Procurement Vendor Management Supervisor

About the Role

King Fahd University of Petroleum & Minerals (KFUPM) is seeking a Procurement Vendor Management Supervisor to oversee vendor management activities. This full-time role involves ensuring quality assurance in vendor registration, managing vendor performance, and supporting vendor portal access. The supervisor will also manage the Pre-Qualification Questionnaire (PQQ) process and coordinate with various stakeholders within the university.

Key Responsibilities

• Review and assure the quality of vendor registration, documentation updates, and data maintenance performed by Vendor Management Representatives.
• Ensure all required legal, financial, technical, HSE, and compliance evidence is complete, current, and accurately recorded in Oracle and approved systems.
• Resolve documentation gaps, registration exceptions, and eligibility risks, escalating issues as needed.
• Establish and maintain the vendor performance evaluation process, including KPI collection, validation, performance reviews, corrective actions, and communication of outcomes.
• Serve as the primary contact for vendors experiencing access, registration, or system-use issues, diagnosing and resolving problems or directing vendors to appropriate KFUPM support channels.
• Maintain clear guidance for vendors on registration, PQQ, documentation, and system-access requirements.
• Manage the end-to-end PQQ process, including issuance, monitoring responses, tracking evaluation status, and recording outcomes.
• Maintain current, category-specific PQQs, ensuring criteria and supporting document requirements are up to date.
• Ensure approved PQQ outcomes are recorded and valid for one year, with timely renewal or re-assessment.
• Allocate work, set priorities, and coach Vendor Management Representatives, reviewing output quality, workload, service levels, and case ageing.
• Coordinate with Category Management & Sourcing, end users, and Finance on vendor eligibility, performance, risks, and corrective actions.
• Provide accurate reports on vendor population, PQQ status and expiry, registration quality, system-access cases, performance, preferred vendor list changes, status actions, risks, and improvement opportunities.

Required Experience

• Candidates should possess 5 to 10 years of relevant experience in vendor management or procurement.

Policies and Procedures

The role requires adherence to established policies and procedures, including:

• Supply Chain Policy
• Supply Chain Procedures
• Vendor pre-qualification and performance evaluation requirements
• Company-specific policies and procedures as required