Buyer

1. Procurement Deliverable

Carryout procurement activity as forecasting usage, analyse demands and create Requests for Quotation (RFQ); Ensure systems and deliverables for the department are achieved on time and meeting budget. Receive Demand Request Form (DRF) from departments duly endorsed by the authorized person; obtain proposals/quotations from suppliers as per QR to support all business unit.

Prepare cost analysis for budget purpose. Prepare bid evaluation sheet whenever required as per the Procurement Policies, Compile necessary process through oracle fusion, track status of requisitions, contracts, and orders.

Formulate invitation of Tender for the goods, services and/or works to be outsourced/subcontracted.

Prepare the Tender Commercial Evaluations and give recommendations as per the defined rating criteria.

2. Pricing and Negotiation

Research pricing information and compare prices and quotations. Achieve aggregate savings on pre-existing contracts through renegotiations.

Liaising for all the departments including negotiations for best rates. Disseminates report findings to LINE Manager at regular intervals. Prepare, maintain, and review purchasing files, reports and price lists.

Compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers. Obtain minimum three proposals to meet compliance and Adopt appropriate supplier management methodologies and procurement technics in purchasing to secure better prices. Initiate market observation, conduct and provide market information/analyses on technology and price trends in order to obtain new suppliers and new technologies in the supply chain.

3. Cost Control

Continually look for areas where costs can be reduced without sacrificing quality. This means that, while upholding relationships with current suppliers also need to keep an eye out for new suppliers that might provide the same product for a lower cost with compromising on quality. Update LINE Manager in case of pricing fluctuation.

Maintained strong relationships with suppliers and to achieve cost reductions.

Improve the credit term to enhance the cash flow for existing & new suppliers.

4. Vendor Management, Supplier Database, and Reports.

Registering the new vendor and updating the required documents for the existing vendors. Arranging the focus group with the vendors to comply the QHSE policies. Prepare the approved vendor list.

Grow Suppliers Database by building a data of Supplier across various industries.

Periodic Performance Evaluations of the subcontractors/vendors.

Close interactions with the subcontractors/vendors for enhancing working relationships through regular contacts, communication, information sharing, vendor focus group meeting.

Prepares and administers routine correspondence, negotiation communications, and contract documentation to ensure timely and coordinated submittal.

Monitor supplier's performance this includes general purchase order administration, invoice verification, resolution of claims, resolution of back charges and, Performance Bonds, retention amount and purchase order close out.

Ensure that Procurement activities are carried out in accordance with the company mandated Procurement processes and procedures including maintaining the necessary files. Check shipments to ensure quality and quantity of purchased items. Liaison with the accounting department to reconcile invoices and purchase orders. Comply with safety directions. Coordinate the tender process and assist in maintaining a neutrality link in with client/supplier. Prepare issue and evaluate documentation for tendering process, gathering of responses received, initial analysis and summation of all offers against the selection criteria and scoring sheets for final evaluation.

Provide daily, weekly & monthly reporting to LINE Manager on the status of all on-going proposals, projects and issues. Preparing Periodic reports(Monthly/Quarterly/Yearly) cost saving & department achievements.

5. Coordination, Site Visits & Payments.

Maintain meaningful liaison with suppliers so as to assure constant procurement of supplies. Verify scope on tender documents for material/services worth 500k and above and coordinate the process for General procurement. Obtain suppliers satisfaction rating in the conduct of procurement. Maintain prompt and clear communications with the project team and involved stakeholders appropriately.

Coordinate with the HSE and end user for the site visit to vendor premises related to the requirement for accommodations, laundry, and other tender related site visit requirements.

Submit procurement risk assessment matrix. Provide decision makers within the company with cost information and take approvals. Coordinate materials received for all levels to drive efficient workflow process.

Request petty cash advances to finance department and manage procurement using company credit card and provide their settlements within the specified time-frame,

5. Special Projects

As and when assigned by the HOD / LINE Manager