Tender Senior Specialist

Job description / Role

The Corporate Procurement section support the Project Teams in sourcing and contract management activities for the corporate projects services (i.e. Technology, Marketing, Professional and Support Services), maintaining an end to end procurement view, and adopting a category management approach across projects to maximize synergies, ensuring project delivery and maximizing opportunities to support the SC wider objectives.

Support and drive the execution of sourcing and category management, tendering, purchasing, contract management and supplier management activities for the assigned categories under the guidance and direction of Category Manager [Support Services Category].

Well versed in Procurement Operations and Contracts Management with responsibility for tender/RFQ management, identifying and screening Procurement suppliers, negotiating terms and conditions favourable to SC, driving improved Supplier service levels, minimizing risk while improving SC business results within the defined DAL and by adopting Procurement best practices.

Requisitioning, Tendering & Purchasing:
- Support internal customers to prepare Purchase Requisitions for the assigned categories.
- Assess if a sourcing/category strategy needs to be defined for the specific internal customer needs (in Purchase Requisition) and inform Category Manager.
- Ensure the developed category sourcing strategies are implemented.
- Prepare procurement method in line with category sourcing strategy for the assigned PRs and seek approval

Execute the tendering process as per approved procurement method:
- Prepare RFI document and issue to suppliers
- Support internal customer to prepare RFI evaluation report
- Support internal customer to prepare SOW and detailed evaluation criteria for ITT
- Prepare ITT package and issue to tenderers
- Organize site visits, collect and compile responses to tender clarifications, as needed
- Organize technical/commercial tender opening meetings, establish technical/commercial evaluation teams, as needed
- Participate in technical evaluation teams, as needed, and support internal customers in the technical evaluation process
- Participate in commercial evaluation team, as needed, and lead the commercial evaluation of tenders in collaboration with internal customer
- Prepare submissions to relevant approving authorities for main tender documentation (RFI, ITT package, evaluation and recommendation reports)
- Prepare agreement in collaboration with relevant stakeholders and seek approval

- Execute emergency purchases as needed.
- Execute RFP/Q process for material/service needs of high importance in nature (volume, criticality).
- Follow up with suppliers and discuss/renegotiate delivery terms in case of non-compliance.
- Ensure compliance of tendering and purchasing execution with the Procurement Policy, Processes and Procedures in place, as well as with legal and regulatory requirements.
- Provide consultation to user department in development of Executive Summary.
- Receive, analyse and clarify Scope of Work with user.
- Prepare tender documents and finalize all tendering needs with legal, finance and user.
- Coordinate with User to obtain approved tender strategy for tenders below level of TAC in DAL.
- Prepare submissions to relevant TAC for obtaining Bidder List and tender strategy approval.
- Compile RFP and issue to approved Tenderers.
- Coordinate with respective stakeholders for bid opening and release of evaluation documents to internal stakeholders.
- Prepare submissions to relevant TAC/OED for submission of Technical Evaluation Report and to obtain approval on Recommended Tenderers.
- Liaison for setting up of Commercial Evaluation Team.
- Carry out commercial evaluations as part of the evaluation committee.
- Prepare final recommendations for award to the relevant committee.
- Prepare/Modify contract Agreement after incorporating the Agreement during tendering stages.
- Ensure integrity of the Procurement process through all stages up to award.
- Deliver cost reduction where applicable through the identification, development and execution of strategic sourcing initiatives.
- Prepare timely and accurate reports.
- Provide necessary advice to Procurement specialist and Procurement officer.
- Update knowledge and skills on an on-going basis giving constructive inputs to the Department.
- Conduct business analysis.

Sourcing & Category Management:
- Continuously analyse and evaluate internal factors (e.g. technical requirements, services requirements) and external factors (e.g. supply market dynamics, impact assessment) to derive input for category management.
- Ensure transparency on short-, mid- and long-term demand for relevant products and services in close cooperation with the internal customers to secure supply for SC and to ensure most favourable conditions.
- Support internal customers to forecast, plan, develop and review budget for the relevant categories, by providing market insights (e.g. market trends and cost information) and procurement perspective.
- Identify demand management opportunities (e.g.: demand standardization, rationalization) for the assigned categories.
- Develop draft category demand plans and seek approval from Category Manager.
- Develop internal category profiles for the assigned categories (historical spend analysis, category criticality assessment, identification of constraints) and align with internal customers.
- Develop external category profiles for the assigned categories (supply market analysis, value chain and cost structure analysis, development of supplier profiles) and align with internal customers.
- Develop category sourcing strategies and methods for the assigned categories based on supply and demand power analysis and align with internal customers (also covering non-commercial levers like specification improvement, strategic supplier partnerships, etc.).
- Develop draft strategic sourcing implementation plans for assigned categories and seek approval from Category Manager.
- Ensure compliance of the category strategies and their execution with the Procurement Policy, Processes and Procedures in place, as well as with the legal and regulatory requirements.

