Buyer; Equipment

Buyer/expeditor is responsible for supporting tenders for new work and awarded projects in managing procurement activities for minor equipment and “bulk” type materials packages in accordance with planned timelines. Sourcing, RFQ, bid clarification, commercial evaluations, and conforming commercial agreements in the tendering and project execution phase. Issue of conformed purchase order agreements and post-award commercial management and expediting of packaged equipment through to final delivery and commercial close-out.

Supports the supply chain management team in achieving project cost and schedule targets.

• Interfaces with the engineering department for the timely issue of scopes of work, make-to-order, and associated documents for assigned RFQ packages.
• Pre-qualifying suppliers where required
• Ensures use of existing providers for relevant goods and services
• Preparation of single-source justifications where required
• Preparation of bid lists when required
• Compiles and issues RFQs to bidders via the Yates system
• Coordinates issue of and responses to bid clarifications
• Arranges and hosts bid clarification meetings when required
• Takes an active role in negotiations with suppliers
• Develops and maintains commercial evaluation of bids for each package
• Negotiates best available price /discount from selected bidder
• Negotiates and agrees (jointly with Supply Chain Management) any progress payments against key deliverables
• Manages and responds to qualifications to terms & conditions of purchase while elevating to Supply Chain Management where required
• Develops “special conditions of purchase” document reflecting all agreed qualifications to the project terms and conditions of purchase for each package for attachment to purchase order
• Interfaces with Engineering regarding the preparation and issue of technical bid evaluations, and “approved for purchase” scopes of work and associated technical documents
• Produces and manages purchase orders via the Yates supply chain system
• Issues purchase orders and applicable attachments via Yates system.
• Arranges kick off meetings where required and verifies that the supplier is in full agreement with the scope of supply and all commercial agreements and is fully aware of the documentation (drawings, data progress reports procedures etc.) which are to be submitted for review, and that the supplier understands the submittal procedure
• Manages cost and schedule variations including project approvals and issue of purchase order and change orders as required
• Establishes an initial supplier representative to verify receipt of order and location of manufacturers, contact details, schedule, and status of any sub orders
• Ensures invoice compliance with assigned packages
• Ensures any required bank guarantees are in place prior to approving invoices for payment
• Expedites timely submission of required progress status reports.
• Expedites supplier submitting DDSR documentation in accordance with agreed submittal dates
• Updates expediting reports with key data from supplier progress reports
• Monitors the project review and approval cycle for documents to ensure that manufacture is not delayed
• Expedites the engineering, procurement or manufacture of the supplier’s equipment in accordance with the contractually accepted production and delivery schedule
• Arranges package progress meetings with suppliers
• Manages interface with quality control department to ensure that suppliers’ manufacturing is inspected regularly and in accordance with any integrated tactical planning
• Reports any deviations from schedule to project management and Supply Chain Management
• Forecasts delivery status of orders and regular updates in the expediting module and other project expediting reports as necessary
• Liaises with project materials controller/logistics coordinator for issue of draft of the incremental risk charge documents and release notes as and when items are ready for shipment
• Follows‑up on over, short or damaged reports utilizing OSD register
• The responsibility of the expediting function ends when all equipment is delivered (point of delivery) documentation is complete, all invoices paid, and the purchase order has…