Hiring IT Procurement

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Position: IT PROCUREMENT AND CONTRACTS TECHNICAL ADMINISTRATOR

• Bachelor's degree in IT, Engineering, Accounting, Business Administration or other relevant disciplines.

• Suitability to undertake the responsibilities mentioned above at the required level.

• At least 3-5 years of relevant work experience in procurement operations.

• Experience in applying expertise in an international setting.

• Comprehensive knowledge and understanding of the international (or similar) policies, guidelines, and procedures in procurement operations.

• Comprehensive knowledge and understanding of relevant software used in the procurement process and document management.

• Has experience in MS Suite (advance prowess in MS Excel and MS Powerpoint preferred), PowerBI and other similar reporting and presentation tools.

• Must be conversant in administering contracts covering wide range of commonly used or specialized items.

• Excellent written and verbal communication skills in English is required.

• Good interpersonal communication skills and ability to provide guidance to staff and promote team work.

• Able to work collaboratively with teams as a constructive team member

Job Description:

The Procurement and Contracts Technical Coordinatorwill perform the following services:

1. Procurement Planning and Evaluation

2. Supports and contributes to the completion of procurement requirements/projects by assisting the IT Cluster, CSPC in the conduct of effective, economical, strategic and efficient procurement of goods and services based on the users' requirements, and in accordance with established procurement guidelines and procedures.

3. Assists in the streamlined and accurate procurement planning during pre-procurement phase by coordinating with concerned user sections, establishing priorities, lead-times and delivery dates for both goods and services.

4. Monitors schedule of contract expiration and renewals, and perform necessary coordination with buyers and user-units to ensure timely renewals of the contracts. These include securing copies and reviewing of the Performance Evaluation Reports (PER) to ensure performance was still satisfactory for purposes of renewal.

5. Assists IT Cluster, CSPC in the conduct of review to ensure the completeness and accuracy of documents by reviewing and validating technical specifications and supporting documents prepared by the users, primarily on the following:

6. Review of Statements of Work (SOWs):

7. Conduct detailed reviews of all upcoming project SOWs to ensure they meet company's standards and requirements.

8. Identify any discrepancies or areas needing clarification and work with relevant stakeholders to resolve them.

9. Evaluation of Project Justifications:

10. Assess the justifications provided for upcoming projects to ensure they are valid, comprehensive, and aligned with company's strategic goals.

11. Provide feedback and recommendations to improve the quality of project justifications.

12. Liaison with ITFS and Project Managers:

13. Act as an alternative primary point of contact between ITFS and project managers for all procurement-related queries and clarifications.

14. Assist in facilitating effective communication and collaboration to ensure smooth project execution.

15. Organize and participate in meetings to discuss project requirements, progress, and any issues that arise.

16. Documentation and Reporting:

17. Maintain accurate and up-to-date records of all reviewed SOWs and project justifications.

18. Prepare regular reports on the status of procurement activities and any identified issues or risks.

19. Ensure all documentation complies with company's policies and procedures.

20. Assists in validating the results of technical evaluation, evaluating financial, commercial and legal aspects of bids received, verifying technical and financial capability of possible suppliers and contractors, assisting in the conduct of negotiations with such suppliers and contractors on the terms and conditions of offers/proposals as well as evaluating requests for contract amendments.

21. Contributes to the effective and efficient maintenance of information/data by properly classifying and maintaining all on-going, completed and in-process goods and service contracts including performance and cost records. These include the monitoring of the CSPC Trackers and Compendium Sheets, with complete understanding of the established Service Standards, and assist in coordinating with user-units to ensure completeness of data (AIPP, etc.)

22. Assists in maintaining the SharePoint sites serving as repository for records such contract history, signed contracts and amendments, supporting documents, etc.

23. Helps to identify areas for automation for efficiencies either in processes or procedures

24. Procurement and Contract Administration

25. Assists in the conduct of effective procurement activities by advising and coordinating with requestors on relevant information (e.g., options, schedules, and lead-time), checking all requisitions, and reviewing market surveys, canvass sheets and recommendations (e.g., quotations, suppliers, bills, invoices, and purchase orders).

26. Assists in the monitoring of fulfillment by the Contractors of all undertakings under the contract, including submission of the applicable disclosure documents, good social management certificate, and other relevant contractual documents and notifications before commencing performance under the contract and ensures the Contractor's compliance with all contractual provisions.

27. As Administrative Support

28. Facilitates the smooth operations of the Unit by providing administrative support such as preparing memoranda and other correspondences, and providing the necessary assistance during audit review and monitoring.

29. Provides support during audit reviews.

30. Provides support to ongoing reforms and implementation/administration of eProcurement system.

31. Others

32. Performs other duties as may be assigned by the position's immediate supervisor, as reflected in the incumbent's work plan.