Job Objectives:
To provide administrative support to Contracts Section on Tendering, ERP System to facilitate both pre and post award processes for contracts and support provision of third party service requirements.
Job Descriptions:
- Follow of all relevant operational procedures and instructions so that work is carried out in a controlled and consistent manner.
- Generate or assist in generation of any departmental reports are prepared as per management request, in a timely and accurate manner to meet company and department requirements governing reporting.
- Comply with all agreed occupational health, safety and environmental regulations in order to protect personnel and physical assets. Ensure that the work areas are kept in a clean and tidy state in order that work can be carried out safely and effectively.
- Provide input and recommend the continuous improvement of the company practices taking into account ‘international best practice’, changes in international standards and changes in the business environment which demand proactive action plans.
- Support the development and training of National employees.
- Submit and administer contract data requirements (SAP).
- Assist Contracts Senior Buyer’s in preparation of Tender documents, presentations and Variation orders.
- Submit and administer Contracts data requirements (SAP).
- Issue orders through SAP for all contract related items.
- Organize and maintain contracts filing system (include SAP DMS compliance).
- Maintain filing system for all contracts data that must be secured in dedicated filing rooms. Serve as focal point for all contracts archive.
- Remind when contract expires and advise the Operations group accordingly.
- Prepare tender documents based on the data provided by the Senior Buyers/ Buyers.
- Coordinate with the Tender Committee Secretary in support of all Contracts related items, tender document issue, receiving of bids, opening of bids, etc.
- Coordinate site visits and clarification meetings between Qatalum end users and bidders.
- Assisting in tender commercial evaluations and issuance of tender clarifications.
- Prepare contract documentation.
- Handle section level tenders/ purchase requisitions allocated in line with Procurement policies and procedures.
- Prepare routine correspondences such as letters, memos and other documentation.
- Preparing and Generating Reports (PRs monitoring, Contracts Audits.. etc.) under guidance of Head of Section/ Senior Buyer.
- Follow ups of post award documentation like Bank Guarantees, Contract signatures etc.
- Coordinate consolidation of section reports and action plans.
Minimum Qualifications:
Diploma in Business Administration or equivalent
Minimum Experience:
• 3 - 5 years in Procurement/Contracts department
• Experience of working on SAP modules
