Bids & Tendering Coordinator at WTS Energy

Job Purpose:

• The Supply Chain Supervisor is accountable for the planning and management of all supply chain activities, including vendor development, contrzact negotiation, materials and services sourcing, inventory control, shipping / receiving, and logistics.
• Develop a working process to ensure the effective product and service delivery to the Company’s customers.

Key Duties:

PROCUREMENT

• Provide supervision, direction and leadership for the Procurement function; Work as a critical member of the team, to coordinate the development, implementation and execution of procurement and contract strategies.
• Supervise procurement and contract interfaces on various projects: contracting, purchasing, expediting, QA/QC, logistics, materials management, and other project functions.
• Establish and implement strategies for negotiating supplier/commodity agreements based on in-depth knowledge of foreign and domestic markets for optimal pricing and terms.
• Work with internal and external stakeholders to determine procurement needs, quality, and delivery requirements.
• Reconcile or resolve value discrepancies.
• Ensure compliance of all contract-related matters with corporate, legal, ethics, regulatory, insurance, finance, tax, and HSE requirements regarding procurement related issues.
• Proper close out of all procurement and contract issues.
• Provide timely information to the Business Development team, of any supplier or procurement activity that impacts the project, either realizing opportunity or indicating a potential risk.
• Work with the Finance team to review high dollar or high-risk Purchase Orders, Commercial Bid Tabulations, ensuring compliance with the project procurement plan and with the global sourcing and procurement processes and standards.
• Provide project management support, proactively identifying risks for key supplier programs benefiting the company.
• Ensuring complete and timely submission of RFQs

VENDOR MANAGEMENT

• Coordinate the process of invitation, assessment, and award of supplier tenders, bids, quotations, and proposals.
• Appraise vendor manufacturing ability of materials, equipment or supplies through on-site visits and measurements to determine product availability and terms of sales.
• Identify, resolve or mitigate performance issues relating to supplier performance while ensuring a positive working relationship with key or top suppliers.
• Resolve vendor or contractor grievances, as well as claims against suppliers.

BIDS, TENDERS & PROPOSAL MANAGEMENT

• Evaluate tenders and select providers in an objective and rigorous way, in line with established guidelines and principles.
• Review of information about demands and derivation of supply and proposal preparations.
• Clarification of bid conditions and management of Tender preparations.
• Proactive monitoring of bids in order to ensure outcome is aligned with the organization's success threshold.
• Contribution in cost and price calculations.
• Timely preparation and coordination of tenders to enable critical review and amendments prior to submission deadlines.
• Manage the bid / proposal win strategy and ensure full traceability and rigour in executing the strategy.
• Ensure that the strategy is continually reviewed to reflect changing circumstances.
• Sell the strategy internally and to stakeholders.
• Define and communicate a vision providing focus and energy for the sharing of knowledge.
• Create and sustain inspiration, energy and focus over time.
• Influence and implement commercial strategy to meet the winning price.
• Define cost drivers and pricing.
• Think 'out of the box' and advise on the implications of different options.

CUSTOMER RELATIONSHIP MANAGEMENT

• Maintain a friendly and professional relationship with vendors while promoting company initiatives and values.
• Coordinate client inspections of facilities/equipment, material movement and clearing

PERFORMANCE MANAGEMENT

• Develop and implement new or improved supply chain strategies and processes such as workflows, cycle times, position responsibilities, or system flows.
• Develop and automate best practices in document management/record keeping as it relates to purchase orders.
• Define performance metrics for measurement, comparison, or evaluation of supply chain factors, such as product cost or quality.
• Ensure performance is adequately captured, analyzed and utilized for improvement activities.

TEAM LEADERSHIP & MANAGEMENT

• Select, train, evaluate and develop supply chain staff to facilitate the attainment of company objectives.
• Prepare timely and accurate reports on Supply Chain Management activities and performance against established targets to the GM, EIS.
• Undertake other tasks as assigned or required for the job role.

Key Performance Indicators

• RFQ conversion rate
• RFQ submission rate
• Bids and Tendering submission rate
• Gross Profit Margin
• OEM Representations
• Project Execution (Timing, Safety, Re-dos and Rejects)
• QHSE, Ethical & Regulatory Infractions
• Team & Performance Management
• Customer Satisfaction
• Process Control and Efficiency

Job Requirements

Education:

• Bachelors Degree in Business Management, Supply Chain, Engineering or other related field
• MBA or MSc (Added Advantage)
• Certification in Supply Chain Management required
• Certification in Project Management (Added Advantage)

Experience:

• Minimum of 8 years work experience in Supply Chain Management and Project Procurement, executing contracts in key industries - Oil and Gas, LNG, Petrochemical, Chemical and Power - with typical procurement experience

Competency Requirements

Knowledge:

• Oil and Gas Industry Knowledge
• Excellent Knowledge of Supply Chain Processes, with Cross-Functional Expertise
• Good knowledge of procurement techniques as well as a dexterity in “reading” the industry clime
• Familiar with procurement procedures, standards, and codes
• Commercial acumen with a good understanding of terms and conditions and the ability to draft and develop sub-contract documentation
• Experience supporting bid activities, creating procurement specification and terms and condition flow down
• Deep understanding of a wide range of industries, markets and brands
• Process Improvement
• Warehouse Management
• Transportation and Distribution Management
• Risk Management