Foreign Procurement Specialist

Role Responsibilities:

1. General:

1. Adhere to implement the overall strategy of local procurement guidelines to ensure that all work undertaken meets the company needs as per time & specifications.
2. Ensure full compliance to the company “Purchase to Pay “, “Audit & Control Requirements”, & “Code of Conduct “instructions and Policies.
   
   2. PO Operations:
   1. Monitor & receive daily purchase requests for all departments and verify the completeness of data by communicating the concerned department in case any clarifications /modifications are required.
   2. Determine purchase requests priorities and the time required to fulfill each request.
3. Send RFQ’s (Request for Quotation) to the potential suppliers, study offers & negotiate with suppliers on lead-time, cost and quality to obtain the maximum benefit for the company.
4. Review /Compare prices, specifications, INCO terms and delivery dates in order to determine the best bid among suppliers and considering the delivery time is suitable to the concerned department needs.
5. Create Purchase orders by ensuring approving the POA requirements and matching the Procurement policy and instructions in terms of price, specs and delivery dates, verify the completeness of data attached in PO with all terms and conditions.
6. Share & Confirm with supplier PO acceptance and ensure on-time delivery with the required quality & specs.

3- Delivery Operations:

3-1 Document Management:

1. Guarantee creation of ACID number for each shipment and ensure stamping it to all shipping documents prior to vessels /shipments arrival at supplier side.
2. Ensure Full set of required documents for customs clearance activities that have been correctly prepared by the suppliers and verify their completeness and correctness to confirm uploading them on CARGO-X, and communicate the Supplier in case any clarification/modifications are required.
3. Manage obtaining (if needed) any authorization/license/certificate for importing the goods and being responsible for full compliance of certificates and re-issue if changes / amendments required.
4. Ensure availability of the Bank documents and Shipping documents prior to vessels arrival for clearance activities and payment through:
   1. Submit and follow up bank applications for required clearance documents and Forms.
   2. Submit stamped customs release copies for finance team and health authorities.
5. Submit regular performance reports for Shipment Tracking, Bank Documents tracking, Air /Sea Shipment status, Clearance Agencies Performance, Import permissions status and 3 PL score card.

3-2 Import Operations Management:

1. Perform Close follow up with foreign suppliers to monitor imported orders under dispatch, shipping dispatch dates to ensure on-time delivery and identical with purchase order/contract/agreement and resolve problems related to undelivered/delayed goods.
2.  Coordinate with Logistics Team and follow up on the clearance agents regularly to monitor the status of goods under clearance to schedule deliveries and distribution for receiving at warehouses.
3. Maintain updated delivery schedules by confirming vessels arrival time and final release from customs to support the Warehouse team to arrange for storage and inspection and sales/Commercial Dept. to meet their sales agenda. 
4. Notifying Suppliers on short-shipped, over supplied and rejected material received and taking the necessary action by raising Debit / Credit Notes and follow up to finalize.

4- Payment Management: 

1. Ensure the invoices and payments documents cycle is closed by following up with suppliers on submitting invoices and with finance to timely organize the payments, resolve issues relating to open PO report, GR/IR reports, Late Payments, Blocked Invoices.
2. Responsible for the follow-up of the company’s credits & payments position with foreign suppliers through coordination with finance team on the payment process to prepare cash flow through Supplier balance of account/Financial Statement and GR-IR. 
3. Resolve any disputes that may arise with suppliers, to the best advantage of the company, to achieve an amicable solution and settlement.
4. Prepare the annual budget and quarterly reviews process preparation for consolidated AOP & Purchasing budgets and assist in their related periodic forecasts.
5. Update & maintain document backup process (Hard/Soft Copy) of items purchased and ensure the security of data & information according to policy.