Procurement and Contracting Associate at ARM Hold Co.

Job Summary

• Responsible for implementing a cost effective strategy to source local building items and manage service contractor.

Principal Duties and Responsibilities
Key Deliverables:

• Support procurement planning through collaboration with project personnel and Managers in the preparation of the procurement plan;
• Assist and facilitate the development and implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the project;
• Maintain and update the procurement monitoring system and provide feedback on purchase orders to requesting office;
• Tender report - Conduct due diligence and proffer recommendations on vendors who applied for tender;
• Review and evaluate bids or proposals received (for completeness and adequacy of technical specifications and cost effectiveness) and prepare analysis for contract awards and for submission to the review committee and Procurement Authority;
• Review interim and final valuations, cost analysis and provide advice on contractual claims;
• Maintain a vendor database and ensure effective use of the system to record the listing, updating, evaluation and monitoring of performance of service providers and vendors;
• Update vendor evaluation scorecard-Complete company-wide standard template on a quarterly basis;
• Prepare annual sourcing plan and budget - Contains identified vendors, quotes and timelines;
• Prepare quarterly sourcing reports - operational and financial results of sourcing strategy to management
• Maintain a database and web site of procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics and contract advertisement and awards to share and disseminate information on a regular basis.

Time Allocation:

• Technical: 90%
• Administrative - 10%

KPI's:

• Lead time from RFQ to contract award- Shows the lead time from request for quote to award of contract. The lead time would be measured as the time from date of release of RFQ to the date of award of contract averaged for the whole year. The target for the lead time would be set between the Head of procurement and development (20%).
• Goods received on time in full by construction team compared to approve schedule-% of total material by value received on time measured as % of time actual date of receipt of goods is within 14 - 21 days of planned date of receipt of goods. The. number of days needs to be set between the Head of procurement and the in-country Head of development (15%)
• Issues causing contract disputes, termination and liquidity before due date-% of contracts with rising issues, disputes, termination and liquidity before due date against procurement’s total signed contracts each year (15%)
• Compliance with quality - % of overall service contract/ material contract rejected by the site due to non-compliance with specified standards (15%)
• Savings generated- Measured as a % unit cost reduction as compared to budget. The budget for cost reduction would be set between the Procurement Associate and Head of Development (10%)
• New Vendor and contractor development / R&D- Measure on two aspects a) No. of new vendors added to the master list against baseline target set in consultation with Head of corporate services b) No. of new vendors utilized for material and service contracts against target set at the beginning of the year in consultation with the Head of corporate services (5%)
• Vendor satisfaction score - Based on feedback/ evaluation from working vendors for support and cooperation during delivery process through surveys (5%).

Management:

•  Feedback - The annual average rating from 360-degree surveys launched (15%)

Skills:

• Specific commodity experience preferred
• Practical and logical qualities and a methodical way of thinking
• Good planning/project management skills
• Exceptional negotiation, problem-solving and analytical skills
• Strong numeracy and financial management skills and the ability to learn sophisticated design and costing IT packages.
• Ability to write clear and precise reports and to relate complex information in a simple way to a diverse range of people
• Industry knowledge and understanding; detailed knowledge of past and current building and construction technology processes, materials, business and legal matters.
• Gathers information nationally and internationally about what could be; visualizes the future and assesses what needs to change; thinks strategically, considers wider effects thoroughly, including customers, shareholders and people; promotes and builds enthusiasm for the vision.
• Balances the needs of the stakeholder triangle; assimilates and analyses relevant information; identifies core principles, and applies them consistently to decisions; identifies and mitigates risks; creative in providing solutions; owns decisions.
• Outstanding people leadership and management skills. Ability to drive change management across the organization
• Superior communication skills, both verbal and oral
• Sets milestones and timeframes to achieve objectives and operational requirements; determines priorities and allocates responsibilities and manages workflow; establishes measures and monitoring systems; monitors unit and individual performance, putting (joint) action plans in place to address areas of non-compliance; anticipates hurdles and has contingency plans to get around them.

Experience and Education

• B.Sc (or equivalent) in Quantity Surveying required; other comparable graduate degree potentially acceptable
• Minimum 3 years of experience in procurement related role
• NIQS (Nigerian Institute of Quantity Surveyors), CPM (Certified Purchasing Manager) or APICS (Association for Production and Inventory Control) certification desirable.