JOB DESRIPTION, ROLES & RESPONSIBILITIES

Khazzan Project

Procurement Specialist – Job description, Roles and Responsibilities

(Muscat based)

Summary of Role:

The Procurement Specialist reports directly to the Procurement Manager. Key responsibilities include;

 Acting in a lead capacity, being the focal point for Procurement including Procurement related
activities.
 Ensures timely delivery of Purchasing deliverables to support construction in accordance with
Project obligations.
 Meeting the scheduled delivery dates on site.
 Adhering to the Procurement process as stated within the Procurement Execution Plan.
 Progress of all procurement deliverables in a timely manner.

The Procurement Specialist is the focal point of contact for pre award activities between the Project and
the Vendors. The Procurement Specialist applies a proactive approach, positively employing forward
look ahead techniques to mitigate delays with the goal of securing timely delivery of deliverables from
the Project to ensure delivery of materials by the due dates.

The Procurement Specialist shall have work assigned by the Procurement Manager. The Procurement
specialist shall be acting in a “lead” capacity.

Key Areas of Work:

The Procurement Specialist will be responsible for the following duties;

GENERAL

 Scope definition

‫٭‬ Bulk materials cover all piping, instrumentation and electrical materials
‫٭‬ Fabricated products cover items to be fabricated according to Client’s design
‫٭‬ Equipment covers items to be fabricated according to vendor’s proprietary design.
‫٭‬ Purchasing, expediting and shipping, Commissioning Support, PO Closeout and other
related Scope as required.

 Adheres to Project’s procurement ethics, policies and procedures.

 Reviews and complies with the Procurement Execution Plan.
 Ensures to be familiar with the project procedures as far as related to procurement activities
 Performs miscellaneous activities on request of the Procurement Manager.
 JOB DESRIPTION, ROLES & RESPONSIBILITIES
Khazzan Project

PRE AWARD

 Issues inquires to selected bidders against the approved Strategy and Bid List.
 Evaluates the commercial parts of the vendors’ bids (reliability, shop workload, pricing,
delivery times, payment and delivery conditions). Has the technical parts evaluated by the
specialists.
 Reviews, before issue by Procurement, the completeness of the purchase order package,
assuring that:
- Recommended supplier has valid CDD rating for Oman.
- Recommended supplier has confirmed full acceptance to Client Terms & Conditions.
- Approved RTA is in place.
- Accepted MR is in place.
 Ensure the Bidders listed within the Strategy and Bid List are captured within ARIBA.
 Ensures proper filing of inquiries, purchase orders, e-mails and related documents per the
Procurement Execution Plan.
 Arranges, if required, vendor coordination meetings
 Issues Minutes of Meeting (MOM) from Commercial clarification meetings or discussions
surrounding Capability (lead times, schedule, T&C’s, sub suppliers etc).
 Ensures that commercial bid comparisons are initialed & further approved (approval by the
Procurement Lead or Procurement Manager).
 Updates the PSR regularly within JMMS with respective updates against the Project
milestone’s.
 Performs Procurement activities in a timely manner to ultimately support PO placement per
Project expectations.

POST AWARD

 Expedites the receipt of vendor’s purchase order acceptance.

 Controls the commercial aspects of all project purchase orders placed by him until delivery on
site.
 Inputs PO’s into JMMS.
 Obtain signature by BP Delivery Manager (s) for Variation Requests (VR).
 Assessment of VR’s and preparation and issue “VO Internal Approval” .
 Ensures that approved changes are covered by amendments (Variation Order) to the original
purchase order.
 Issue VO to Supplier and input into JMMS
 Keeps in contact with the inspection/expediting personnel and takes action in case of troubles
at vendors in consultation with the Expediter/Shipping Coordinator if so required.
 Involves the Procurement Manager / Procurement Manager delegate in major trouble cases
with vendors.
 Ensures that (progress) payments to vendors are in line with the agreements as per purchase
order.
 JOB DESRIPTION, ROLES & RESPONSIBILITIES
Khazzan Project

 Validates invoices including Milestone Completion Certificates (MCC’s) as per Project

requirements.
 Commissioning support for PO’s as required including liaising with the Site team to understand
requirements and further liaising with Jacobs HR, Travel and Supplier to mobilize accordingly.
 PO Closeout activities where applicable.
 Validate the status of Installation Contractor’s procurement status where applicable. This
includes verifying the validity of their PO award, lead time and ETA to Site status by following
up with Contractor’s sub suppliers.
 Notifying Project of the outcomes from the above exercise.

Key responsibilities:

 Reporting to all key stakeholders via the PSR Report.

 Adherence to the Procurement procedures (as part of the Procurement Execution Plan) and
Project procedures.
 The quality of his / her work.
 The timely execution of assigned activities.
 Notifying the Procurement Manager of any issues that may impact Project.

Authority:
Has the authority to:

 Progress PO deliverables including PO and VO’s per Project requirements.

 Sign all routine minutes, KOM minutes and other documents related to procurement matters.
 Discuss schedule, sub order status, manufacturing progress etc. with the Suppliers
 JOB DESRIPTION, ROLES & RESPONSIBILITIES
Khazzan Project

Functional Support:

To perform the principal duties, the most frequently required contacts are with:
 Procurement Manager
 Expediting Manager
 Project Buyers/Procurement Coordinators
 Inspectors
 Cost and Planning Engineers
 Forwarding Agents, Transportation Contractors
 Vendors’ representatives
 Project Manager/Engineers
 Engineers
 Clients’ representatives

Agreed by -

Name : INSERT NAME…… Signed…………………….. Date…………

(Procurement Specialist)

Name : Dan Jones…… Signed…………………….. Date…………

(Procurement Manager)