JOB PURPOSE:
The Procurement Officer manages procurement processes for the Real Estate Division, ensuring cost-effective, timely delivery of quality materials and services. The role focuses on vendor management, compliance, and inventory control to support operational efficiency and strategic goals.
KEY RESULTS AREAS / DELIVERABLES & KEY ACTIVITIES:
PROCUREMENT
Streamline procurement processes to ensure timely delivery of quality materials and equipment, maintain ethical practices, manage inventory efficiently, collaborate with stakeholders, and mitigate risks while optimizing costs and compliance.
- Procure furniture, materials, equipment, consumables, and other items essential for the Real Estate Division's operations, ensuring alignment with customer needs.
- Liaise with suppliers to obtain multiple quotations, secure competitive pricing and terms, and expedite timely delivery of requested materials.
- Oversee the receipt of materials at sites and arrange rental or leasing of heavy equipment when required.
- Work closely with facilities managers, engineers, and maintenance teams to determine procurement needs and address operational challenges effectively.
- Ensure all procurement activities comply with legal and company policies while managing risks related to vendor reliability, quality, and delivery timelines.
- Oversee and implement inventory control systems for spare parts, tools, and maintenance supplies to prevent shortages and minimize waste.
- Promote ethical procurement practices and ensure transparency in supplier dealings.
- Conduct regular audits, prepare reports on procurement performance, supplier evaluations, and highlight cost-saving initiatives.
VENDOR & SUPPLIER MANAGEMENT
Efficiently manage supplier & vendor relationships and procurement processes to ensure high-quality goods and services, cost-effectiveness, compliance, and operational efficiency while leveraging market insights and innovation.
- Identify and evaluate suppliers for goods and services, such as HVAC systems, electrical equipment, cleaning supplies, and building maintenance services/refurbishment projects
- Establish and manage relationships with different suppliers, vendors and sub-contractors, to exploit potential opportunities and obtain better terms and conditions.
- Regularly review supplier performance, addressing issues like delivery accuracy and timeliness, and retain high-performing suppliers on approved lists.
- Negotiate favorable terms, pricing, and service level agreements (SLAs), while drafting and managing contracts in compliance with legal and company standards.
- Stay informed on market trends, innovative products, and emerging technologies to recommend efficiency-improving solutions.
- Recommend suppliers offering the best terms and conditions to the Real Estate and Facilities Manager for approval.
- Renew or terminate contracts as needed based on supplier performance and operational requirements.
COST MANAGEMENT & FINANCIAL COORDINATION
Effectively manage procurement costs, ensure budget alignment, optimize spending, and facilitate accurate reporting and timely supplier payments through close collaboration with finance and adherence to agreements.
- Monitor procurement costs to ensure spending stays within approved budgets and aligns with financial plans.
- Identify and implement cost-saving measures without compromising quality, while providing accurate cost estimates and cash flow forecasts.
- Work with the finance team to align procurement activities with budgets and assist in vendor payment processing by providing necessary documentation.
- Reconcile invoices with purchase orders and delivery receipts to ensure billing accuracy and oversee timely supplier payments as per agreements.
- Generate detailed procurement spending reports for financial audits, decision-making, and cost-efficiency tracking.
- Ensure timely processing of supplier payments for delivered items by coordinating with accounts and adhering to supplier agreements.
PETTY CASH MANAGEMENT
Oversee and manage the use of procurement Petty Cash ensuring the distribution and control of funds, within the approved policy.
- Manage petty cash funds for small-scale or urgent procurement needs.
- Disburse petty cash in accordance with company policies and ensure proper approval processes are followed.
- Maintain accurate records of petty cash transactions, including receipts and justifications for all expenses.
- Reconcile petty cash accounts periodically with the finance department.
- Prepare petty cash expenditure reports and submit them to the finance team for review and reimbursement.
AD HOC PROJECTS
Manage and oversee Ad Hoc Projects and activities as and when requested by Management in order to deliver based on targets and deliverables.
- Plan for the execution of the Project and define the necessary details, including deliverables, timelines and other necessary items for the success of the implementation.
- Ensure the achievement of deliverables as defined in the project.
- Communicate status of the Ad Hoc Project as and when necessary, while escalating issues and risk for its timely resolution.
- Support the Al Mana Real Estate in certain assignments.
- Serve as vacation replacement for certain tasks and activities to ensure the continuity of operations.
