Global Procurement Agent at the Procurement

Job Title: Global Procurement Agent

Department: Procurement & Contracts Administration

Grade: 12

Basic Functions: The Global Procurement Agent is responsible for receiving, reviewing, and processing purchase requisitions in compliance with established University procedures. This role involves identifying, evaluating, and liaising with suppliers, negotiating prices, and selecting the most suitable ones. The Procurement Agent issues purchase orders and manages order tracking, delivery, and end user inquiries. The Procurement Agent will be responsible for handling both local and global procurement, including fixed-rate contracts related to commodities and services. This position plays a vital role in optimizing procurement processes, enhancing operational efficiency, and acquiring materials and services related to departmental activities. 

Duties Performed:

• Provides comprehensive procurement, logistical, and administrative support for acquiring a wide range of goods and services.
• Reviews and prioritizes requisitions, gathering necessary information, documentation, and specifications. Identifies suppliers and funding sources.
• Consolidates procurement requirements from various departments into comprehensive plans.
• Monitors the status of existing requisitions and purchase orders. Maintains regular communication with suppliers to ensure on-time delivery of goods and services.
• Prepares bidding documentation (e.g., RFI, RFP, RFQ) based on procurement requirements and costs.
• Compiles information from quotations, proposals, and bids to identify the most cost-effective supplier, under the guidance of the Operations and Procurement Administrator.
• Issues purchase orders for approval by the Operations and Procurement Manager.
• Resolves issues related to delivered goods, including discrepancies between purchase orders and items received.
• Manages open requisition lines, ensuring timely fulfillment and addressing any supply chain disruptions or delays.
• Maintains internal databases and files, tracks yearly bids and blanket purchase orders, and informs users of contractual rights and obligations.
• Provides weekly reports to the Procurement Operations Manager regarding overdue shipments and requisitions without purchase orders.
• Researches information from internal and external sources on supply options. Acquires specifications for new products and equipment in the market.
• Contributes to the development of procurement strategies aligned with organizational goals and best industry practices.
• Collaborates with contract managers to follow up on contracting activities, including negotiation and contract finalization, ensuring alignment with organizational objectives.
• Issues fixed-rate contracts to ensure price stability for an agreed-upon period
• Ensures procurement activities comply with company policies, regulations, and ethical standards.
• Continuously assesses procurement processes, identifies bottlenecks, and implements strategies to optimize operations and enhance efficiency.
• Collaborates with other buyers to consolidate and reports data related to their requisitions.
• Fosters relationships with current suppliers and actively seek to expand the supplier base to improve competition, quality, and material/service availability.
• Performs other related duties as requested.

Work Contacts:

The role involves regular interactions with colleagues and frequent communication with academic and non-academic staff regarding specifications, ordering, material availability, and suppliers. 

The Procurement Agent also collaborates with suppliers and their representatives for purchasing materials.

Independence of Operation:

This position reports to the Operational & Procurement Manager and follows established procedures and administrative standards. Work is subject to periodic review.

Supervisory Responsibility:

The Procurement Agent has no supervisory responsibilities.

Physical Effort:

Minimal.

Work Conditions:

This role primarily works in a comfortable office environment.

Minimum Requirements:

1. Bachelor's degree in Business Administration or a related field.
2. A minimum of 2 years of progressive administrative operations experience, preferably in procurement or supply chain. 
3. Proficiency in Microsoft Office tools.
4. Strong oral and written communication skills.
5. Sound knowledge of procurement methods and techniques.
6. Strong negotiation skills.
7. Excellent analytical and problem-solving abilities.
8. Proficiency in English and Arabic.