Local Procurement & Contracts Officer

ob Title: Local Procurement & Contracts Officer

Department: Procurement Department

Reports To: Procurement Manager or Authorized Designee

Scope of Work: Head Office, Company Sites, and Projects

I. Overall Job Purpose

Execute and follow up on local purchasing operations and contracting activities required to meet the needs of the company and its projects, in accordance with approved technical specifications and required quantities, securing the best price and commercial terms while ensuring timely delivery and strict compliance with approved policies and procedures.

II. Duties and Responsibilities

1. Receive and review purchase requisitions submitted by departments and projects, verifying the completeness of data and required approvals.
2. Identify and source local suppliers, request quotations (RFQs), and evaluate/compare offers based on price, quality, specifications, delivery lead times, and payment terms.
3. Negotiate with suppliers to secure optimal terms and prepare recommendations for supplier selection in accordance with the approved authority matrix.
4. Prepare Purchase Orders (POs), follow up on their approval and execution, and ensure that delivered materials and supplies match the required specifications and quantities.
5. Track deliveries and coordinate with warehouses, project sites, and relevant departments regarding receipt, inspection, and resolution of any shortages, discrepancies, or remarks.
6. Follow up on local contracts and agreements related to procurement and services, coordinating their drafting, review, and approval by the relevant departments.
7. Monitor the obligations of suppliers and contractors, delivery schedules, and contractual terms, identifying any delays or breaches and escalating them to the direct supervisor.
8. Establish and maintain an updated supplier database, and properly archive quotations, purchase orders, contracts, correspondence, and related documentation.
9. Coordinate with the Finance Department regarding invoices, dues, and payment terms, as well as with technical departments to verify specifications and requirements.
10. Prepare periodic reports on purchasing activities, pricing trends, requisition and delivery statuses, contracts, and supplier performance.

III. Qualifications and Experience

• Bachelor’s degree in Business Administration, Engineering, or a related field.
• Practical experience in local procurement, supplier management, delivery tracking, and contracting.
• Previous experience in construction/contracting companies, project supplies, building materials, and operational services is preferred.
• Proficiency in computer skills, Microsoft Office Suite, and procurement or Enterprise Resource Planning (ERP) systems.

IV. Required Skills

• Strong negotiation skills, quotation analysis, and bid comparison preparation.
• Strong organizational, follow-up, prioritization, and time-management skills.
• Effective communication and ability to build professional relationships with suppliers.
• High attention to detail in reviewing documents and adhering to procedures and authority limits.
• High integrity, confidentiality, and strict avoidance of conflicts of interest.

V. Key Performance Indicators (KPIs)

• Adherence to target timelines for fulfilling purchase requisitions and deliveries.
• Cost savings achieved without compromising quality or specifications.
• Accuracy of Purchase Orders and completeness of supporting documentation.
• Compliance rate with delivery schedules and contractual terms.
• Efficiency in following up with suppliers and resolving delays and shortages.

VI. Limits of Authority and Responsibility

The Local Procurement & Contracts Officer performs duties within the approved policies and authority matrix, and is not authorized to sign contracts, approve financial commitments, or alter purchasing terms except within the limits of official written delegation.

• Negotiation, quotation analysis, and preparing comparisons.
• Organization, follow-up, and managing priorities and deadlines.
• Effective communication and building professional relationships with suppliers.
• Accuracy in reviewing documents and adhering to procedures and authority limits.
• Integrity, maintaining confidentiality of information, and avoiding conflicts of interest.