Procurement Officer - UAE Nationals Only

DUTIES & RESPONSIBILITIES:

Sourcing, Tenders & Contracts

• Review purchase requests and supporting documents (specifications, justifications, Technical evaluations) received from end users to ensure compliance with University procurement policies and limits of authority.

• Prepare, issue and manage RFQs, RFPs and ITTs, including technical specifications, evaluation criteria and bidder clarifications, in coordination with requesters.

• Negotiate with suppliers to achieve best value for money and prepare purchase orders for approval by the authorized signatories.

• Support the preparation and review of contracts. Ensuring that commercial, warranty, delivery and payment terms meet University requirements.

• Monitor contract delivery, renewal and expiry dates, and follow up on supplier performance against agreed terms.

Purchase Orders & ERP Processing

• Create and issue purchase orders accurately and within agreed timelines using Microsoft Dynamics 365.

• Track order status, delivery and receipt, follow up with suppliers and end users to resolve delays, shortages and discrepancies.

Vendor Management

• Keep records of qualified and appointed suppliers, and maintain supplier records, price lists and product information.

• Coordinate the registration and pre-qualification of new suppliers, and source additional or alternative suppliers when needed.

• Carry out the annual reassessment of supplier performance (quality, delivery, pricing, service and compliance) and report the results.

Colleges & Offices Procurement

• Work closely with the Colleges, to understand their teaching, clinical and laboratory needs and translate them into clear, competitive procurement requests.

• Source from, and manage relationships with, medical, dental and pharmaceutical suppliers, manufacturers and authorized distributors, verifying manufacturer authorization and agent status.

• Verify that suppliers and products meet applicable health regulatory requirements and that warranty, installation, training, calibration and after-sales service terms are secured.

• Work closely with the offices, to understand their needs and translate them into clear, competitive procurement requests.

• Manage relationships with internal and external stakeholders.

Planning, Reporting & Compliance

• Contribute to the annual procurement plan and Office KPIs considering deadlines, priorities, available budgets and operational feasibility.

• Prepare monthly reports on the status of purchase requests, purchase orders, tenders and contracts, and compile other statistical reports as requested.

• Maintain complete, organized and auditable procurement files for every transaction.

• Apply ethical procurement standards (fairness, integrity, transparency and effective competition) and maintain the confidentiality of tender and supplier information.

Support & Coordination

• Provide routine advice and support to end-user departments on procurement processes and documentation, and assist in user training where required.

• Coordinate with Finance, Stores and other University offices to ensure smooth delivery and payment of procurement transactions.

• Perform other job-related duties as assigned by the line manager.

QUALIFICATION & EXPERIENCE:

• Bachelor’s degree in Business Administration, Supply Chain / Procurement, Engineering or a related field. A Master’s degree and a professional procurement certification from a recognized international institute (e.g. CIPS) are preferred.

• Minimum of 5 to 7 years of progressive experience in procurement and contracts management.

• Preferred: previous experience in the procurement of medical, dental, pharmaceutical or healthcare equipment and supplies, and in working with health providers or medical suppliers.

KNOWLEDGE & SKILLS:

• Sound knowledge of purchasing and contracting procedures, regulations and documentation, including RFQ, RFP and ITT processes, bid evaluation and contract management.

• Working knowledge of the medical, dental and pharmaceutical equipment and supplies market (preferred).

• Negotiation, analytical, problem-solving and decision-making skills, with sound commercial judgement.

• Proficiency in Microsoft Dynamics 365 (or a comparable ERP system) and advanced working knowledge of Microsoft Word, Excel and Adobe Acrobat.

• Excellent verbal and written communication skills.

• Records maintenance skills and strong attention to detail.

• Ability to use independent judgement, and to manage and impart confidential information.

• Ability to perform information research and compile statistical reports.

• Understanding of accounting procedures, budgeting and fiscal management.

• Ability to manage multiple priorities and meet deadlines.