Procurement Manager

Description of Scope of Work

• 15 Years’ experience including 5 years’ experience on similar Projects with Middle East project experience.

List of Deliverables and Deployment Schedule (Bill of Services)

• Develop and implement procurement strategies to optimize costs while ensuring quality and timely delivery. - Source, evaluate, and negotiate with suppliers and vendors. - Collaborate with internal teams to understand procurement needs. - Establish and manage supplier relationships. - Ensure compliance with procurement policies and regulations.
• prepare the evaluation criteria for each tender and establish the criteria after coordination with related departments and the First Party’s approval.
• Provide complete commercial and cost control support to the various project teams appointed under the Program.
• Perform all Budget, cost estimation, cash-flow identification, payment certification, Change Order evaluation and cost reporting tasks required under the Program (and for each individual contract assigned to the team under the Program
• manage the process of identifying and incorporating the Prime Cost (PC) items and Provisional Sum (PS) items approved by the First Party in the tender documents
• assist and advise in the pre-qualification criteria for all contractors and suppliers, proposed for the development. Once suitable contractors and supplies have been identified by the vendor, they will then be presented to the First Party for approval.
• review and validate the tender documents prior to issue by the First Party to verify that the various parts of the documents are consistent and in accordance with the First Party’s requirements relating to cost, quality, procurement strategy and program and that the scope is compatible with other contract packages. In the case of tender documents for subcontract packages, ensure that key dates and completion dates are compatible with those of the main contract(s). The Second Party shall co-ordinate and administer as required the process of the issuing of tender document strictly in accordance with standard operating procedures established by the vendor and approved by the First Party and any subsequent amendments thereto.
• Manage, advise on and contribute to resolving claims and disputes in a timely manner;
• Prepare initial contractual responses to any correspondences/notices reserving the First Party’s rights and indemnifying the First Party from defaults or breaches under the construction contract;
• Develop and maintain a tracking log to record and ensure all responses to all notices have been reviewed and replied to;
• Keep full and proper contemporaneous records of all issues, events and circumstances that have the potential to become a claim or dispute;
• Prepare all/any required documents, correspondences, schedules, reports, updates, etc., necessary to support the First Party’s position in any claim and/or dispute during the execution of an agreement or contract.
• In respect of any claims submitted, convene a meeting with the consultant and the First Party’s cost consultant to discuss claims and supporting information to develop, where merited, a rigorous claims defence strategy on behalf of the First Party.
• Developing change management system shall include developing systems to identify potential changes; communicating potential changes to project parties; identify responsible parties in the process, assessing the necessity or desirability of the change; quantifying the effect of a change on project outcomes; establish a register or log to track all potential changes through the lifecycle of that change; provide a link between potential changes and approved cost plan and program.
• ensure that all steps of the change process are managed in accordance with the requirements of the relevant contracts, paying particular attention to times allowed for notifications and responses, so that the First Party is not exposed to claims due to failure to follow process.
• ensure that non-essential changes are avoided by investigating alternatives, mitigation measures, or other strategies to avoid the change if possible.
• This role requires a strong understanding of procurement methodologies, negotiation techniques, and contract management. The ideal candidate will have a proven track record of developing and implementing effective procurement strategies, optimizing costs, and ensuring timely delivery of high-quality goods and services.

• Responsibilities:

• Strategic Procurement:
• Develop and implement procurement strategies that optimize costs while ensuring the timely delivery of high-quality goods and services.
• Conduct market research and analysis to identify potential suppliers and evaluate their capabilities.
• Develop and maintain a strong network of reliable suppliers.
• Stay informed about market trends, pricing, and new product developments.

• Sourcing and Negotiation:
• Source, evaluate, and negotiate with suppliers and vendors to secure competitive pricing and favourable contract terms.
• Prepare and issue requests for proposals (RFPs) and requests for quotations (RFQs).
• Analyse supplier proposals and conduct bid evaluations.
• Negotiate contracts and service level agreements (SLAs).

• Procurement Operations:
• Collaborate with internal teams to understand procurement needs and specifications.
• Process purchase orders and track order fulfilment.
• Manage supplier relationships, ensuring performance meets contractual obligations.
• Maintain accurate procurement records and documentation.

• Compliance and Risk Management:
• Ensure compliance with procurement policies, procedures, and regulatory requirements.
• Identify and mitigate potential procurement risks, such as supply chain disruptions and quality issues.
• Implement procurement best practices to promote efficiency and transparency.

• Tender Evaluation:
• Prepare comprehensive evaluation criteria for each tender, coordinating with relevant departments and obtaining First Party approval.
• Evaluate tender submissions based on predefined criteria, ensuring fairness and transparency.
• Prepare tender evaluation reports and recommendations for contract award.

• Commercial Management and Cost Control:

o Provide comprehensive commercial and cost control support to project teams throughout the project lifecycle.

o Manage all aspects of project budgeting, cost estimation, cash flow forecasting, payment certification, change order evaluation, and cost reporting.

o Oversee the identification and incorporation of Prime Cost (PC) and Provisional Sum (PS) items in tender documents.

o Assist in the pre-qualification of contractors and suppliers, ensuring alignment with project requirements and First Party approvals.

• Tendering and Procurement:

o Review and validate tender documents prior to issuance, ensuring consistency, compliance with First Party requirements, and compatibility with other contract packages.

o Coordinate and administer the tendering process, adhering to established standard operating procedures.

o Manage the evaluation of bids and make recommendations for contract award.

• Contract Administration and Claims Management:

o Manage, advise on, and contribute to the resolution of contractual claims and disputes.

o Prepare initial contractual responses to notices and correspondences, protecting the First Party's rights and interests.

o Develop and maintain a tracking log to monitor and ensure timely responses to all contractual notices.

o Prepare and maintain comprehensive records of all potential claim and dispute issues.

o Collaborate with consultants and cost consultants to develop claims defense strategies.

• Change Management:

o Develop and implement a robust change management system, including procedures for identifying, communicating, evaluating, and quantifying the impact of potential changes.

o Establish a change register to track and manage all potential changes throughout their lifecycle.

o Ensure compliance with contractual requirements for change management, mitigating the risk of claims due to process failures.

o Promote proactive measures to avoid non-essential changes by exploring alternatives and mitigation strategies.

Qualifications:

• Bachelor's degree in Supply Chain Management, Business Administration, Quantity Surveying, Construction Management, Law or a related field.
• Proven experience in procurement and sourcing, with a strong understanding of procurement methodologies and best practices.
• Excellent negotiation, communication, and interpersonal skills.
• Proficient in procurement software and tools.
• Extensive experience in commercial management and cost control for large-scale construction projects.
• Strong understanding of contract law, procurement processes, and risk management principles.
• Excellent analytical, negotiation, and communication skills.
• Proficient in cost control and contract management software.

Preferred Qualifications:

• Certified Professional in Supply Management (CPSM) or equivalent certification.
• Experience with e-procurement systems and online bidding platforms.
• Familiarity with contract law and legal aspects of procurement.
• Member of the Royal Institution of Chartered Surveyors (RICS) or equivalent professional body.
• Experience with FIDIC contracts and international construction projects.
• Familiarity with various forms of dispute resolution (e.g., mediation, arbitration).

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