IDB2460 - Procurement Associate

To help a procurement professional to ensure that a business has a constant supply of materials or equipment. Work primarily in an administrative capacity, doing tasks such as scheduling material purchases and deliveries and verifying current inventory. As well as Support procurement planning through collaboration with Adahi project sections in the preparation of the procurement plan.

 Note:  This vacancy is based on a Fixed Term Contract for Hadi and Adahi Project at IsDB

• Help in update regularly IDB’s Procurement related standard documents and processes.
• Encourage competitive procurement methods.  
• Work directly with the Procurement Manager to streamline the procurement delivery process .  
• Negotiate prices with suppliers and subcontractors
• Ordering and buying from subcontractors and suppliers for all projects. 
• Fill, organise, and matching invoices and delivery notes . 
• Maintain and update the procurement monitoring system and provide feedback on purchase orders to requesting section . 
• Ensure Full compliance of procurement activities with finance rules and regulation of Saudi Government and ISDB rules .

Procurement

• To accomplish primary goal of assisting with the purchase of materials for a business, Procurement Assistants perform many tasks.
• To work with vendors to schedule shipping and delivery times , and verify that the correct items and amounts have been delivered. 
• Verify current inventory levels and keep records to prevent inventory gaps, to order new products.
• Check purchase orders for accuracy, completeness and clarity.
• Verify that product information, shipping information, cost and delivery dates are all correct before obtaining authorization to place an order.
• To store the material Provide advice on complex procurement issues specially related to complaints as per the guidelines and procedures.
• Assist in prepare tender documents including RFP and support in definition of specifications.
• Coordinate with vendors and publish the tenders in media as necessary.
• Ensure compliance with Saudi government’s rules and regulations regarding procurement.
• Coordinate with Adahi Procurement section to arrange meetings with vendors, government officials, and various committees related to procurement.
• Performs related job duties as required.

Vendor Negotiations and Management

• Bring quotations from market to ensure good prices .
• Maintain contact with vendors regarding orders and merchandise, new products, market conditions, and trends.
• Coordinate purchasing from on-site vendors.
• Coordinates expenditure records to assure prompt and accurate payment to on-site vendors.
• Ability to establish and maintain effective working relationships with institutional officials and vendors. 
• Reviewing supplier terms and prices regularly .
• Maintains files of descriptions of available supplies.
• Draft letters, memoranda, faxes, email, etc. and monitor the progress and liaison with vendors during the entire procurement cycle.
• Maintain a vendor database and ensure effective use of the system to record the listing.

Knowledge Sharing & Innovation

• Energetic and willing to learn, with good judgment and the ability to interpret policies and procedures.
• Enjoy analysing and solving complex problems .
• Take careful attention to detail.
• General skills and personality traits.
• Provides support to all other departments in order to plan and execute all purchasing processes and provides an effective interface with all departments.
• Knowledge of procurement processes, policies and procedures
• Strong emphasis on accuracy and detail
• Enhance utilization and quality of Data in the SAP MM. 
• Ability to handle multiple projects simultaneously to meet goals and deadlines
• Proficient in Microsoft Office programs, such as Excel
• Good time management and organizational skills
• Basic mathematical knowledge.

Reporting & Communication

• Communicates regularly with existing and new vendors in order to ensure value for money.
• Liaises regularly with the Chamber of Commerce in order to identify new companies that could meet supply requirements .
• Maintains records and follow up files of purchases, shipments, and related matters.
• Prepare monthly reports on procurement matters.

Bachelor’s Degree with 5 years of experience in Engineering / Business Administration / Finance / any relevant discipline

Technical Skills

• Excellent knowledge of Tendering procedures , Procurement policies .
• Strong analytical , communication and negotiation skills .
• Negotiation skills
• Good knowledge of Tendering & purchasing

Necessary Knowledge

• Strong knowledge and understanding of procurement of goods and services.
• Knowledge of IDB and Saudi Arabia Procurement and financial policies.

Core/Behavioural

• Adaptability
• Building Relationships
• Client Centricity and Responsiveness
• Motivation to Learn and Share
• Passion for Excellence
• Analytical Thinking
• Communication Effectiveness
• Drive for Results
• Knowledge, Learning and Communication
• Problem Solving
• Stakeholder Management/Client Orientation
• Strategic Planning
• Teamwork

Technical

• Business Process Knowledge
• Accounting
• Government Relations
• Billing, Invoicing and Claims
• Product Procurement
• Quality Management
• Policies and Procedures
• Vendor Management