Chief Procurement Officer

6 days ago

Manama, Manama, Bahrain Gulf Air Group Full time

Job Summary:

The Chief Procurement Officer is responsible for overseeing and managing procurement activities across departments, ensuring compliance with regulations and company policies while maintaining uninterrupted and timely supply.

Main Responsibilities:

  • Tender Compliance: Review and ensure compliance of user's Request for Tender (RFT), Executive Summaries (ES), and Business Cases with internal procurement manual and Bahrain Tender Board laws and regulations.
  • Reporting: Manage the timely publication and completion of monthly, quarterly, and annual BTB reports within the first week of each month.
  • Tender Strategy: Prepare Tender Strategy Memorandum (TSM) for approval by Senior Manager Procurement for relevant tenders.
  • Supplier Management: Manage the process of reviewing the Request for Proposal (RFP) to be issued to suppliers for related tenders.
  • Communication: Draft letters to the Bahrain Tender Board for related tenders and other matters related to the operations including but not limited to tender initial strategy, tender evaluation and selection report, tender negotiations outcome, Business Cases etc.
  • Tender Documentation: Manage supplier registration for tenders and upload tender documents, including the final RFP, to the Bahrain Tender Board e-tendering system.
  • Tender Progress Monitoring: Monitor progress of all tenders to ensure participation of suppliers in accordance with Bahrain Tender Board's laws and regulations.
  • Tender Scheduling: Track tender progress and ensure timely opening or manage requested extensions to closing dates.
  • Proposal Evaluation: Manage the process of receiving the opened proposals from the tender office and sharing them in a timely manner with the end users for evaluation.
  • Tender Document Management: Maintain an updated Share Point with tender documents such as RFT, ES, award letters, Business Cases, and communications.
  • Negotiations: Lead supplier negotiations after receiving ITC/BTB approval and communicate outcomes for relevant authority final award.
  • Award Notification: Manage the award notification process to suppliers and regrets to unsuccessful bidders, ensuring timely submission of Performance Bonds where required.
  • Contract Approval: Review Contract Approval Form process for compliance related to awarded supplier name, contract duration and total award value s per procurement process and Bahrain Tender Board regulations.
  • Training and Development: Conduct Training sessions for internal users on Procurement systems and/or procedures as applicable.
  • Expectation Management: Manage expectations and timelines in line with internal tender procedures and laws.
  • Requisition Distribution: Manage and distribute approved requisitions to Senior Procurement Officers, Offices, and Buyers.
  • Clarification: Communicate with BTB for any clarification needed on related tenders.
  • KPIs: Participate in preparing and coordinating key performance indicators (KPIs) for the Procurement Department, providing recommendations for improvement.
  • System Administration: Act as a super-user closure of Oracle Financial periods and other related system matters.
  • Special Projects: Lead and assist Senior Manager Procurement in related special projects related to the procurement department.
  • Purchase Order Approval: Approve Purchase orders and Blanket orders for related areas.
  • Status Reporting: Maintain a Status report update for related subjects.
  • Succession Planning: Assign tenders for Senior Procurement Officers, leaders, and Officers to handle in order to increase their experience and knowledge in an effort to build and maintain a succession plan.
  • Audit Response: Respond to internal and external audit inquiries and findings, working to close audit points as directed.
  • Internal Tender Committee: Shall be the point of contact for any Internal Tender Committee meetings if required, to clarify any doubts related to the Procurement process.
  • Strategic Planning: Analyse internal procedure and processes to determine the strategy for the next 5 years and collaborate with their team.
  • Bahrain Tender Board Meetings: Arrange quarterly meetings with the Bahrain Tender Board.

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