Procurement Officer

The Procurement Officer is responsible for managing the procurement of goods and services for the university, ensuring efficient and cost-effective sourcing while maintaining quality standards. This role involves coordinating with departments to understand purchasing needs, sourcing and negotiating with suppliers, and overseeing the procurement process to ensure compliance with AUS policies and regulations. The Procurement Officer plays a key role in optimizing spending and managing vendor relationships to support the university’s operational objectives.

Job Responsibilities

Procurement Process Management:

1. Execute procurement processes for the acquisition of goods, services, and works in alignment with AUS policies and procedures.
2. Prepare purchase orders, request quotes, and issue tenders as needed, ensuring the transparency and competitiveness of the procurement process.
3. Coordinate with relevant departments to verify procurement needs and specifications, ensuring accuracy and compliance.

Vendor Sourcing and Evaluation:

1. Identify, evaluate, and select suppliers based on quality, cost, and delivery capacity to meet AUS standards and requirements.
2. Develop and maintain strong relationships with vendors to ensure reliable service, competitive pricing, and timely delivery of goods and services.
3. Conduct regular evaluations of supplier performance, including delivery schedules, quality standards, and pricing.

Cost Optimization and Budget Compliance:

1. Analyze pricing proposals and negotiate terms with vendors to optimize costs without compromising quality.
2. Ensure all procurement activities align with budgetary constraints and contribute to AUS's cost-saving initiatives.

Compliance and Documentation:

1. Ensure all procurement activities comply with AUS policies, UAE regulations, and procurement best practices.
2. Maintain accurate records of purchases, pricing, and supplier evaluations, ensuring transparency and audit readiness.
3. Monitor contract terms and conditions to ensure adherence to AUS requirements, including renewal and termination timelines.

Market Research and Trend Analysis:

1. Conduct market research to stay updated on industry trends, emerging products, and potential suppliers, making recommendations for procurement strategies.
2. Benchmark AUS procurement practices against industry standards, identifying areas for improvement and cost-saving opportunities.

Support in Tendering and Contract Management:

1. Assist in preparing tender documents, evaluating proposals, and selecting vendors through a competitive bidding process.
2. Support contract negotiations and the finalization of agreements, ensuring favorable terms and compliance with AUS procurement policies.

Stakeholder Collaboration:

1. Work closely with various AUS departments to ensure procurement needs are met efficiently and aligned with their operational goals.
2. Communicate effectively with stakeholders to manage expectations and resolve any procurement-related issues.

Qualifications and Skills Required

1. Bachelor’s degree in related field: Business Administration/ Supply Chain Management
2. Minimum of 5-8 years of experience in procurement, preferably within higher education, logistics, or a similar sector.
3. Strong knowledge of procurement processes, policies, and best practices.
4. Excellent negotiation, communication, and relationship management skills.
5. Proficiency in procurement software, ERP systems, and Microsoft Office Suite.
6. Strong organizational skills, attention to detail, and analytical abilities.

Preferred Qualifications and Skills

1. 9 years of experience in contract management and tendering, preferably within a major institution/company that has diverse requirements in IT, facilities, and construction.