JOB SUMMARY

The main mandate for this position is to assist in the evaluation and scrutiny of case files after bid opening and preparing of commercial evaluation reports for management approval. The person responsible shall also be required to participate in the placement of purchase orders within the bid validity time and ensuring timely delivery of goods by suppliers after approval from management and perform any special tasks as specified by supervisor.

JOB RESPONSIBILITIES

1. To ensure minimized procurement cycle by the placement of orders within bid validity.
2. To assist in the completion/preparation of Commercial Evaluation within 3 days after the receipt of technical evaluation from the user department and clarifications (if any) from the user or supplier.
 
3. After approval of the Commercial Evaluation Report, issue Purchase Order after completion of statutory requirement of uploading on SSGC & PPRA Website as per PPRA and SSGC rules and regulations.
Timely arrange Stamp Paper and Warranty Undertaking from successful suppliers.
4. Before issuance of PO, confirm the material status of GST/ NRGST through the Finance Department
5. Assist in release of Bid Bonds of non-competitive bidders immediately after approval of Commercial Evaluation.
PBG release of successful bidders shall be processed after complete delivery of material/goods as per PO in coordination with Users, prior to its expiry. PBG/Bid Bond of consumable material of successful suppliers is released immediately on passing of Receiving Statement (R/S), as per Co.'s Policy. However, for Capital Items, PBG is released after 12 to 18 months from the date of the R/S date based on satisfactory performance reports from the user department.
6. To process the replacement of defective materials by suppliers in coordination with User and Store Departments.
7. Follow up with suppliers for outstanding orders to ensure timely delivery of materials/supplies, & also assist in arranging meetings of suppliers with the end users.
8. To maintain a log of actions in the system and movement of events through Oracle Financial Systems.
9. To provide updates on the status of activities performed.
10. Comply with the risk management framework.
11. Participate actively in risk management activities across the organization.
12. Ensure that key risks are identified, reported, recorded, and managed in a timely manner.
13. Receive appropriate training in risk management.
14. Undertake any other assignment as instructed by immediate supervisor.