Decentralized Purchasing Officer

• The successful candidate will be responsible for processing purchase requests, managing competitive tendering processes, negotiating with vendors, preparing purchase orders, administering call-off contracts, and ensuring compliance with established purchasing procedures and company policies.
• The role will also involve effective coordination with internal stakeholders and registered vendors to ensure timely procurement of services and efficient contract execution.

KEY RESPONSIBILITIES

Purchase Request and Order Management:

• Create and process Purchase Requests (PRs) in SAP.
• Prepare financial commitments for assigned business entities for transactions below USD 50,000.
• Negotiate with vendors before issuing Purchase Orders (POs) for services valued at USD 50,000 or below.
• Ensure all Purchase Orders are properly reviewed and signed by authorized company representatives and vendors before commencement of any service or work.
• Create Call-Off Orders based on requests relating to existing contracts in UNISUP.
• Ensure accurate and timely creation of Services Entry Sheets (SES), corresponding to Job Progress Certificates (JPC), in UNISUP to facilitate vendor invoicing and prompt payment.

Tendering and Vendor Management

• Ensure transparent and competitive sourcing by engaging at least three (3) company-registered vendors through the Call for Tender (CFT) process before awarding Purchase Orders.
• Prepare commercial, technical, and other relevant tender documentation.
• Receive and open tenders in strict compliance with the company's decentralized purchasing procedures.
• Initiate and follow up on waiver validation where a derogation from the Call for Tender process is required.
• Evaluate vendor submissions and support the selection of suitable service providers.
• Maintain effective relationships with vendors and internal stakeholders throughout the procurement process.

Contract Administration and Compliance

• Prepare contract award recommendations in accordance with established decentralized purchasing procedures.
• Identify recurring or routine service requirements within assigned business entities and recommend their inclusion in Outline Agreements for future Call-Off contracts.
• Ensure all contractual documents are properly filed, archived, and uploaded to the relevant Purchase Orders in UNISUP.
• Maintain accurate procurement records for audit, compliance, and reference purposes.
• Ensure purchasing activities comply with company policies, procedures, and applicable contractual requirements.

Stakeholder Coordination and Reporting

• Work closely with relevant internal departments to understand purchasing requirements and ensure timely procurement of services.
• Coordinate with vendors to ensure compliance with contractual terms and delivery expectations.
• Support procurement reporting and documentation requirements.
• Maintain transparency, accountability, and efficiency throughout the purchasing process.

HSE RESPONSIBILITIES

• Maintain continuous compliance with company H3SE rules, procedures, instructions, and applicable legislation.
• Take appropriate measures to prevent immediate threats or dangerous situations, protecting personnel, installations, and the environment.
• Participate actively in H3SE meetings, training sessions, and emergency drills.
• Cooperate in implementing company H3SE plans and initiatives.
• Promote a strong safety culture by identifying and reporting unsafe acts, conditions, and operational anomalies.

QUALIFICATIONS AND EXPERIENCE

• B.Sc. in Engineering, Management, Social Sciences, or any related discipline.
• Minimum of 5 years' relevant experience in procurement, purchasing, and contract management.
• Professional membership in relevant Supply Chain, Procurement, or Operational Management bodies will be an added advantage.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint.
• Strong understanding of purchasing processes, vendor sourcing, tendering, and contract administration.
• Experience in commercial negotiations and vendor management.
• Strong analytical, communication, interpersonal, and problem-solving skills.
• Ability to manage complex internal and external negotiations effectively.
• Excellent organisational skills, attention to detail, and ability to anticipate and resolve procurement challenges.

TECHNICAL SKILLS / SYSTEMS

• Candidates with experience or the ability to quickly learn the following systems will have an added advantage
• SAP R/3 - Purchase Request and Purchase Order Processing.
• SAP Reporting Tools.
• UNISUP - Call-Off Orders and Services Entry Sheets.
• Electronic Sourcing (e-Sourcing) Tools.
• Microsoft Word, Excel, and PowerPoint.
• Tender Management and Procurement Documentation.

KEY COMPETENCIES

• Procurement and Purchasing Management.
• Contract Administration.
• Competitive Tendering and Vendor Evaluation.
• Commercial Negotiation.
• Purchase Order Management.
• SAP and UNISUP Administration.
• Vendor Relationship Management.
• Procurement Compliance and Documentation.
• Strong Analytical and Communication Skills.