EXECUTIVE, TENDER

Job Description:

Primary position Objective:

• To assist the HOS, Procurement & Tender in directing the executions of all procurement policies, procedures and initiatives to ensure cost-effective, timely and on-time delivery of goods and services in meeting PTP business goals in accordance to PTP and statutory requirements.
• Responsible of producing quality tender submission, best possible bid for the company via tender process in line with the Procurement SOP and CPM.
• To assists the implementation of continuous improvement initiatives in Procurement & Tender Secretariat Department.

Role Impact

• Responsible for allocated workflow, take ownership of individual tenders being handled, control key milestone within each submission.

• Cost saving management from time to time.

Tender Management

• Execute tendering activities and contract awarding in timely manner as per agreed timeline with business owner. Manage and ensure tenders are submitted consistently ahead of the deadline set by tender team.
• To lead all meetings during the tender process. Responsible for updating all spreadsheet, databases and to produce reports for Tender Committee Meeting when required.
• Review and assess total supply chain risk and identify opportunities to minimize risks.
• Analyze procurement related information and evaluate the results to choose the best resolution and alternatives to supply challenges.
• To ensure every purchase finally go through via ERP System and done timely.
• Monitoring and follow up on the approval process of the tender.
• To provide input to Vendor Management team on the vendors performance rating.
• Receive and deal with enquiries from external and internal during the tender process.
• Able to chair and take minutes at Tender Committee Meeting as well as ensuring accurate up to date records are kept.
• Ensure bid proposals meet all relevant specifications; are in line with the most recent research available and best practice; and are compliant with business owner requirements.

Problem Solving

• Identify problems with the implementation of procedures, seeking advice and take the appropriate action to deal with them.
• Adapt negotiation strategies to cope with new circumstances or issues that arise.
• Identify and verify suspected errors by tracing paperwork

Cost Management

• Cost measurement of total purchased amount. (Formulation and implementation of cost reduction / avoidance activities).
• To evaluate freight cost/taxes applicable for each purchase and recommend method of delivery and consolidation without compromising the quality and delivery time.
• Ensure commercial proposal meet all relevant specifications and budget; are in line with market price trend and best practice.

Stake Holder Management

• Communicate information to all stakeholders using the appropriate communication method. To get along well with people and to be able to interact with others while communicating effectively and clearly but maintain integrity.
• To always create good relationship with key vendors and managing ongoing key vendor performance against business requirements to drive the realization of the full value of the key relationships

HSSE Requirement

• To manage and ensure compliance to HSSE and IMS standards. To accommodate related internal and external audit fieldwork and report requirements.

Policy and Information Integrity

• Responsible for the implementation of Information Security (IS) and IT policies that reflect the organizations needs with regards to the protection of information and assets and the integrity and privacy of the organizations intellectual property.
• Comply with and maintain knowledge of applicable rules, regulations, standards, and best practices.

Qualifications and skills

• A good Professional degree/Degree from recognised IPTA / IPTS.
• Certified in Chartered Institute of Procurement & Supply (CIPS) is an added advantage.
• Certificate in Chartered Institute of Logistics and Transport (CILT) is an added advantage.
• Minimum 5 years proven experience in a purchasing role.
• Experience in procurement and contract management.
• Familiar with material flow and procurement process.
• Strong negotiation, persuasion, obtaining buy-in and expediting skills.
• Result orientated, confident and high efficiency in time management.
• Active listening and learning, critical thinking, analytical thinking, judgment and decision making.
• Reading comprehension, management of material resources, project management, mathematics and operations analysis.
• Familiar with basic relevant procurement term, terminology and concept e.g. Incoterms, SLA, etc
• Hands-on experience in computerized purchasing / SAP or ERP Oracle is an advantage.
• Familiar and hands on with custom procedure, inventory and supply chain management.
• Familiar with vendor management and sourcing activities.