Procurement & Contracts Lead

3 weeks ago

Riyadh, Saudi Arabia Kapsarc Full time

**JOB DESCRIPTION**

To oversee the implementation of the procurement process for KAPSARC’s business function/ goods and services, supervising the procurement team throughout undertaken activities to ensure compliance with policies, procedures and best practice, as well as satisfaction of internal stakeholders’ requirements of goods/ services, while delivering value for investment for KAPSARC.

**Procurement and Contract Management**
- Complete procurement cycle for KAPSARC’s goods/ services under the management of the head of procurement, to ensure the procurement needs are met in a timely and effective manner.
- Consolidate requirements of different stakeholders and ensure coordination of procurement activities, in order to maximize financial advantage for KAPSARC in achieving its business needs.
- Manage the effective delivery of procurement services and ensure the ongoing coordination with the legal team and other internal stakeholders, in order to ensure that all related tasks from requisition receipt to order delivery are processed proactively and productively to meet end-user’s specifications and requirements at the lowest cost for KAPSARC and as per purchase agreements.
- Monitor procurement service levels, report any major issues/ contract breaches in the procurement cycle, and work with key internal stakeholders to discuss and agree on action plans.

**Requisition Management**
- Oversee the implementation of the requisition management processes and procedures to manage requisitions from end-users and leverage approved vendors list and other tools or frameworks to ensure that all requisitions are processed in accordance to the respective category’s strategies, framework, and guidelines/ policies in supporting the business needs of KAPSARC’s business functions.

**Purchase Order Management**
- Ensure implementation of the purchase order processes for KAPSARC’s goods/ services in accordance to specifications and agreed terms and conditions, including liaising between the vendors and other internal stakeholders, initiating PO and support in obtaining approvals, and handling agreement/ contract, so that timely and proper PO management are executed in ensuring smooth and uninterrupted operations.
- Review relevant invoice processing activities in liaison with finance team, and recording and closing out the PO, to ensure that vendors receive their payments as per the contract terms and they are satisfied to continue supporting KAPSARC.

**Tendering Process**
- Participate in tender committee meetings and provide feedback with respect to the evaluation of vendors suitable for delivering the goods/ services required for KAPSARC.
- Participate in negotiations and finalization of quotations (with emphasis on quality, price, terms, deliveries) to ensure that purchase requisitions are done in an efficient manner to ensure smooth and uninterrupted operations.
- Ensure that procurement documents (tender documents, enquiries, call of contracts for supply of goods/ services and purchase orders, etc.) are up to date to minimize the possibility for agreement variations and disputes.

**Vendor Evaluations and Relations**
- Maintain productive relationships with key vendors and follow up with them on issues escalated by the procurement team and internal stakeholders, in order to ensure timely order receipt and complaint resolution.
- Evaluate the vendors on their performance on the assignments and orders taken up with the internal stakeholders to update the preferred vendor list and maintain relationships with the preferred vendors, while taking the consequent follow up actions with the unsatisfactory vendors.
- Resolve or escalate major disputes with key vendors and other external parties on complaints raised internally to resolve matters related to procurement and payment terms.

**People Management**
- Organize and supervise the activities and work of the team to ensure that all work is carried out in an efficient manner which is consistent with operating procedures and policy.
- Provide on-the-job training and constructive feedback to the team to support their overall growth and development.

**Policies, Systems, Processes and Procedures**
- Provide inputs to the design and implement policies, systems, and procedure so that all relevant procedural/legislative requirements, fulfilled while delivering a quality, cost-effective service.

**Innovation and Continuous Improvement**
- Contribute to the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.

**Reporting**
- Analyze the information and prepare reports and dashboards in a timely and accurate manner to meet the requirements, policies, and quality standards.

**Related Assignments**
- Perform any other duties which the organization may require to be carried out.

**Key Relationships**:
**Internal**
- Executive man

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