Junior Manager CoE - Contracts

JOB PURPOSE

Responsible for issuing RFP/RFQ, inviting supplier bids, conducting bid comparisons and evaluations, negotiating terms, issuing NFAs, LOAs, and POs to ensure that materials and equipment are procured at the most competitive prices and meet the required quality standards. Ensure all procurement activities are completed within the required time frame and budget, following the established Standard Operating Procedures (SOP).

KEY ACCOUNTABILITIES

Accountabilities

• RFP/RFQ Management:

  Understand the requirements of various user departments and follow the standard process to send RFP/RFQ to vendors as mutually agreed.

• Key Performance Indicators:

• RFQ Preparation
• Timeliness of vendor engagement

• Evaluation & Negotiation:

  After receiving the Technical Evaluation Report, perform cost comparison and engage vendors and related departments for fact-based negotiations.
• Budget value management during negotiations.

• Approval Process:

  Manage the internal approvals process, including pre-audits through MAG and obtaining final approval from senior management.

• Approval Note

  : Ensure all necessary approvals are obtained in a timely manner.

• Contract Agreement Preparation:

  Prepare the Contract Agreement (PO) based on mutually agreed terms and conditions with the vendor, ensuring compliance with all contractual and legal standards.

• Purchase Order

  preparation and finalization.

• Vendor Coordination:

  Assist user departments by coordinating with vendors to ensure timely and accurate delivery of goods and services as outlined in the purchase order/contract.

• Follow-ups

  : Ensure vendor performance meets expectations and resolve any delays.

• Payment Coordination:

  Coordinate with vendors and the finance department on payment-related issues to ensure that all transactions are completed on time and according to the contract terms.

KEY ACCOUNTABILITIES - Additional Details

EXTERNAL INTERACTIONS

• Contractors and suppliers: Clarify requirements, resolve issues, and engage in negotiations.
• New agencies that wish to associate with or introduce their products to DIAL.

INTERNAL INTERACTIONS

• User Departments:

  Work closely with various departments to understand their needs, priorities, and ensure the procurement process aligns with their expectations.

• Store Department:

  Communicate on material-related cases.

• Finance & Accounts Departments:

  Engage in commercial negotiations, assist with tax code generation, release of PO, and payment-related issues.

• MAG Department:

  Coordinate for pre/post audits as part of the procurement process.

• Internal Coordination:

  Attend and coordinate monthly departmental review meetings and other communication meetings.

FINANCIAL DIMENSIONS

• Handle approximately 100-150 Purchase Requests (PRs) annually.

OTHER DIMENSIONS

• Interact with various departments such as IT, P&E, Security, Finance & Accounts, and FMS, among others, to ensure smooth procurement operations.

EDUCATION QUALIFICATIONS

• Minimum Qualification: Graduate/Post-graduate in any specialization.

RELEVANT EXPERIENCE

• 10+ years of total experience, with at least 5-6 years in procurement. Strong communication skills, file and documentation management, office administration, and management experience.

COMPETENCIES

• Entrepreneurship
• Capability Building
• Social Awareness
• Planning & Decision Making
• Execution & Results
• Strategic Orientation
• Problem Solving & Analytical Thinking
• Networking
• Personal Effectiveness
• Teamwork & Interpersonal Influence
• Stakeholder Focus