Provide contracts & procurement management services to Hafeet Rail relevant departments in respect to all procurement, contractual, commercial and administrative issues during pre-award and post-award of contracts/POs.

Principal Accountabilities

Operational (Core)

Pre-Award stage:

• Provide expertise for tenderers’ pre-qualification and process bidders list(s), including any pre-qualification exercises and evaluations required and obtaining relevant approvals, as per the Hafeet Rail’s DOA.
• Prepare and compile tender/contract documentation, including reference to legal and finance groups to ensure it is sound and protects Hafeet Rail’s interests with regard to viability, legality, interpretation, and ease of administration.
• Participate in the technical and unpriced commercial evaluation of tenders and then lead the subsequent priced commercial evaluation of technically acceptable offers, prepares techno-commercial evaluation report and recommendation.
• Process award recommendations and finalise with successful contractor the contract documentation.
• Ensure that actions/inputs are made promptly to ERP system, in accordance with the established policies and procedures.
• Manage end-to-end procurement processes (public procurement process, limited procurement process, sole/single source procurement process of various nature requirements) including the recommendation of potential bidders list to be invited in competitive tendering.
• Collect from End Users and maintain a record of contractors/suppliers’ performance regarding adherence to contracts terms of reference e.g. quality and timeliness, etc.
• Develop & maintain a list of contractors/suppliers’ “vendors” through registration and qualifications for the purpose of tendering of a simplified procurement process.
• Develop and maintain “Annual Hafeet Rail Procurement Plan” based on annual input from End Users in order to appropriately plan resource allocation and assign workload in a balanced manner.
• Prepare regular management information reports relating to performance of Contracts & Procurement Department, including Key Performance Indicators and activities carried out on behalf of concerned Divisions.

Post-Award stage: (not applicable to Projects Department)

• Reviews all contractual documentation and correspondence to identify any commercial/contractual issues/impacts.
• Advise End User Departments and other concerned personnel as appropriate, on all incoming / outgoing correspondence with Contractor / Vendors and other third parties;
• Initiates preparation of appropriate responses, and verifies, by circulation/communication with other Hafeet Rail Divisions and legal support, that all such formal responses/correspondence are sound and protects Hafeet Rail’s interests with regard to viability, legality and interpretation;
• Ensure that all official contract documentation specified in contract such as acceptance certificates, change/variation orders, releases and such like is either issued and/or received formally in accordance with contract provisions and formats.
• Assists End Users by providing specialist input for the day to day commercial and contractual administration while retaining specific responsibility for both the minimisation/evaluation/negotiation of claims and/or requests for contract variations/changes and the commercial close-out of contract(s).
• Implement and ensure compliance with Hafeet Rail’s Delegation of Authorities, policies and procedures in the administration of the contract during all phases of commitment.

Operational (General)

• Take care of health, safety and environmental impact both personally, and for others who may be affected in the workplace. Cooperate with the company and co-workers to help everyone meet their legal and company requirements.
• Prepare & suggest applicable Policies & Procedures to management. Also ensure that existing Policies & Procedures are reviewed/updated annually, when required.
• Adapt to, and participate in, any programs/changes in Hafeet Rail including but not limited to strategic initiatives, operational initiatives and performance uplift tasks; conduct any relevant work that may result from these changes as an integral part of this job description and employment contract.
• Help support the organization in extraordinary events such as claims by contractors, dispute reviews and participation in arbitration.
• Perform any other activity as required by the company both at the company premises and remotely when requested by the company.
• Proactively seeks out information that is relevant to job role whether internally or externally to efficiently and effectively deliver. Remains up to date with context of the Company and the role within it to provide insight on potential opportunities and/or challenges.
• Contribute to the execution and delivery of any activities as and when required to ensure the continuity of work in the absence of other colleagues.
• Abide to the Hafeet Rail’s Code of Conduct and execute all related tasks & activities with high degree of confidentiality.

Knowledge, Skills, and Experience

Academic Qualifications:

• Bachelor’s degree in Engineering or Business Administration, or a related field.
• Preferable PMP, RICS, CIPS

Experience:

Minimum of 10 years of experience in a related field, including at least 5 years of experience in the country in which the position is assigned in a related field.

Other Skills:

• Strong knowledge of procurement principles, practices, and regulations.
• Excellent negotiation, communication, and interpersonal skills.
• Proficient in procurement software and Microsoft Office Suite.
• Strong analytical and problem-solving abilities.
• Ability to manage multiple projects and priorities in a fast-paced environment.
• Excellent English language skills, verbal & written.
• Strong written and verbal communication skills.