Project Procurement Coordinator (Short Term)

Job Title: Project Procurement Coordinator (PPC)

Reports To: Procurement Manager with matrix to Project Manager/s

Objective of the Job

The role is responsible for the timely and safe delivery of all materials and services required for the assigned project/s. In addition, it is responsible for all PtP transactions including implementing their associated controls within the jurisdiction of the assigned legal entity (LE).

Duties and Responsibilities

• Review the received MSRs and ensure all related documents are provided
• Distribute the MSRs among the buyers in coordination with the procurement manager and keep tracking
• Conduct weekly review meetings with the purchasing team and other stakeholders on the progress of MSRs and POs
• Develop tracking sheets and ensure proper updates
• Plan and coordinate project scheduling, budgeting, administrative tasks, and reporting
• Update necessary tracking systems to maintain project and program status
• Act as procurement contract owner managing the contract deliverables with all stakeholders
• Keep management informed regarding the progress of all project procurement coordination activities
• Obtain and ensure commitment to procurement schedules from all stakeholders
• Perform a wide variety of administrative duties as required to support project completion
• Review proposals with the technical team for compliance with project requirements
• Attend project review meetings to coordinate and update the status of materials/services flow
• Provide detailed updates to all stakeholders on the status of document submittals and requests to/from procurement
• Provide timely information and support to internal stakeholders
• Coordinate with project teams to ensure goods and services are received and posted in the system
• Verify/review, make necessary copies, prepare transmittal letters, and forward to the Logistics Team
• Fulfill additional responsibilities and miscellaneous expediting functions as required to support the project
• Support the Procurement team in relation to project engagement and liaise with both internal and external stakeholders to ensure effective procurement
• Handle all project procurement subcontracts award and implementation including KPIs alignment and enforcement in line with client contracts
• Liaise with and guide the subcontract coordinator on all matters related to project subcontracts/POs
• Manage all subcontracts and POs awarded on specific projects with a focus on risks
• Manage cash flow on assigned projects through timely enforcement of milestones and discounts, payment reliefs, and any consignment stock strategies
• Implement and execute project procurement plans for all assigned projects
• Have a clear and formal risk-based approach towards the management of all PtP transactions

Technical Skills

• Strong familiarity with risk clauses of contracts and their management
• Excellent knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook
• Fluent in writing and speaking English is a MUST
• Ability to create and maintain complex spreadsheets and documents
• Must be able to document and present work in a clear and concise manner
• Ability to quickly learn and utilize a variety of software and systems
• Excellent typing and data entry skills
• Highly organized and detail-oriented
• Ability to multi-task and work in a fast-paced environment
• Strong organizational, administrative, interpersonal, verbal, and written communication skills
• Time management skills; must be able to meet deadlines
• Ability to write routine reports and correspondence
• Flexible to work outside of normal working hours whenever needed

Required Knowledge and Experience

• Bachelor's degree in Engineering with strong analytical skills
• 5-10 years work experience in procurement, having led a couple of projects independently
• Minimum of 5-10 years experience working in service organizations in the oil & gas industry, familiar with procurement support for maintenance, operations, engineering, and projects
• Very strong personal and professional work ethics

Key Selection Criteria

• Exceptional analytical skills (good with numbers) with strong communication skills
• Strong procurement operations background in a multi-business organization handling multiple stakeholders
• Fast learner who is proactive in challenging situations
• Effective team player and strong communicator capable of managing difficult conversations
• Calm and composed demeanor based on a strong professional background