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BUYER ASSISTANT
Ref No.: 15-00814
Location: Abu Dhbai, Abu Dhabi AE
Position Type:Contract
Start Date: 20/09/2015
Our client, a Government based Oil and Gas sector is looking forward to recruit for the position of "Buyer Assistant” in Abu Dhabi.
Purpose:
  • Performs a variety of duties related to the procurement of plant machinery, equipment, spare parts, materials and general consumption items (low & medium value items) from domestic Vendors according to applicable Company procedures to meet the requirements, from receipt of Purchase Requisition (PR) to issue of Purchase Order. This includes preparation of RFQ package, commercial evaluation, recommendation for award, preparation and issue of PO, archiving of all PO related documentation, etc. In addition to above, assist Buyer / Sr. Buyer / Section Head as and when required for processing of PRs for high value items.
Purchase Request Verification:
  • Receives PRs (Stock / Direct Charge / Capital) of mainly low-value items, checks for accuracy and completeness as per Approved Department Procedure; proper authorisation as per Delegation of Authority; obtains any clarifications from Users with regard to quantities, time schedules, etc.
  • Bidders List and Enquiry Initiation:
  • Extracts list of pre-qualified bidders from Commercial Directory (CD) and assist in the preparation of the Bidders List and issue of Request for Quotation (RFQ) incorporating technical specifications, delivery, inspection, testing and commissioning requirements after approval from the competent authority.
  • Coordinates and obtains responses from Users for any queries raised by Vendors; transmits responses to Vendors; follows-up with Vendors to ensure timely submission of bids; attends Bid Openings as required
  • Operates Maximo System to carry out purchasing activities; establishes and maintains an appropriate archiving and retrieval filing system.
Bids / Clarifications:
  • Liaises with PR Originators / Users for technical clarification, quantities, schedules, etc. Also, contacts Vendors to follow-up on technical matters & expedite delivery of bids.
  • Receives and checks bids for completeness before forwarding to User for technical evaluation; transmits any User queries to Vendors and obtains responses; follows-up to ensure Vendor's compliance with all mandatory requirements and ancillary conditions. Assists Technical Bid openings and checks the received Technical Bid documents for any missing information.
  • Coordinates technical clarification meetings with bidders/Users involving the Purchasing Department as advised by Senior Buyer / Section Head.
Bid Bond / Priced Bid:
  • Checks bid bond validity of technically qualified bidders as and when required, prior to inviting Priced Bids; if required, prepares requests for bid bond extensions and follows-up with the bidders until receipt of the extended bid bonds. Prepares draft Priced Bid invitation to the technically acceptable bidders.
  • Bid Collection & Opening Arrangement
  • Collect the bids, distribute to respective Buyers / Senior Buyers and arrange for bid opening as per DOA.
  • Arranges high value (AED 100K  to 3 Million) bid openings, registers prices in the
  • Price Bid Opening Registration Form and assists in the functioning of the Bid Opening Committees as required
Commercial Evaluation:
  • Prepares Priced Bid Opening Form as per Company procedure and assists in checking the completeness of the bids.
  • Tabulates detailed price comparison statements for commercial evaluation of bids. Co-ordinates Negotiation meetings, as required, and follows-up with the bidders to obtain any Commercial Clarifications response as advised by Senior Buyer / Section Head.
  • Obtains confirmation on budget availability for various Capital Items POs from
  • Finance Division before finalising the Award Recommendation to Tender Board/Management as advised by Senior Buyer/Buyer.
Award Process:
  • Assists in the preparation of Tender Board submissions in conjunction with Buyer /
  • Senior Buyer / Section Head, as applicable Arranges the distribution of PO / LTPA to Vendors.
Post Award:
  • Assists in the preparation of Tender Advices to unsuccessful bidders with the advice to Treasury Department to release their bid bonds as and when required. Assists in the preparation of Change / Amendment Order / Agreement extension /
  • Renewal Recommendations for Tender Board endorsement and Management Approval as advised by Senior Buyer / Section Head.
Awarded Documents:
  • Coordinates documentation / file management with Company's Records Management Systems (RMS) for retrieval.
Reports:
  • Prepares various Departmental Reports for Management information and internal use.
  • Collects and updates data for Co-ordination meetings with Users.