Section Head - Administration and Procurement

at  Dubai Government Media Office

The Section Head - Administration and Procurement is responsible for the planning, development and execution of procurement activities and requirements across GDMO. He/she is responsible for the development of Procurement policies and procedures to support the GDMO strategic vision and direction. He/she is additionally responsible for the development of contracts in collaboration with Government Legal as well as maintaining all signed contracts within a central repository. The Section Head - Administration and Procurement is also responsible for all contracts, maintenance and supplies for the GDMO offices, including the GDMO office itself. He/she is additionally responsible for the development of the Procurement team, in both technical and soft skills, using on-the-job training as well as in-person or online classroom training. The role holder is expected to demonstrate leadership skills, team management and carry out his/her duties in accordance with the relevant business policies and procedures.

General Responsibilities:

• Develop the strategic roadmap for Procurement, in line with the overall GDMO strategic vision
• Develop the Procurement Policies and Procedures
• Work collaboratively with Directors across GDMO, to support them in their procurement and contracting needs, ensuring clear processes, communication and guidance is provided
• Manage the Procurement team in their day-to-day work, providing technical skills support and direction to ensure smooth and successful delivery of results and strategic projects/initiatives in line with the GDMO strategic vision
• Provide metrics and supporting documents to Strategy and Excellence, to support with the monthly KPI reports\
• Develop talent within the Procurement team through on-the-job training and other training (online and classroom), covering both technical and soft skills

Policies, Procedures and Compliance

• Develop policies and procedures for contracting and procurement, including financial authority levels for departments
• Develop committees for higher value contracts and procurement, with policies and procedures on the activation of the committees, including the financial value of the contracts upon which the committees are activated
• Ensure compliance with regulations and government audit requirements

Contracting

• Develop contract and negotiate terms for rent/lease/purchase of GDMO building(s)
• Develop contract templates in line with Government Legal requirements and guidelines for all contracts across GDMO
• Collaborate with Government Legal to develop new contracts and receive approval to initiate the contracting process
• Ensure the vetted suppliers list is maintained and updated periodically, with new suppliers and details/information as needed
• Ensure all signed contracts are maintained in the central repository as per legal and compliance requirements

Building and Maintenance

• Select and sign off on the building/space for the GDMO offices
• Oversee and manage routine, corrective and/or unplanned maintenance activities within the office space, including scheduling, obtaining required permissions/approvals and ensuring employee safety throughout the maintenance period

Administrative Management

• Oversee and manage the sourcing and procurement of workspace furniture and facilities for the office, ensuring fit/form/function is considered by the team
• Oversee and manage regular and day-to-day operational activities within the office space as well as relocations of people, furniture and office collateral
• Oversee and manage design and modifications to the office space
• Ensure the safe disposal of office assets, excess products and waste, including any hazardous goods
• Oversee the procurement of office supplies, maintaining physical inventory and database of available stock
• Oversee the procurement of consumable (e.g. food, drinks), maintaining physical inventory and database of available stock

QUALIFICATIONS

Functional Experience :
A minimum of 5 years of relevant experience in a similar role

Leadership/Supervisory

• A minimum of 3 years leading and managing teams

Education and Qualification Required

• Bachelor’s degree in Business, Supply Chain Management, Procurement, or a related field
• Additional Qualifications: Certification in procurement or supply chain management, such as the Certified Professional in Supply Management (CPSM) or Certified Purchasing Manager (CPM)

Key Interactions & Nature of Interaction

Internal:

• Collaborate with Directors to align procurement and contracting activities with their needs
• Collaborate with other Corporate Support teams for Procurement-related activities, such as contracting suppliers, technology etc.
• Collaborate with Strategy & Excellence to work on strategic projects and initiatives, ensure process excellence and adhere to KPI achievement and reporting

External:
Collaborate with Government Legal for the development of contracts

Technical Skills

• Expert: Knowledge of media communications and the press industry
• Expert: Knowledge of procurement, supply chain management and contracting
• Proficient: Knowledge of existing regulatory laws and procedures within UAE
• Proficient: Command of written and spoken Arabic and English

Behavioral Competencies

• Proficient: Effective communication
• Proficient: Leading and inspiring others
• Advanced: Decision making and problem solving
• Proficient: Financial awareness
• Proficient: Team Management and People Development
• Advanced: Evoking and Disseminating Positive Energy

Key Performance Indicators

• Procurement lead time: On-time development of contracts within agreed timelines (%)
• Procurement lead time: Contract negotiation within agreed timelines (%)
• Updated and documented contracts (%)
• Satisfaction rating of suppliers [from Directors/Hads/Managers] (% or NPS score)
• Development of procurement policies and procedures (%)

• Develop the strategic roadmap for Procurement, in line with the overall GDMO strategic vision
• Develop the Procurement Policies and Procedures
• Work collaboratively with Directors across GDMO, to support them in their procurement and contracting needs, ensuring clear processes, communication and guidance is provided
• Manage the Procurement team in their day-to-day work, providing technical skills support and direction to ensure smooth and successful delivery of results and strategic projects/initiatives in line with the GDMO strategic vision
• Provide metrics and supporting documents to Strategy and Excellence, to support with the monthly KPI reports\
• Develop talent within the Procurement team through on-the-job training and other training (online and classroom), covering both technical and soft skill