About the job

• Role Purpose:Provide contracts & procurement management services to Hafeet Rail relevant departments in respect to all procurement, contractual, commercial, and administrative issues especially those related to Operations & Maintenance departments during pre-award and post-award of contracts/POs.Accountability Operational (Core)Pre-Award stage:Serve as the focal point for all procurement activities related to the Operations & Maintenance Departments.
• Work closely with Operations & Maintenance Departments to respond to their annual procurement plan and ensure that a realistic plan is developed for new procurement requirements.
• Provide procurement services to all Hafeet Rail departments, as and when requested.
• Provide expertise for tenderers’ pre-qualification and process bidders list(s), including any pre-qualification exercises and evaluations required and obtaining relevant approvals, as per the Hafeet Rail’s DOA.
• Prepare and compile tender/contract documentation, including reference to legal and finance groups to ensure its is sound and protects Hafeet Rail’s interests with regard to viability, legality, interpretation, and ease of administration.
• Participate in the technical and unpriced commercial evaluation of tenders and then lead the subsequent priced commercial evaluation of technically acceptable offers, prepares techno-commercial evaluation report and recommendation.
• Process award recommendations and finalise with successful contractor the contract documentation.
• Ensure that actions/inputs are made promptly to ERP system, in accordance with the established policies and procedures.
• Manage end-to-end procurement processes (public procurement process, limited procurement process, sole/single source procurement process of various nature requirements) including the recommendation of potential bidders list to be invited in competitive tendering.
• Collect from End Users and maintain a record of contractors/suppliers’ performance regarding adherence to contracts terms of reference e.g. quality and timeliness, etc.
• Develop & maintain a list of contractors/suppliers “vendors” through registration and qualifications for the purpose of tendering of a simplified procurement process.
• Develop and maintain “Annual Hafeet Rail Procurement Plan” based on annual input from End Users in order to appropriately plan resource allocation and assign workload in a balanced manner.
• Prepare regular management information reports relating to performance of Contracts & Procurement Department, including Key Performance Indicators and activities carried out on behalf of concerned Divisions.
• Post-Award stage: (not applicable to Projects Department)Reviews all contractual documentation and correspondence to identify any commercial/contractual issues/impacts.
• Advise End User Departments and other concerned personnel as appropriate, on all incoming / outgoing correspondence with Contractor / Vendors and other third parties;
• Initiates preparation of appropriate responses, and verifies, by circulation/communication with other Hafeet Rail Divisions and legal support, that all such formal responses/correspondence are sound and protects Hafeet Rail’s interests with regard to viability, legality and interpretation;
• Ensure that all official contract documentation specified in contract such as acceptance certificates, change/variation orders, releases and such like is either issued and/or received formally in accordance with contract provisions and formats.
• Assists End Users by providing specialist input for the day to day commercial and contractual administration while retaining specific responsibility for both the minimisation/evaluation/negotiation of claims and/or requests for contract variations/changes and the commercial close-out of contract(s).
• Implement and ensure compliance with Hafeet Rail’s Delegation of Authorities, policies and procedures in the administration of the contract during all phases of commitment.