JOB PURPOSE To oversee the Procurement department’s activities including central receiving and warehouse operations, implement purchasing practices in accordance with applicable University of Sharjah bylaws and regulations, and to implement best practices to minimize procurement expenses to help UoS invest in its growth and people.
MAIN ACCOUNTABILITIES & EXPECTATIONS
1. Develop Procurement workflows and procedures in alignment with the university's policies and regulations, and the requirements of UAE ministry of higher education in order to achieve UOS's vision and mission.
2. Manage the implementation and/or review of appropriate university-wide procurement/ purchasing procedures and policies ensuring compliance with UoS bylaws and optimizes the purchasing request process to ensure major purchases are aligned with the department's plan/strategy.3. Develop and delivers procurement strategies in order to provide benefits and financial savings as well as to identify best suppliers and vendors.
4. Ensure fair and open competition bid processes by managing complex requests for proposals, evaluation of returned proposals, invitation and selection of vendors and award of contracts. As well as prepare recommendations that are legal, ethical, and demonstrate best value to UoS.
5. Provide leadership to the Procurement's team in order to build and develop their organizational capabilities, provide them with development opportunities such as training, coaching, etc., as well as report on their performance.
6. Manage the hiring process for the Procurement's department including preparing initial job descriptions, request to recruit, selection and interview process in order to ensure the best and most suitable candidates are selected for the available vacancies.
7. Negotiate contracts, pricing discounts and pricing agreements with vendors with an emphasis on maximizing value for UoS, oversees the processing of purchase orders and other procurement instruments.
8. Define and manages key supplier relationships including their evaluation based on a defined criteria in order to deliver highest performance of procurement.
9. Ensure warehouse maintains the required stock of materials and consumables to support UoS' operations.
10. Control cost and quality, shorten process and delivery time through initiating blanket purchase orders/contracts for certain identified commodity/service areas.11. Ensure the purchasing process as well as goods and services purchased are always aligned with the University bylaws and regulations whilst ensuring business needs are not compromised.
12. Manage the department's budget, track expenditures, and ensure they are within the limits of the budget.
13. Provide various reports, strategic plans, analysis and statistics related to the Procurement Department when requested by top management.
14. Complete any other job-related tasks as assigned by line manager within the expected time limit.
Operational Plans
1. Develop the section's operational plans and monitor the effective implementation of same while ensuring that they are in line with other plans from across the Procurement department in order to contribute to the realization of the Vice Chancellor of Financial and Administrative Affairs's overall strategic objectives.
JOB SPECIFIC ACCOUNTABILITIES
People Management
2. Supervise the effective achievement of the recruitment objectives, set individual objectives, supervise the team's performance, and support in the development of staff in order to participate in the achievement of the overall Procurement department objectives.
3. Provide on-the-job training and constructive feedback to all subordinates to support their overall personal and professional development in order to contribute in preparing a workforce that drives UOS and achieve its strategic objectives.
4. Organize and supervise the activities and work of subordinates to ensure that all work within the contract management section is carried out in an efficient manner which is consistent with the Vice Chancellor of Financial and Administrative Affairs function's operating procedures and operational plans.
Continuous Improvement
5. Motivate subordinates and contribute in identifying opportunities for continuous improvement of systems, processes, and practices while taking into account international leading practices in the contract management spectrum, improvement of business processes, cost reduction, and productivity enhancement.
Systems, Processes and Reports
6. Provide input to enhance and oversee the implementation of the section's procedures, to ensure adherence to UOS's regulations.
Supervise the preparation and review the contract management section reports and ensure that they are prepared timely and accurately, and meet the Procurement department's requirements, and standards.
REQUIRED SKILLS
1. Excellent oral and written communication skills and the ability to prepare professional documents, in both Arabic and English.2. Leadership and decision making skills.
3. Strong influencing skills at senior levels.
4. Negotiating and networking skills.
5. Project and time management skills.
6. Excellent team management and people skills are essential.
7. Excellent analytical skills.
8. Excellent interpersonal skills.
9. Experience with Microsoft Office applications.
10. Excellent organisation skills.
PREFERRED QUALIFICATION & EXPERIENCE
1. Minimum of bachelor's degree in Business Administration, MIS or a relevant discipline.2. 10-12 Years of UAE experience in leadership position preferably in higher education institutions.
3. Professional certificates such as MCIPS will add an advantage.
4. Priority to UAE Nationals.
