Acting as the Secretary for the Tender Committee, you will be responsible for organising meetings, managing approvals, and facilitating communication between stakeholders, while also providing administrative support to the C&P department in general.

KEY ACCOUNTABILITIES

  • Contract Management:
    • Develop and implement robust Contract & Procurement (C&P) strategies in alignment with stakeholder requirements from Projects, Drilling and Operations.
    • Lead and manage the Invitation to Tender (ITT) process, including preparation, tendering, bid evaluation, clarification, and recommendations for contract awards.
    • Draft, review, and negotiate contracts with selected suppliers, ensuring contract terms and conditions comply with Company procedures and industry standards, and legal framework.
    • Maintain a comprehensive contract database, monitoring contract deadlines, renewals, and performance to ensure effective contract lifecycle management.
    • Support the resolution of contractual disputes or claims, working closely with legal and project teams to mitigate risks and minimise delays / exposure.
  • Contract & Procurement Procedures Administration
    • Lead and oversee the administration of contract and procurement procedures, ensuring it is effectively implemented and adhered to by all relevant parties.
    • Support the C&P Manager in finalising approval documents, ensuring all processes are compliant with Company procedures and audit requirements.
  • Tendering and Contract Management
    • Prepare and review responses and documents related to the tendering process.
    • Ensure the accuracy and completeness of all tendering documents before routing them for approval, following company procedures.
    • Negotiate with tenderers during the tendering process, ensuring best commercial terms are achieved.
    • Coordinate closely with the Legal Department to review and incorporate legal clauses in contracts and ensure alignment with procurement objectives.
  • Risk Assessment and Compliance
    • Assess risk exposure concerning legal, financial and governance matters.
    • Ensure compliance with company procedures and regulatory requirements throughout the procurement and contract management process.
  • Stakeholder Support and Guidance:
    • Provide expert guidance to internal stakeholders on contract and procurement procedures, and contract management best practices.
    • Work closely with project management team, cost controller and finance to ensure contract align with project budgets and timelines.
    • Assist stakeholders in resolving procurement-related issues, escalating matters to C&P Manager.
  • Tender Committee Management:
    • Act as the Secretary for the Company's Tender Committee, organising meetings, preparing agendas and documenting meeting minutes.
    • Manage the post-Tender Committee endorsement process, ensuring all decisions are communicated promptly and that necessary follow-up actions are completed.
    • Liaise with the Tender Committee and other stakeholders to ensure timely endorsements and contract award decisions.
  • Supplier Relationship Management:
    • Build and maintain strong relationships with suppliers to ensure timely delivery and quality of goods and services.
    • Work with suppliers to negotiate contract extensions, variations, or dispute resolutions as required.
  • Administrative Support:
    • Provide administrative support to the C&P Department, including managing documentation, organising procurement files, preparing C&P reporting, and maintaining accurate records and registers.
    • Assist the C&P Manager during absences, ensuring continuity of departmental operations.
  • Continuous Improvement:
    • Identify opportunities for process improvement in procurement and contract management, driving initiatives to streamline workflows, reduce costs, and improve overall efficiency.
    • Stay informed on industry trends, regulations, and best practices, ensuring the company's procurement strategies remain competitive and compliant.

REQUIREMENTS AND QUALIFICATIONS

  • University degree with a focus on a technical discipline, though a diploma in a business-related field or an internationally recognized qualification in legal/quantity surveying and/or cost control is also acceptable.
  • Minimum 5 years of experience in contract management and procurement, with at least 2-3 years in a related role, ideally in the oil and gas, energy, or international environments.
  • Strong understanding of contract drafting, negotiation, and procurement processes. Knowledge of relevant legal and regulatory requirements are a plus.
  • Excellent written and verbal communication skills in English, able to handle negotiations and interact with various stakeholders.
  • Proficient in procurement and contract management systems, ERP tools (e.g., SAP, Oracle), and Microsoft Office, with the ability to quickly adapt to new software and platforms.
  • Good problem-solving and organisational abilities, with the capability to manage multiple tasks and meet deadlines.
Apply Now#J-18808-Ljbffr

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