senior procurement executive

Job Description:

JOB SCOPE

Procurement Process

1. Prepare and develop with Project Manager the Procurement Plan Project for all planned purchases within 3 weeks from project award based on approved Tender Budget or Project Budget (whichever is earlier), with weekly/monthly review and reporting according to procurement progress.

2. Sourcing and compilation of relevant, eligible and reliable suppliers and brands based on contract and project requirements for Management's review and approval prior to any procurement activities for each project.

3. Sourcing and liaison with suppliers to obtain competitive quotations for equipment, materials and services based on comprehensive project information and requirements (BQ, Drawings, Specifications, Purchase Requisitions, etc.).

4. Ensure accuracy and comprehensiveness of information and comparison reports.

5. Evaluation and comparison of at least 3 quotations on price, technical compliance, commercial terms, delivery schedule, project requirements etc. and presentation for Management review.

6. Processing of approved Purchase/Material (Purchase Requisition/Material Requisition) as and when received.

7. Preparation of Purchase Recommendation Report for Management's approval.

8. Upon Management's selection of supplier and brand, to liaise with supplier and assist Project Team on the documentation for the purpose of Equipment and Material Submission Approval.

9. Preparation of Purchase Order (PO) and Work Orders (WO) and obtaining authorized signatures.

10. Issuance of signed/approved PO and WO, handling of supplier's acknowledgement/acceptance according to ISO Procedures.

11. Coordination and tracking supplier of supplier lead time, project delivery requirement, shop drawings submission and approval, payment terms/schedule to ensure timely delivery of equipment and materials to project site.

12. Preparation of Instruction/Notice to submit Shop Drawing and Delivery Instruction/Notice to Suppliers.

13. To feedback/report on supplier payment and project delivery plan/requirements based on priority and project/site progress.

14. Source, maintain and update a comprehensive database of suitable suppliers and sub-contractors based on equipment/material type/categories.

15. Ensure procurement activities and documentation are being followed and maintained as per ISO Procedures and requirements.

16. As and when appropriate or necessary, to provide ideas and recommendations to improve current practices and ISO Procedures for a more efficient and effective procurement system.

Vendor Management and Evaluation

1. Sourcing for new vendor (Supplier/Sub-Contractor Qualification Form).

2. Ensure the vendor list is up-to-date in the procurement server.

3. Build and maintain good contacts and rapport with vendors/suppliers.

Budget Monitoring and Cost Control

1. Ensure purchases are within project budget, any exceptions are to be highlighted and mitigated.

2. Update and record purchases according to cost code.

Compliance to ISO Procedures, Documentation and Reports

1. Plan and execute for Procurement Internal and External Audit Program including documentation.

2. Maintain and organize a proper filing system for soft/hard copies.

3. Preparation of reports and updates:

a) Project Procurement Plan – updated monthly

b) Equipment/Material Delivery Schedule – updated monthly

c) Tracking of cumulative summary of batch vs. project budget and batch deliveries vs. PO's issued

d) Project Summary Costing (PSC) Report on Committed Cost – updated monthly

Others

1. To assist during tender stage on sourcing and comparison of quotations, evaluation and clarification as and when required.

2. To assist Project/Engineering Team on the submission of equipment/material/sample for management review and submission to Client/Consultant's approval.

3. Any other duties or tasks as assigned from time to time.