A. Competitive Bidding and Negotiation Exercise
-Conduct procurement exercise (bid solicitation), prepare evaluation reports (bid analysis), procurement paper and act as a focal point on Procurement contract documentation.
-Monitor and verify Competitive Bidding exercise which covers Competitive Bidding Invitation and Document; Competitive Bidding Briefing, Advertisement and Competitive Bidding submission opening.
-Verify and validate the Technical and Commercial Evaluation report.
-Conduct Techno-com Evaluation Meeting and present recommendation to committee for decision.
-Prepare and present of Competitive Bidding/ Direct Negotiation approval papers to Approving Authority in accordance with Authority Limit.
-Prepare and issue Letter of Intent (LOI) and Letter of Acceptance to successful bidder.
-Conduct and coordinate and involve in negotiation when necessary / applicable.
-Attend and present the proposal papers to the Approving Authority meeting when required/ applicable.
-Assist Head of Department in realizing purchase cost reduction.
-Attend cross division discussion/ planning/ meeting as and when required.
B. Contract documentation and execution
-Coordinate the procurement contracts documents review with user, Finance, Legal and vendor (s).
-Administer routine correspondence, memoranda and contract documentation to ensure timely and coordinated submittal.
-Analyzes contract requirements, special provisions, terms and conditions to ensure compliance with appropriate laws, regulations, corporate policies and business unit procedure. Communicates contract policy and practice to internal business teams.
-Ensures the contract review, approval and execution in accordance with corporate and/or business unit guidelines.
-Prepare, organize and maintain contract records and files documenting contract performance and compliance.
C. Processing of contractor's Bank Guarantee (BG)
-Review and ensure the terms and conditions of the Bank Guarantee (BG) submitted by vendor/ contractor follows MIMOS format upon submission to Finance Dept. for signature.
-Prepare document to release BG upon confirmation from user and PO Admin.
-Request user to evaluate the respective vendor on the BG with regards to the related PO/LOA.
-Visit vendor premise and activities (when required).
-Monitor and ensure the discharge of Bank Guarantee (BG) in accordance with the procedures.
D. Periodic report on Procurement Exercises
-Prepare quarterly Competitive Bidding and Direct Negotiation reports to MIMOS Board.
-Ensure the update of all procurement exercises details in Master Report on a timely basis.
-Prepare relevant report when requested by Department, Division and Approving Authority such as MPPC and/ or Sebutharga.
E. Vendor Evaluation / Vendor Visit
-Visit to vendor premises and produce report based on selective or ad hoc basis e.g. e.g. vendor with issues.
-Visit registered vendor when issuing Letter of Acceptance (LOA) (when required).
-Visit and evaluate vendor to release Bank Guarantee (BG)
F. Maintenance and Administration of Dept. record and filing system.
-Maintain and administer dept. record and filing system for efficient and effective ID, retrieval and archiving.
-Ensure availability and tracking of files and documents (including achieved files) for prompt retrieval of information for any purposes, including audit review by Internal Audit.
G. Bid opening exercise.
Attend, witness and verify the bid opening exercise process and documents.
H. Ad-hoc / Special Assignment.
-Undertake ad-hoc/special tasks and assignments as requested by the department.
-Undertake vendor visit tasks as per instruction
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; Requirements:- Procurement Officer Responsibilities:
- Following and enforcing the company's procurement policies and procedures.
- Reviewing, comparing, analyzing, and approving products and services to be purchased.
- Maintaining and updating supplier information such as qualifications, delivery times, product ranges, etc.
- Maintaining good supplier relations and negotiating contracts.
- Researching and evaluating prospective suppliers.
- Cost analyses, and reports.
Technical/Functional Skills:
-Microsoft office
Soft Skills:
-Organizational skills
-Communicate effectively
-Attention to detail and proactive
-Time management