Procurement Planning Specialist

Procurement Planning Specialist is responsible for planning and conducting vendor risk assessments and vendor compliance reviews, ensuring that vendors are in compliance with University, regulatory and client requirements and perform all duties in accordance with the University policies and procedures.

The Procurement Planning Specialist is responsible for supporting the development, implementation, and monitoring of Khalifa University’s procurement planning and supplier management activities. The role focuses on procurement planning, spend and market analysis, supplier categorization and prequalification, and maintenance of supplier data to ensure cost efficiency, supply continuity, regulatory compliance, and effective sourcing across procurement categories.

Key Roles & Responsibilities:

• Support the Department in vendor management engagement activities, including regulatory and compliance reviews.
• Support the development and implementation of sourcing strategies for assigned procurement categories.
• Maintain the annual procurement plan and procurement calendar, and monitor performance against approved plans and timelines.
• Define and maintain supplier categories and classify suppliers based on the products and services offered.
• Coordinate vendor registration processes for potential suppliers in accordance with approved policies and procedures.
• Develop supplier prequalification criteria for each procurement category in coordination with relevant sectors to ensure fairness, accessibility, and compliance.
• Perform and coordinate supplier prequalification activities in accordance with approved regulations and procedures.
• Maintain an accurate, complete, and up-to-date commercial supplier register for Khalifa University.
• Serve as the primary point of contact for suppliers to obtain required financial and compliance documentation.
• Coordinate and evaluate vendor performance scorecards, including the publication and analysis of high-risk vendor scorecards.
• Review and approve vendor certification, re-certification, and vendor due-diligence packages
• Prepare and submit reports on supplier prequalification outcomes to the Supplier Evaluation Committee (SEC).
• Study supply markets and prepare bidder lists for tenders in coordination with procurement and contracting teams.
• Conduct spend analysis to identify cost optimization opportunities and monitor procurement and contracts expenditure against the approved procurement plan.
• Conduct market surveys and supply market analysis to identify new vendors and recommend actions to expand and strengthen the supplier base.
• Monitor inventory levels in coordination with relevant stakeholders to balance supply and demand, reduce holding costs, and ensure availability of required materials.
• Coordinate audits of suppliers, agencies, and material specifications in collaboration with relevant sections to support supplier registration and evaluation processes.
• Develop, update, and maintain supplier-related databases, including supplier profiles, areas of specialization, completed projects, and performance or evaluation records, in coordination with relevant stakeholders.
• Ensure accuracy, integrity, and confidentiality of procurement and supplier data in line with University policies.
• Adhere to the University's information security and confidentiality policies and procedures, and report breaches or other security risks accordingly
• Coordinate with other departments to facilitate the accomplishment of tasks and responsibilities, as and when needed
• Demonstrate a strong commitment and practice to maintaining a safe and healthy work environment.
• Perform any other tasks assigned by the Line Manager.

Qualifications & Experience:

• Bachelor’s degree in Business Administration or any other related field.
• A minimum of 5 years of experience