Contracts & Procurement Executive

PURPOSE

• To assist line manager in the procurement of goods & services to meet the business requirements, in a cost effective, efficient and auditable manner, while ensuring the desired quality & delivery are met, in compliance with corresponding Policies & Guidelines.
• To manage and execute procurement of goods and services which includes developing a procurement strategy & award criteria, conduct pre-qualification, tender evaluation, negotiation, contract issuance and management, and supplier management.
• To deliver the procurement of goods and services within the agreed service level agreement with users.
• To assist line manager in other procurement initiatives.

KEY PERFORMANCE INDICATORS

Scorecard (advisable to define financial parameters for roles)

• Spending portfolio value of RM60 million per year
• T&E RM12,000.00

FUNCTIONAL

• Cost savings/ cost avoidance from non-hydrocarbon purchases
• Internal PO processing cycle time
• Strategic supplier options
• Compliance to CP procedure
• Supplier performance/ vendor performance audits
• Timely renewal of suppliers' contract

Special challenges (if any)

• Development and implementation of effective procurement strategies and tactics in a procurement market with constraints throughout the value chain, mitigating the impact of increasingly long delivery times on projects. Develop contracting strategies for across the sites that will deliver savings.
• Protect the commercial interests of NGC Energy whilst maintaining a good working relationship with stakeholders.
• Manage multiple types of products, different pricing mechanism – fixed or pricing formula/indices, currencies with timely and accurate communication, especially on pricing.
• Stakeholder management - align with stakeholder's/customers business needs, managing their expectations while ensuring CP governance.
• Maximizing procurement values from limited number of suppliers
• Continuously assessing and reassessing the risks associated with supplier relationships and contractual obligations to minimize potential disruptions and liabilities.
• Implementation of new CP policies and procedures locally - Work with team of people delivering across all categories.
• Managing supply chain disruptions caused by events like natural disasters, political instability, or global health crises (e.g., COVID-19), which can lead to delays, increased costs, and supply shortages.

PRINCIPLE ACCOUNTABILITIES

• Procurement Governance & Compliance - Ensure the highest level of integrity, confidentiality, and transparency throughout the procurement process, adhere strictly to CP policies, procedures, ERP processes, and internal controls. Maintain a full understanding of procurement guidelines and proactively highlight any non-compliance or abnormalities.
• Support in Procurement Strategy & Execution - Assist the CP Manager in executing procurement strategies, delivering cost savings/cost avoidance, and meeting the agreed Service Level Agreements (SLAs). Support the development and improvement of procurement processes in collaboration with the Technical Service Team and EPCC Team.
• Strategic Sourcing & Vendor Selection - Identify and evaluate potential suppliers, conduct pre-qualification assessments, and coordinate competitive bidding exercises, Co-develop procurement strategies with end users to ensure fair, transparent, and competitive tender processes, manage tender clarification, commercial negotiation, supplier evaluation, recommendation, award and issuance of Purchase Orders.
• Tender Management & Evaluation – Execute tender processes in accordance with approved procurement strategies and policies, ensure competitive bidding is conducted with sufficient responsive quotations, evaluate supplier proposals based on predefined criteria, conduct cost and quality analysis, and prepare recommendations for award.
• Contract Management - Assist in drafting, updating, and reviewing contract documents, ensuring alignment with legal requirements and company policies, coordinate approvals, finalize contract documents and ensure proper documentation and filing. Monitor contract implementation and supplier performance to ensure compliance with contractual terms.
• Supplier Relationship & Performance Management - Maintain and update the supplier database, procurement records, and performance evaluations. Build and sustain strong relationships with key suppliers to support business continuity. Conduct supplier audits and/or performance reviews to ensure quality, delivery reliability, and cost-effectiveness.
• Cost Control & Optimization - Monitor and control procurement expenditures to ensure alignment with budget requirements. Implement cost-saving initiatives such as vendor consolidation, optimized purchasing, or long-term agreements.
• Process Improvement - Continuously review and propose improvements to procurement processes to enhance efficiency and compliance.
• Risk Management - Assess and mitigate risks associated with procurement and contracts. This includes identifying potential risks, developing risk mitigation strategies, and ensuring compliance with regulatory requirements.
• Documentation, Reporting & Audit Support - Maintain accurate procurement documentation and records, prepare procurement reports, dashboards, and statistics for management review. Support annual audits and ensure compliance with audit requirements.
• Market Intelligence & Business Support - Conduct market research to provide insights on pricing trends, supply risks, and new suppliers. Provide guidance and support to internal stakeholders on procurement options and best-value solutions. Identify opportunities to expand supplier options locally and internationally.
• Other Duties – Perform any other procurement or contracts related task or initiatives as requested.

REQUIRED EXPERIENCE & QUALIFICATION

• Recognized Diploma or Bachelor's Degree in Supply Chain Management, Logistics, Engineering, Business Administration or related field.
• Minimum of 3 - 5 years in contracting & procurement preferably in the oil, gas, or petrochemical industries.
• Strong working knowledge of sourcing and procurement processes, including vendor evaluation and market analysis.
• Demonstrated ability in negotiation, communication, and supplier relationship management.
• Attention to detail and analytical skills to ensure compliance and cost efficiency.
• Good knowledge of procurement policies and basic contract terms.
• Proficient in data collection, analysis, and reporting.
• Able to communicate effectively at all levels, internally and externally; proficiency in local language is essential.
• Familiarity with ERP systems (Acumatica /SAP/Oracle etc.) and procurement tools.
• Intermediate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

ANY OTHER REQUIREMENTS

Travel Requirements: About 20% travelling is expected.