Project Specialist

Roles and responsibilities

Carry out all the activities necessary to purchase goods and/or services/subcontracts, in compliance with given cost/time/quality requirements and with Corporate/Company policies and standards and work instructions

Task:

• Issue to vendors the Request for Quotation based on given purchasing request

• Support the vendors during the preparation of the technical/commercial proposals with obligation of confidentiality about the related bid info

• Prep are the commercial/economic bid tabulation to compare different proposals and suggest actions to be taken in order to improve bid result and/or select the vendor

• Lead the commercial/economic negotiation

• Prepare the purchase or der/subcontract based on standard General Purchase Terms and Conditions and Project Special Purchase Conditions, if any, and managing possible deviations

• Close out the bid process receiving purchase/subcontract confirmation by selected vendor and informing the unsucessful vendors about negative result of their bid

• Follow up and negotiate, if necessary, purchase order/subcontract revisions

• Perform the assigned activities in compliance with procedures and provided systems and tools

• Check and comment the technical documentation received with the Purchase Requisition and Technical Evaluation

• Manage contractual documentation (Archive) before the issue to centralized archive

1. Procurement Planning and Strategy:

• Understand Project Requirements: Collaborate with project managers, engineers, and other stakeholders to understand the specific material and service requirements for the project. This includes technical specifications, timelines, and budget constraints.
• Develop Procurement Plans: Develop a procurement plan that aligns with the overall project timeline, ensuring that materials and services are acquired when needed to avoid project delays.
• Source Suppliers: Identify and evaluate potential suppliers and vendors who can provide the necessary goods and services. This may include global sourcing and considering both local and international vendors.

2. Supplier Selection and Negotiations:

• Evaluate Suppliers: Evaluate suppliers based on criteria such as price, quality, delivery times, and the ability to meet project-specific requirements. This includes reviewing supplier capabilities, past performance, and technical expertise.
• Negotiate Contracts: Lead negotiations with suppliers and vendors to secure favorable terms, including pricing, delivery schedules, payment terms, and warranty conditions.
• Prepare Purchase Orders: Create and issue purchase orders (POs) that meet the specifications outlined in the project’s procurement plan. Ensure POs are clear, accurate, and complete.

Desired candidate profile

• Negotiation Skills: The ability to negotiate with suppliers to secure the best possible terms, including pricing, payment terms, and delivery schedules.
• Project Management: Ability to coordinate procurement activities within the overall context of a project, ensuring materials and services are delivered on time to meet project milestones.
• Attention to Detail: Strong attention to detail in reviewing contracts, purchase orders, and supplier agreements to ensure accuracy and compliance with project requirements.
• Supplier Relationship Management: Building and maintaining strong relationships with suppliers to ensure the timely delivery of high-quality materials and services.
• Cost Control and Budgeting: Ability to manage procurement activities within the project’s budget, identify cost-saving opportunities, and monitor spending throughout the project lifecycle.
• Problem-Solving: Ability to quickly resolve procurement issues, such as delays, quality issues, or supply shortages, to keep the project on track.
• Communication Skills: Strong written and verbal communication skills to collaborate effectively with internal teams, suppliers, and other stakeholders.
• Contract Management: Familiarity with contract terms, legal considerations, and ensuring that procurement agreements protect the interests of the project.
• Technical Knowledge: Understanding of the materials, equipment, and services required for specific projects (e.g., construction materials, manufacturing equipment, specialized components).

Tools & Technologies:

• Procurement Software: Tools like SAP Ariba, Oracle Procurement Cloud, Coupa, or Zycus for managing the procurement process, including supplier management, purchase orders, and invoicing.
• ERP Systems: Software such as SAP, Microsoft Dynamics, or NetSuite to track inventory, manage project-specific procurement workflows, and integrate procurement with other business functions.
• Project Management Tools: Microsoft Project, Primavera P6, or Trello to help track procurement timelines and align purchasing with project milestones.
• Spreadsheet Tools: Microsoft Excel or Google Sheets for data analysis, cost tracking, and vendor comparison.