Procurement/Contracts Administrator

Job description / Role

Job Purpose:
Reporting to Manager, Operational Procurement/ Strategic Sourcing, the purpose of this position is to execute and provide administrative day-to-day support to the operational procurement/strategic sourcing activities for UAE operations and other operations within Middle East and North Africa region as a Center Of Excellence with the objective of maximizing standardization, consistent practices and performance.

The role holder’s prime responsibilities to support the superior while initiating, administrating and executing procurement cycle (P2P) for all operational procurement and strategic sourcing (Agreements). The role’s holder shall ensure effective administration of all procurement records and database to ensure appropriate level of compliance while maintaining records and documentations

Principal Accountabilities:

Dimensions:
• Estimated Total Procurement Purchase Orders Value: AED 200M – AED 300M
• Estimated Total No. of Procurement Purchase Orders : above 10,000
• Estimated Total No. of Procurement Agreements/Contracts: above 300
• Responsible for : SM, Corporate Support Functions, Hotels, and Communities
• Countries covered: UAE, Lebanon, Egypt, Oman, Bahrain and KSA
• Responsible for total no. of UAE Procurement Employees : N/A
• Responsible for total no. of Regional Procurement Employees : N/A
• Internal Contact : with all operational stakeholders across MAFP in all regions
• External Contact : with all local & international Vendors involved in Procurement

Compliance with Policies and Procedures:
• Ensure appropriate execution and compliance with procurement policies and procedures that enforce the required level of internal/external controls.
Execution of Purchase Orders, Agreements Awarding & Renewals:
• Support the day-to-day complete Purchase Orders, Framework/Partnership/Blanket Agreements and Call-Offs execution processes (awarding and renewal), to meet required delivery targets as per the organization’s needs.

Execution of the Bidding Process:
• Support the entire procurement processing, starting from identification of Bidders, through the administration of the bidding processes by communicating with all stakeholders including end-users and suppliers/contractors.
• Provide support to superior while conducting, analysing and evaluating proposals by comparing prices, specifications, and delivery dates.
Procurement’s Negotiation:
• Support superior in gather data and information to carry-out procurement/contracts negotiation to secure favourable terms and conditions while maximizing value addition through enhanced scope of work, realization of cost savings/optimization and mitigating foreseen commercial risks
Award Recommendation and Obtaining Approval :
• Follow-up on the progress and approval of the Award Recommendations in-line with the respective DOA level, ensuring integrity of all records and documentations to proceed with the Award.
Purchase Order/Agreements/Call-Offs Preparation & Execution:
• Support the day-to-day complete Purchase Orders, Framework/Partnership/Blanket Agreements, Call-Offs, addendums, faxes and other related correspondences’ execution (awarding and renewal), to meet required delivery targets as per the organization’s needs.
• Follows –up on the necessary Purchase Orders/Agreements/Call-Offs Approvals.
Expediting :
• Expedite all awarded commitments issued through Purchase Orders/Agreements/Call-Offs across various regions to ensure it meet the delivery targets and avoid any foreseen delay.
Progressive Reporting:
• Provide and update the superior with the progress status related to the execution of assigned tasks to ensure that the comprehensive procurement/strategic sourcing dashboard has the proper update to all the stakeholders for necessary follow-up and monitoring
Performance Measurements Support :
• Comply and ensure adherence to the delivery of the agreed Procurement Performance Measurements, (i.e. SLA, KPIs, etc.), with all stakeholders.
Market Research, Studies and Benchmarking:
• Carry-out independently periodical markets’ information gathering to report to superior on the various markets development related to commodities, purchasing trends, suppliers’ relationship management and performance management.
Processes Automation and Technological Development:
• Carry-out and ensure that all procurement processes, where applicable, are efficiently processed through Oracle in order enhance the performance’s delivery .

Professional Development:
• Comply and ensure adherence to the training and development plan to effectively perform and execute the assigned responsibilities having the proper level of competencies.
Assistance to Superior:
• Perform related duties as assigned by superiors to enable achievement of the Organization targets and objectives.
Establishment of documents and Audit-ability:
• Comply with and maintain appropriate system for maintaining auditable documents, files, and records, for compliance and integrity purposes.

Requirements

Minimum Requirement:

Education:
• Diploma in business administration, materials management, engineering or other relevant field
• At least 1-2 years of relevant procurement experience
• Ability to communicate effectively in English, especially in writing MS Office literature
• Experience with ERP System (i.e. Oracle, SAP, etc) is an added advantage

Experience:
• Minimum of 1 - 2 years of experience related directly to Procurement / Contracts / Strategic Sourcing / SCM function
• Knowledge of Bidding Processes and Contracts Executions
• Knowledge of various markets and suppliers
• Experience with ERP System (i.e. Oracle, SAP, etc) is an added advantage

Skills:
• Analytical skills
• Good communication skills
• Ability to interact effectively the stakeholders across regions
• Rigorous
• Good verbal & written English & preferably Arabic (but not a must)
• Good Knowledge of ERP system (mainly Oracle, or SAP, etc.).

Competencies:
• Integrity
• Commitment
• Multi-tasks with the ability to prioritize various activities / assignments
• Achieve Tangible Results
• Exceed Customer Expectations
• Nurture, Inspire and Motivate

About the Company

Majid Al Futtaim Properties is one of MENAs leading diversified property companies with operations across shopping malls, hotels and mixed-use communities.

The Shopping Malls Business Unit, an industry leader, owns, manages and develops mall destinations that provide memorable shopping, entertainment and social experiences for its customers. Majid Al Futtaim Properties has pioneered the regional face of retail, leisure and entertainment, since the launch of its first mall, Deira City Centre in 1995. The companys mall portfolio includes 17 shopping centres across UAE, Bahrain, Oman, Egypt and Lebanon with a combined gross leasable area (GLA) of over 1 million sqm, more than 2,800 tenants and an increasing footfall of over 160 million visitors in 2013.

The Hotel Business Unit develops and manages hotels and branded serviced apartments that are synergistic with the companys malls. Majid Al Futtaim owns nine hotels in the UAE and two in Bahrain. Their strategic proximity to the malls contributes to welcoming over 1.2 million guests annually.

The Communities Business Unit develops quality mixed-use projects anchored by residential housing. Majid Al Futtaim currently has three communities under development. The Wave, a joint venture with the government of Oman to develop Muscats largest ocean-front integrated community; Al Zahia, a joint venture with the Government of Sharjah, to build the Emirates first gated residential community with a regional mall in a prime growth corridor; The 250,000 sqm Waterfront City development in Beirut, Lebanon, a joint venture with Socit Joseph Khoury & Fils Holding SAL to build Beiruts premier mixed used community with one of the largest marinas in the Mediterranean.

Majid Al Futtaim Properties is recognised as a sustainability leader in the MENA region. According to the 2013 Global Real Estate Sustainability Benchmark (GRESB) survey, the company ranks No. 1 in MENA, second in the Asia-Pacific region and in the top 133 property businesses worldwide. In 2013, Majid Al Futtaim launched its new five-year sustainability strategy with the vision to enhance peoples lives through sustainable real estate. This commitment is reflected in Majid Al Futtaim Properties pioneering standards, prosperous communities and high performance assets.