POSITION: Project Procurement Manager
REPORTING TO: Project Manager
RESPONSIBILITY: Completing the procurement procedure for trade packages and process equipment in conjunction with other team members, including preparing documentation, evaluating tenders in line with company and client procedures and finalising sub-contracts.
1.0 AREAS OF ACCOUNTABILITY:
1.1 FUNCTIONS:

a Responsible for coordinating and execution of all procurement related activities
b Follow company and client procedures to select suitable sub-contractors
c Manage the relevant project team members in developing and execution of Trade Package Tenders.
d Ensure bid packages are prepared in compliance with project requirements and aligned with the procurement plan.
e Lead the procurement team in compiling subcontractor bids and undertaking evaluations on these submissions to ensure complete and conforming bids are submitted.
f Assist project team with follow-up contractual issues throughout project, retrieving relevant bidding information as required and maintaining accurate records.
g Responsible for development and maintenance of the procurement plan.
h Planning and prioritising all work to anticipate backlogs, and preparing any necessary work flow schedules and monitoring same to enable meeting of work deadlines.
1.2 RESPONSIBILITIES:
1.2.1 Sub Contractor Selection
Follow company and client procedures to select suitable sub-contractors for bidding (tendering) Trade Packages:
a Consult with relevant project team members with regards to recommended bidders for a given trade package
b Seeking comments and feedback from project teams in regard to performance of suppliers and contractors on current / recent projects.
c In conjunction with relevant project team members assisting in pre-qualification of new suppliers and contractors
d Prepare and maintain trade package bid lists, submitting for client approval as required
1.2.2 Bid (tender) preparation
a Assist the relevant project team members in developing the documentation content for Trade Package Tenders.
b Compile this information in accordance with the required schedule for client approval prior to issuing to bidders
c Ensuring, in conjunction with document controller that the compiled documents are the most current version
d Ensuring that adequate records are kept listing the documents issued for tender
1.2.3 Bidding Process
a In conjunction with PM & PD, ensure bid packages are accurately prepared, and approved by client prior to issuing to bidders
b Ensure bid packages are prepared in compliance with company and client requirements
c Ensure bid packages are prepared in a timely manner to meet the procurement schedule
d Assist project team with compiling subcontractor bids and undertaking evaluations on these submissions to ensure complete and conforming bids are submitted
e Assist in preparation of budget estimates which may need to be used as part of the comparison procedure
f Assist project team with clarifying subcontractor bids, participating in interviews and meetings as necessary to identify the most suitable candidate – considering time, cost and quality constraints
g Assist project team with submitting Trade Package recommendations to client for review and approval, clearly identifying budget impact
h Prepare the contractual documents and ensure they are signed by the client and subcontractors.
g Ensure all tender information, bids and contractual information is suitably filed and able to be recalled for audit purposes as well as handed over to the client at completion of the project.
1.3 RESPONSIBILITIES- General
a To always operate in the best interests of the company and client
b Provide assistance to Project Director, Project Manager as required, working in a team environment
c Assist project team with follow-up contractual issues throughout project, retrieving relevant bidding information as required and maintaining accurate records
d Assist in development and maintenance of procurement schedule
e Assist project team in other administrative duties throughout project in between Procurement duties as time allows
f Liaise with client representative to arrange procurement of sundry items as project requires
g Keeping your Direct Manager informed of all significant matters relating to or arising from the duties and functions under your control.
h Planning and prioritising all work to anticipate backlogs, and preparing any necessary work flow schedules and monitoring same to enable meeting of work deadlines.
i Understanding the need for discretion and confidentiality on various matters that may arise.
j Seeking out and following up on information that is necessary to enable you to perform your role effectively and efficiently.
k Performing each task from inception to conclusion to the highest possible standard.
l Maintaining a positive attitude and conducting business in a professional and ethical manner.
m Ensuring that you maintain the name and goodwill of the company.
2.0 PROFESSIONAL QUALIFICATIONS
Bachelor Degree in Construction or Engineering disciplines
3.0 EXPERIENCE
Minimum 10 years relevant working experience in the construction / engineering industry is essential. Background in process equipment and systems beneficial but not essential.
4.0 SKILLS, KNOWLEDGE AND ATTRIBUTES
4.1 Ability to work in English and possess excellent written and oral English.
4.2 Demonstrated commercial acumen and financial literacy.
4.3 Ability to value-add.
4.4 Ability to work effectively under pressure and to respond appropriately to emergency situations.
4.5 Extremely flexible - varied workload and constant deadlines.
4.6 Ability to foster and promote a team-focused working environment
4.7 Proficient working knowledge of computer systems and software applications.
4.8 Possessing strong interpersonal and personal skills including:
a A strong sense of conviction, and a preparedness to back your own judgement.
b Sound reasoning, influencing and negotiating skills and an ability to manage conflict.
c Superior communication skills.
d Relationship focused.
e Being self-motivated and with initiative.
f A strong eye for detail and thoroughness.
g A sense of humour and good spirit.