Procurement Specialist

Carries out a variety of duties related to the preparation, clarification, awarding and execution of a variety of contracts for items and equipment rental/purchase. Includes assisting in the selection of suitable vendors with the contract section, preparing callsfor tender, evaluating bids received and assisting in the determination and the award of

contracts, including the administration of the contracts.

Key duties and responsibilities will include:

• Preparation of tendering documentation, which include:
  
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• receiving scope of work, technical specifications, and reviewing of the information with the Line Department,
• initiate the contracting strategy to meet tendering objective (cost and time),
• Development of evaluation criteria,
• Identifying potential vendors by Pre-Qualifying if necessary
• Preparation and finalization of Tender Strategy, Technical and Commercial Evaluation Criteria, and other cost-effective initiatives for proper approvals
• Analyze historical purchase orders, contracts, agreements and market trends and liaise with user departments in order to maximize In country value(IC/) opportunities in order to include

them in master tendering plans and strategies.

• Preparation of Invitation To Bid(ITB) Document with appropriate approvals secured prior to issuance of the ITB to approved bidders. Responsible to ensure all invited bidders receive the ITB and to update immediate supervisor or management on the status of tendering activities.
• Coordinate and facilitate technicalevaluation process with the Line Department, the process includes Clarifications issuedand received, Commercial Bids implication, reportcompilation, report presentation if required, and preparation of final Technical Report for approvals.
• Lead commercial evaluation process, the process includes a review of commercial, implication, cost conditionings, reportpresentation if required,and preparation of final award Recommendation for approvals.
• Follows-up on contracts awarded, notification to the successful bidder, with the issuance of ’Letter of Intent or “Letter of Award” and issuance of regrets to unsuccessful bidders.
• Finalizing of Contract Agreement, which includes reviewingof exception, discussing with the Line Department on final Scope/Specification, and schedule, liaising with the successful bidder and the execution of Contract Agreement by both parties.
• Facilitate securinginsurances, Performance Guarantee or Bank Guaranteewithin stipulated time
• Distributes copies of signed contracts to successful bidder and concerned Company Personnel and retains original copy in SCM Department.
• Attending all contractual issues on Post Award such as breaches, default, penalty, recommendation of extension, Amendment or Variation to Contract for proper approvals. Lead and participate in all commercial or legal matter. Responsible to provide advice or direction or seeking external legal advice if required.
• Follows up on contracts, including preparing contract renewal reminders (consulting with SCM Administrator), amendments, cancellations, extensions, and claims, obtaining management's and/orpartners approval, and keeping currentfiles tracking records for all contracts. Lead or participate in all negotiations.
• Ensures that completion certificates are prepared and duly signed upon completion of contracted work and services.
• Maintains an up-to-date list of suitable/acceptable vendor companies. Determines suppliers who are to be requested to submit bids for contracts to restrict bid process to the most appropriate vendors.
• Carries out other similar or related duties such as compiling statistics for inclusion in departmental activity reports. Completes weekly ’workload’ reports. Establishes…