Project Procurement Coordinator (Short Term)

Position Summary:

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, the role 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 track.
• 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 service receipts are 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 procurement runs effectively.
• 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 the project subcontracts/POs.
• Manage all subcontracts and POs awarded on specific projects with a particular 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.
• Adopt a clear and formal risk-based approach towards the management of all PtP transactions.

Specific Responsibilities for Project Contracts:

• Guide the project operations team on all matters related to the project subcontracts/POs.
• Take full ownership of all matters related to the assigned projects with a proactive approach to minimizing MSR to PO lead time, maximizing procurement savings through data-driven and innovative procurement execution strategies.
• Expedite materials and service deliveries from suppliers.
• May be required to travel to site, including possible stays for short periods to monitor, evaluate, and assist with the procurement execution activities.

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 normal working hours whenever needed.

Required Knowledge and Experience:

• Bachelor’s degree in Engineering with a strong analytical intellect.
• 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 not shy to roll up their sleeves when the situation demands.
• Effective team player and a strong communicator capable of managing difficult conversations up and down the organization.
• Cool and calm composure based on a strong professional background.