Procurement Coordinator

Roles and responsibilities

• Coordinates needs / requirements / ... of all departments, through open communication tools as needed or required
• Generates purchase requisitions as per department requests
• Processes purchase orders and follows up on deliverables until the cycle is closed with the request being honored
• Purchase orders processed online or regular
• Follow-up delivery of material according to specific requirements
• Make sure deliveries are honoring agreed upon schedules
• Follows up on achievement of processes in delivering and in accordance to purchase requisition requirements
• Conducts market surveys to stay informed of the market changes and Market fluctuations
• Provides detailed reporting of all finds
• Compiles all relevant information for the proper development of new sources of materials & suppliers
• Handles the proper filing of any request for easy access if/when needed, and by any concerned
• Maintain all relevant & valuable information in a proper filing system
• Handles the processing of cost control and cost efficiency when processing or recording a purchase request
• Alternates for colleagues when requested by the management
• Performs any duty assigned by the line
• Process any cross training as mandated by the line
• Comply with Health, Safety and Environment regulations and working practices of KDD and the State of Kuwait when carrying out duties
• Closely works with suppliers making sure what is requested is what is sent, as per requirements, standards and as per agreed upon timetable / schedule.
• Performs scheduled stock control
• Performs ad hock and spot check control
• Controls demands versus delivery making sure no over stock or under stock takes place and no waste is happening

Desired candidate profile

1. Supplier Management and Relationship Building

• Supplier Selection: Identifying and evaluating potential suppliers based on their ability to meet quality, price, and delivery requirements.
• Negotiation: Negotiating terms, pricing, and contracts with suppliers to secure the best deals for the organization.
• Supplier Relationship Management: Building and maintaining strong relationships with suppliers to ensure reliability and resolve any issues that may arise during the procurement process.
• Performance Evaluation: Continuously assessing supplier performance in terms of quality, delivery time, and compliance with contract terms.

2. Purchasing and Sourcing

• Product and Material Sourcing: Sourcing raw materials, goods, and services required by the organization to support production, operations, or other business activities.
• Order Management: Placing orders with suppliers, ensuring timely delivery of goods and services, and maintaining accurate records of all transactions.
• Inventory Management: Monitoring stock levels, anticipating inventory needs, and ensuring that orders are placed in a timely manner to avoid shortages or overstocking.
• Cost Control: Ensuring that purchases align with budgetary constraints and identifying opportunities for cost savings through bulk purchasing, alternative suppliers, or renegotiating contracts.

3. Contract Management

• Contract Negotiation: Assisting in the negotiation and drafting of contracts and agreements with suppliers, ensuring favorable terms and conditions.
• Contract Compliance: Monitoring supplier performance and ensuring that contracts are fulfilled according to agreed terms, including quality standards, delivery timelines, and payment conditions.
• Renewals and Expiry Management: Keeping track of contract expiration dates and managing renewals or renegotiations as needed.

4. Communication and Coordination

• Cross-Functional Collaboration: Working closely with departments such as production, finance, and logistics to understand procurement needs and ensure timely delivery of goods and services.
• Stakeholder Communication: Communicating procurement status, delivery schedules, and any issues to relevant stakeholders in the organization.
• Customer Service: Addressing internal inquiries and providing support to departments regarding procurement processes, order statuses, and supplier issues.

5. Market Research and Analysis

• Market Trends: Keeping up-to-date with market trends, new suppliers, and industry developments to identify potential cost savings or better sourcing opportunities.
• Cost-Benefit Analysis: Analyzing various purchasing options to determine the best suppliers based on price, quality, reliability, and delivery performance.

6. Data and Record Keeping

• Purchase Orders and Invoices: Maintaining accurate records of purchase orders, supplier invoices, contracts, and delivery receipts.
• Procurement Database: Managing a procurement database to track orders, payments, suppliers, and inventory levels for easy access and reporting.