Senior Procurement Officer

Job description / Role

Job purpose:

To coordinate and execute various procurement, strategic sourcing and category management activities and processes pertaining to strategic sourcing and category management related tasks, tendering and contracts administration, supplier performance management and contract management according to the internal policies and procedures and in close coordination with internal and external stakeholders and under the supervision of procurement management hierarchy.

Key accountabilities:

• Strategic sourcing:
  - Study and support to prepare demand analysis report by conducting analysis on various historical procurement data and future procurement annual plans, compute each category's baseline spend and the current sourcing process, and draft the total cost of ownership model in order to generate the baseline for fact-based strategic sourcing effort.
  - Develop supply analysis reports draft by assessing and analysing the global and local supply market, identifying potential suppliers based on specific criteria, and generate supplier portfolio in order to establish an open and competitive environment to source for each category.
  - Support in the preparation of category's sourcing strategy by analysing the supply and demand analysis reports, and assess the potential sourcing risks and savings to come up with improvement plans, to capture the full potential and aligned to department's objectives.
  - Manage the tendering process formalities from start to end including the preparation, administration, tender evaluation, contract drafting and negotiation, etc. in full compliance with internal policies and procedures.
  - Track and facilitate the execution of implementation plan activities to ensure the realization of the strategies and plans, and that cost savings are sustained or improved over time when there is a change from existing to new suppliers or when there is new ways of working with existing suppliers.
• Supplier management:
  - Facilitate and coordinate the supplier registration and pre-qualification activities between the end users and supplier, such as activities to shortlist suppliers based on established registration and prequalification criteria, and engaging with supplier community, in order to attract qualified suppliers and to ensure the proper administration of suppliers within the department and the organization as a whole.
  - Analyse and assign supplier segmentation by reviewing against set criteria and support in maintaining the segmentation database so that appropriate efforts can be channelled to the respective suppliers based on their segmentation (e.g. strategic, preferred, transactional supplier).
  - Implement and track supplier performance management processes and activities by conducting the supplier performance evaluation, determining the course of action post the evaluation, and compiling supplier rating and recommendation in order to drive supplier improvements to support business operations.
• Contracts management:
  - Administer and facilitate the contracts management activities and processes pertaining to contract administration, compliance management, claim management and contract closure in order to ensure suppliers perform and deliver their items and services as per the contract and to safeguard the organization's interests and reputation.
• Business stakeholders support:
  - Provide timely supply market insights, data and knowledge and internal and external analysis to business stakeholders as well as providing potential sequences from current and future impactful events in supporting engagement with business stakeholders to stay informed and assist in decision making.
• SAP and e-procurement:
  - Fully utilize the ERP systems and e-procurement platform in all activities relating to tendering and price enquiry, purchase order and contracts establishment and amendments, invoice monitoring, expediting and all other related works.
  - Maximize the implementation of SAP Ariba e-procurement platform in tendering and price enquiry process whenever applicable.
  - Fully utilize reporting systems applied and apply data sharing and updating in shared space.
• Policies, systems, processes and procedures:
  - Provide inputs and implement departmental policies, systems and procedures so that all relevant procedural and legislative requirements are fulfilled while delivering a quality, cost-effective service.
• Quality, health, safety, and environment:
  - Ensure compliance to all relevant quality, health, safety and environmental management procedures and controls within a defined area of activity to guarantee employee safety, compliance, delivery of high-quality products and service and a responsible environmental attitude.
• Statements and reports:
  - Prepare departmental statements and reports timely and accurately to meet organizational and department requirements, policies and standards.
• Related assignments:
  - Perform other related duties or assignments as directed.

Qualifications, experience, and skills:

Minimum qualifications:
- Bachelor's degree in engineering (for MRO and chemical groups) or business administration for other related groups.

Minimum experience:
- 10-15 years' experience in related areas, preferably in oil and gas or petrochemical industry.
- Hands-on operations and/or production experience in the same industry is desirable.

Job-specific skills (generic and technical):
- Fluent in both written and spoken English.
- Computer literate.

Communications and working relationships:

Internal:
- Finance.
- Various user departments for clarifying requirements.

External:
- Existing and potential suppliers, vendors, and contractors.

Context, work environment and decision-making authority:

Key decisions having significant impact on the strategic sourcing and category management department are referred to the line manager for approval before implementation.
The job holder exercises financial and non-financial authority as per the level established by management and stipulated in the terms of financial authority.