HEAD OF PROCUREMENT & TENDER DEPARTMENT

Job Description:

Primary position Objective

Plans, develops and directs the executions of all procurement policies, contract availability and timely renewal in line, procedures and initiatives to ensure cost-effective, a good practice of vendor management, timely and on-time delivery of services in meeting PTP business goals in accordance to PTP and statutory requirements.

Role Impact

The jobholder is part of the Management Committee Team responsible to develop tactical plans and ensure effective execution of the corporate strategies developed by the Top Management. The jobholder is accountable for meeting the business targets of reduction in cost of procurement, ensuring timely delivery of purchases, and providing reliable and quality services as per customers specifications. The jobholders areas of responsibility cover procurement of services and resources.

Performance Management

• Formulates, directs and monitors the implementations of cost-saving initiatives for PTP procurement processes which include reviewing business processes, sourcing effectively for vendors, leading implementation task-force, monitoring purchasing costs, and generating and analyzing reports to management to ensure on-track performance.
• Negotiates, directs and reviews contract terms and service level agreements to ensure that PTP interest is being protected technically and commercially.
• Supports, formulates, directs and monitors technical specific item requests:

Actively source the correct OEM based on item specification by Technical, propose the best frame agreement where necessary including constant review and discussion on other value-add/ support/ training.

Constantly discuss with Technical on the part requirement for planned maintenance.

Supports Technical in deciding best procurement strategy including the spare part standardization requirement and re-engineering of part for obsolete item.

Keep update on the new technology for port equipment/system and share the info with Technical.

Liaise with relevant government bodies e.g.: MITI, MIDA, Custom, MOF etc. with regards to importation of goods.

Functional Management

Directs and prioritizes execution of departmental works to ensure alignment with overall business objectives; reviews and monitors departmental performance level, analyzes gaps and executes action plans to improve and/or sustain performance.

Resource Management

• Helps to formulate annual departmental budget and exercises control on departmental expenses and resources to ensure cost is contained within the budget.
• Manages subordinates, defines roles and performance metrics, identifies skills gaps and development needs, monitors performance, provides feedbacks, coaching and counseling, to build competence and reinforce improvements.

Procument Compliance

Develops and reviews procurement policies and procedures, ensures full compliance to internal control measures and ISO requirements to minimize incidents of breaches, abuses and frauds. Responsible for ensuring departmental activities and outcomes comply with all required legal and statutory requirements.

HSSE Compliance

To manage and ensure compliance to HSSE standards and requirements.

Stakeholder Management

Identifies, understands and resolves customers (internal and external) procurement issues and solicits feedback on departmental service level for continuous improvement.

Problem Solving

Engage in vendor dispute management Investigate irregularities between physical inventories and records.

• Respond to complaints by discussing the details with staff and recommending solutions.
• Address purchasing related challenges using the appropriate problem-solving and investigation methods.
• Identify problems with the implementation of procedures, 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.
• Identify practical solutions when work is backlogged through prioritization and rationalization exercises

Decision Making

• Decisions are made in line with the procurement strategy of the organization.
• Participate in make or buy and/or lease or buy decisions.
• Make decisions with market, economic, social, and political environments taken into account.
• Make strategic purchasing and partnership decisions.
• Establish supplier evaluation criteria and methods of analysis.
• Make staffing decisions.

Policies and Information Integrity

• Responsible for the implementation of Information Security (IS) and IT policies that reflect the organisations needs with regard to the protection of information and assets and the integrity and privacy of the organisations intellectual property.
• Responsible for the implementation of policies that provide direction regarding appropriate use of the organisations information and communication systems.

ERP Management

ERP Go-Live

Qualifications

• A good Masters degree, Professional Degree, Degree in Accountancy, Logistics & Supply Management, Business Management, Engineering or any other relevant Degree.
• MBA or professional qualification will be an advantage.
• 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.

Experience

• 5 to 10 years working experience in senior management position.
• Experience in managing administration works.
• Experience in Company secretarial matters.
• Experience in procurement and contract.
• Experience in inventory management.

Skills

• Strong analytical and interpersonal skills.
• Strong negotiation skills.
• Ability to work independently and under pressure.
• Conversant in secretarial matters.
• Possess procurement experience.
• Good financial, banking and accounting knowledge.
• Possess inventory management experience.