Coordinator

3 weeks ago

Manama, Manama, Bahrain Bapco Refining Full time
To support the Senior Manager P&C in his role as the Secretary to the PMC meeting (As stipulated in the PMC Charter) with the essential duties listed below. Coordinate the weekly PMC meetings by preparing the meeting agenda, minutes of meetings, action items, and other documentation as necessary, and to distribute these documents to PMC members prior to PMC meetings. Responsible for maintaining a systematic & easily retrievable system for all correspondences (outgoing and incoming) with the BTB and Bapco Refining Departments to enable access to requested information or reference material expeditiously. Maintain the schedule of the weekly PMC meetings, manage the calendar invites to the necessary PMC members, and handle changes to schedule as required. Responsible for drafting all outgoing letters to the BTB for PMC review and approval based on content provided by Category team members, coordinating with Legal Department to organise their review on drafted letters. Receive, sort, distribute and archive all incoming/outgoing letters without delay to facilitate timely communication & follow up, using the PMC Microsoft Teams site as a working repository. Once approved, ensure BTB letters are signed by the appropriate signatory and passed to BTB through officially recognised channels. Act upon all correspondence to the Tender Board and routed from the CEO office and ensure that all correspondences are sent to the BTB via the dedicated channel. Coordinate with Category team members and members of the Line Department to resolve any follow up points noted from PMC meetings and make amendments to the BTB letters accordingly ensuring compliance with the Tender Law. Attend to all queries from and to the BTB, disseminate and obtain the necessary information from concerned personnel on time to ensure BTB queries are answered and communicated to the BTB. Responsible for supporting the coordination of annual and quarterly plans ensuring that all are completed, updated, and submitted in a timely manner to the BTB. Responsible for ensuring that Procurement procedures, policies are updated, when necessary, in relation to issued Decrees amending Tender Law, new circulars and Tender Board decisions. Coordinate and attend all coordination meetings with BTB. Position Qualification Bachelor's degree in engineering or supply chain related disciplines and CIPS Level 5. Excellent command in written and spoken English. Pleasant disposition, flexible personality, and be able to work under pressure and to meet strict time deadlines that may occasionally extend after normal working hours. Strong communication skills at all levels within the organisation. Ability to proactively learn all Bahrain Tender Law articles with associated amendments, BTB Decisions, Circulars, and relevant Procurement procedures. Seniority level Not Applicable Employment type Full-time Job function Administrative and Management Industries Oil and Gas
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