Procurement Engineer

The Role
Key Responsibilities:

1. Pre-Contract Duties (Estimating & Procurement):
1. Review project specifications, drawings, and other relevant documentation to fully understand project requirements.
2. Analyze Bill of Quantities (BOQ), technical data, and specifications to determine the correct materials and scope of work needed for the project.
3. Prepare and review Tender briefs, summarizing the necessary information for tender submissions.
4. Float inquiries to approved Suppliers and Subcontractors, particularly those listed on the relevant Authorities’ Vendors list.
5. Review and analyze received quotations from suppliers and subcontractors, creating a detailed comparison table to assess each offer’s accuracy and competitiveness.
6. Work proactively with the project team to achieve cost targets and ensure that projects meet client budgets and requirements.
7. Solicit bids from vendors and subcontractors, ensuring material specifications are met and verifying that bids include all necessary scope items.
8. Collaborate with the project management team to ensure smooth transition from estimation to project execution.
9. Maintain and update a database of cost estimates, supplier, and subcontractor information for future procurement activities.
10. Review Bills of Quantities (BOQ) against system drawings to ensure alignment, identifying material types, quantities, and preparing equipment lists for accurate cost estimation.
11. Ensure timely submission and follow-up of payment applications and tax invoices to clients/main contractors as per agreed contract terms.
12. Generate Goods Receipt Notes (GRN) for subcontractors based on approved work inspection requests (WIR) from clients, contractors, or consultants using Orion System.
13. Identify value engineering opportunities to optimize project costs without compromising quality.
2. Post-Contract Duties (Quantity Surveying & Cost Management):
1. Prepare bills and schedules of quantities for materials, labor, and services required for the construction and completion of building or engineering works.
2. Visit project sites regularly to monitor progress and assess any cost-related issues or discrepancies.
3. Identify, assess, and manage commercial risks throughout the project lifecycle, providing recommendations for mitigating risks.
4. Advise on procurement strategies and provide guidance on maintenance cost projections and project-specific requirements.
5. Develop preliminary cost plans and monitor ongoing cost analysis throughout the project.
6. Prepare detailed financial reports and revised cash flow projections, based on the actual progress and tenders received.
7. Prepare tender and contract documents in collaboration with architects and clients to finalize quantities and project requirements.
8. Review financial budgets in light of received tenders and prepare updated cost forecasts and cash flow projections.
9. Conduct cost analysis for repair and maintenance projects, ensuring cost-effective solutions and alternative strategies are implemented.
10. Maintain logs for claims, variations, and change orders, ensuring proper documentation and adherence to approval procedures.
11. Compile and submit variation claim documents, providing all relevant substantiating evidence to the satisfaction of the Engineer/Employer.
12. Attend progress meetings and provide detailed cost updates to clients, including forecasts for remaining project costs.
13. Prepare and agree on payment applications, ensuring payments are received in accordance with contract terms and conditions.
14. Advise on warranties, bonds, performance guarantees, and other contractual matters.
15. Monitor cost implications at each project phase and propose corrective actions as needed.
3. Procurement & Purchasing Duties:
1. Review and Analyze Purchase Requests (PR): Work with the business units to clearly identify goods/services required, quantities, lead times, and budget for the project.
2. Float Requests for Quotations (RFQ): Solicit RFQs from selected vendors and provide necessary documents to ensure accurate and competitive quoting.
3. Verify Quotations and Perform Techno-Commercial Analysis: Analyze received quotations, preparing detailed techno-commercial comparisons to determine the most competitive and accurate offers.
4. Negotiate Terms with Suppliers: Negotiate scope of work, prices, payment terms, Incoterms, delivery lead times, and other conditions to secure the best terms for the project.
5. Generate Purchase Orders (PO): Create and issue POs using JDE (Oracle), ensuring they serve as legally binding documents that state all mutually agreed terms and conditions.
6. Prepare Contracts: Draft contracts such as Blanket Supply Agreements (BSA) or Service Agreements (SA) for regularly procured goods or services, ensuring compliance with terms and addressing any variations.
7. Prepare Technical Submittals (STL) & Letters of Intent (LOI): Prepare and submit necessary technical documentation and LOIs for goods requiring client technical approval.
8. Coordinate Shipment/Delivery: Track shipment and delivery statuses to ensure orders meet the qualifications set in the PO and resolve any issues related to delivery.
9. Strengthen Procurement Systems: Collaborate closely with the Project/Site Team and Logistics department to streamline procurement processes and improve operational efficiency.
10. Supplier Relationship Management: Maintain relationships with existing suppliers and establish new vendor relationships through meetings, performance evaluations, and supply agreement discussions.
4. General Responsibilities:
1. Ensure all procurement activities comply with company policies, industry standards, and legal regulations.
2. Maintain effective communication with vendors, suppliers, subcontractors, and internal teams to ensure smooth project execution.
3. Support procurement and project teams with administrative tasks such as data entry, reporting, and analysis.
4. Ensure accurate and complete procurement documentation is maintained and processed per internal policies and procedures.
5. Work closely with the Procurement Manager, Project Managers, and Site Managers to verify site material demands and adjust procurement accordingly.

Requirements:

• The Procurement Engineer is responsible for managing and overseeing procurement activities for Fitout, Properties, Civil, construction and MEP works, ensuring the timely and cost-effective procurement of materials, services, and subcontractors in line with project requirements.
• The role involves working closely with the Operations Manager, Project Manager, Procurement, Accounts, and Finance departments, Civil Engineers, Site Engineers, and other stakeholders.
• The Procurement Engineer will oversee estimating, vendor selection, contract preparation, cost management, and ensure smooth transitions between project phases.
• They will also be responsible for managing Purchase Requests (PR), Requests for Quotations (RFQ), Purchase Orders (PO), and ensuring compliance with budget and timeline requirements.