Executive (Procurement)

To enhance and implement the procurement processes by securing high-quality materials and services in accordance with the required specifications at the most competitive price, while ensuring timely delivery, supplier reliability, and compliance with company policies and industry regulations.

The Purchasing Officer must ensure that the engaged supplier delivers the desired goods, items, materials, or services on time as per the agreement and in the correct quantities without sacrificing quality.
 

Key Responsibilities:
 

• Provide an ethical and consistent approach for the procurement of goods and services.
• Maintain in-depth knowledge and awareness of the latest procurement developments in local, national, and international markets.
• Create, foster, and maintain working relationships with suppliers, sub-contractors, and maintenance providers committed to producing quality services at competitive prices.
• Coordinate with suppliers to ensure on-time delivery.
• Prepare and process purchase orders, open POs, and other procurement documents in accordance with company policies and purchasing procedures, while enforcing compliance with approved business processes.
• Consider price, quality, availability, reliability, and technical support when selecting suppliers, sub-contractors, and maintenance providers, including those delivering hard and soft FM services (e.g., HVAC, MEP, cleaning, landscaping, security).
• Possess technical knowledge of the goods or services being procured.
• Evaluate suppliers/vendors, sub-contractors, and maintenance providers based on price, quality, delivery speed, and service. Review product quality, negotiate contracts, and monitor compliance with contractual terms and SLAs.
• Analyze price proposals, financial reports, and other information to determine reasonable prices.
• Assess and collaborate with vendors or user departments to resolve issues related to defective or unacceptable goods or services and determine corrective actions.
• Maintain and review records of purchased items—including FM consumables and critical spares—their costs, delivery dates, performance, and inventory levels to ensure uninterrupted facility operations.
• Assist other departments with the procurement of required items or services.
• Ensure compliance with standard practices, regulations, and statutes.
• Perform any additional tasks assigned by the department head.
• Ensure all procurement transactions and supplier engagements align with governance frameworks and approved workflows.
• Support vendor onboarding and evaluation processes as per vendor management protocols.
• Utilize and maintain all procurement-related activities through the ERP procurement system in line with operational requirements.
• Participate in procurement review meetings with relevant stakeholders to ensure transparency and process efficiency.
• Liaise with the operations team to understand recurring and emergency maintenance requirements and translate them into procurement plans.
• Maintain and update a list of prequalified vendors and contractors specializing in FM services and materials to support operational readiness.
   

Note: Ensure compliance with the company’s policies, rules, and procedures related to Health, Safety, and Environmental Management.

This job description is not exhaustive and may be subject to change at any time with or without notice.

Requisite Qualifications:

• Bachelor’s degree in Business Administration or a related field.
• Certification in Operations, Procurement, or Supply Chain is preferred.

Experience Requirement:

• Minimum 5 years of procurement/purchasing experience in the facilities management industry.
• Demonstrated ability to manage supplier relationships and implement cost-saving initiatives.
• Awareness of the local and regional legal environment.

Skill Sets:

• Strong knowledge of contract procedures and procurement regulations.
• Market awareness (local, national, international) with analytical skills in spend analysis and benchmarking.
• Commercial awareness.
• Effective organizational skills with the ability to manage multiple procurement processes.
• Strong budgeting and mathematical skills; advanced proficiency in ERP/procurement software.
• Excellent interpersonal and communication skills.
• Proven ability to negotiate cost savings without compromising quality.
• Strong conflict and issue management capabilities.