Contracting Specialist - KSA

Purpose of the Role:

Assist Technology Contracting Section Head in performing operations of the section. This involves activities related to Technology contracting & procurement, including – but not limited to: demand request, bidding, RFP, evaluation of proposals, contract development to execution and following up on technology related contracts.

Technical Responsibilities:

• Support devising contract management processes, policies and procedures - specifically for the Technology related procurement.
• Assist departments’ management in ensuring that contracting & procurement policies and procedures are adhered to in the day-to-day operations of the procurement and contracting function.
• Prospect the market to register Technology related suppliers, prequalify the suppliers and maintain a list of suppliers with good repute locally and internationally to allow for short listing of suppliers for Sehati.
• Initiate demand estimation process of required Technology equipment or services and create supply plans for timely and cost-effective availability of the required equipment/services.
• Develop and maintain a list of Technology related prospective vendors with very good repute locally and internationally to allow for short listing of vendors required for bidding and RFQ / RFP issuance.
• Work closely with the concerned function to develop RFPs in accordance with the scope and ensure that their technical requirements are included in the RFP.
• Maintain / update database / records of Technology related vendors.
• Assist prepare / update the criteria for assessment of Technology related vendors against RFPs so that only the best available vendors are shortlisted for the final negotiations.
• Receive quotations / proposals and assist carrying out evaluation of responses of RFPs from vendors, based on the approved evaluation criteria.
• Assist drafting contracts / variation in the contracts in line with the RFP response of the approved vendor and final negotiations.
• Coordinate with the Legal function for review of the contracts, variations to contracts, and related documents, as required.
• Assist Section Head in preparation for negotiation to finalize the contract.
• Monitor contract compliance against the milestones specified in the contracts and identify and report risks and mitigation options.
• Assist the Section Head in correspondence and documentation related to contracts execution, including presenting information to stakeholders regarding contracts.
• Support formulation and implementation of policies and procedures to monitor vendors/suppliers’ performance.
• Review the correctness and completeness of data related to purchase orders based on quotation & technical specifications received.
• Assist in conducting follow up on pending deliveries with suppliers.
• Report progress/delivery of each PO and ensure there are no deviations. In case of deviations, take corrective/proactive action as per Sehati policy, as applicable.
• Review and verify suppliers’ invoicing and payment approval.