Contract Management (when assigned as Contract Administrator):
- Prepare contract implementation plan in collaboration with internal customers and monitor the realization of plan.
- Monitor contract compliance and performance.
- Review notices of claim and conduct claim negotiations with supplier when needed.
- Assess/evaluate contract change requests and negotiate changes with supplier when needed.
- Prepare contract amendments in collaboration with relevant stakeholders and seek approval.
- Manage contract termination/close-out in collaboration with internal stakeholders (evaluate termination requests, check if deliverables have been completed, prepare (partial) completion certificates).
- Document all contract records for safe keeping.

Supplier Management:
- Support Category Manager in the supplier segmentation process.

Support Supplier Development & Performance Management team to:
- Measure and evaluate supplier performance (incl.: engage internal customers to get feedback on supplier performance)
- Define corrective action plans for suppliers
- Carry out action plans and report progress

- Define supplier relationship management initiatives (e.g., supplier driven innovation, cost reduction initiatives) for the assigned categories (as part of the category sourcing strategies) and coordinate with Supplier Development & Performance Management team to implement them.
- Facilitate communication between the internal customers and suppliers.

Requirements

- Minimum Bachelor’s Degree in Business Administration or any related subject
- Masters / MBA is an advantage
- Professional qualification / certification from related professional body, e.g., Chartered Institute of Purchasing & Supply (CIPS), is an advantage

Experience and skills
- Minimum 8 years relevant procurement experience with 3 years in [Relevant Category] procurement
- Strong supplier / industry knowledge for assigned categories
- Excellent supplier management skills including demonstrated ability to develop and manage business driven Supplier Client relationships
- Experience of working in the region and knowledge of local culture will be an added benefit
- Good project management skills
- Excellent communication skills (oral, written, presentation)
- Excellent analytical skills
- General computer literacy (Microsoft Office e.g. Word, Excel, PowerPoint, etc.) mandatory
- Self-starter with excellent business/financial acumen, proficient working with cross-functional teams, including demonstrated motivation, influence and the ability to drive change across all levels of the organization
- Experience in corporate contracts management
- Experience in large scale infrastructure projects
- Excellent writing skills in English
- Possess computer skills (proficient in word, excel, PowerPoint) and experience with ERP system
- Fluent English language is mandatory
- Arabic language is an advantage

About the Company

The Supreme Committee for Delivery & Legacy (SC) ensures that all preparations for the 2022 FIFA World Cup™ align with Qatar’s other development imperatives, as described in the Qatar National Vision 2030 and the National Development Strategy 2011-2016. Along with its stakeholders, the SC is tasked with delivering stadiums and other infrastructure for an amazing 2022 FIFA World Cup™ that leaves a lasting legacy for Qatar, the region and the world.

The delivery goals of the SC include exceptional programme and stakeholder management to ensure the timely delivery of infrastructure and competition and non-competition venues; integrating Qatari culture into all hosting plans, to provide the best possible image of the Middle East when the world arrives in Qatar in 2022; and adopting high environmental standards on all projects, contributing to the delivery of a carbon neutral tournament.

In addition to delivering infrastructure in line with Qatar’s long-term development plans, legacy goals of the SC include nurturing exceptional local and international talent and incubating the Josoor Institute, a centre of excellence for the sports and events industries in the Middle East; fostering the development of Qatar’s private sector and streamlining regulatory frameworks; and making Qatari football more competitive and increasing participation in sports in Qatar, the region and globally.

The investments that the SC is making today will pay dividends for generations to come, in line with Qatar’s vision of a healthy and prosperous global future.

Joining the Supreme Committee for Delivery & Legacy means becoming an integral part of delivering the first ever FIFA World Cup™ in the Middle East. It means shaping the future of football in Qatar and the region. It means joining a team of creative and innovative professionals, from 45 countries and counting.