مشتريات ومنصة اعتماد

Tasks and duties of the employee responsible for the Etimad platform and external procurement
General objective of the job
The employee is responsible for implementing and following up on administrative work related to the Etimad platform and external procurement, ensuring the efficient completion of competitions, procurement, contracts, and directives, adherence to internal regulations and policies, and providing the department's needs in a timely manner with the best possible quality and cost.
First: Etimad Platform Tasks
• Follow up on competitions and procurements offered through the Etimad platform and search for suitable opportunities for the department's needs.
• Coordinate the purchase of tender documents and specifications and submit them to the relevant department for review and study.
• Receive and prepare requirements for submitting offers and regulatory documents in coordination with the relevant departments.
• Submit offers and required attachments through the platform according to the specified deadlines.
• Follow up on the status of competitions, submitted offers, responses, inquiries, and updates issued through the platform.
• Coordinate with technical, financial, and legal departments when needed to complete the requirements for competitions or contracts.
• Follow up on award results, directives, and contracts, and ensure that all documents are saved electronically and in hard copy according to approved policies.
• Follow up on financial claims or procedures related to contracts and directives when needed.
Second: External Procurement Tasks
• Receive external purchase requests from the relevant departments and review the completeness of data and specifications.
• Search for qualified external suppliers and obtain suitable price offers.
• Compare offers in terms of price, quality, delivery time, payment terms, and warranties.
• Prepare summaries of offer comparisons and submit recommendations to the department for appropriate decision-making.
• Coordinate with external suppliers regarding purchase orders, invoices, shipping, and delivery.
• Follow up on customs clearance, shipping, insurance procedures, and required documents in coordination with the relevant authorities.
• Ensure that the received materials or services match the required specifications before closing the order.
• Save supplier files, contracts, invoices, and correspondence related to external procurement.
Third: Administrative and Organizational Duties
• Prepare periodic reports on the status of competitions, procurements, and contracts under follow-up.
• Continuously update the procurement and supplier register and competition data.
• Follow up on adherence to deadlines for submitting offers, completing documents, or delivering orders.
• Ensure adherence to the company's or entity's policies and procedures in purchasing and contracting processes.
• Maintain the confidentiality of financial and commercial information and offers submitted by suppliers.
• Report observations or obstacles to the direct management with proposed solutions.
• Archive all documents related to the Etimad platform and external procurement in an organized and easily retrievable manner.
Authorities and Responsibilities
• Access the Etimad platform and perform authorized procedures according to approved authorities.
• Communicate with suppliers and request offers and necessary documents within the scope of work.
• Prepare administrative recommendations without final approval except after the approval of the authorized person.
• Follow up on the implementation of purchase orders and contracts and report any delay or violation to the direct management.
• Commit not to share login details or confidential documents with any unauthorized party.
Performance Indicators
• Percentage of adherence to deadlines for submitting offers and requirements.
• Accuracy and completeness of documents uploaded to the Etimad platform.
• Number of competitions or purchase orders followed up and completed during the period.
• Percentage of savings or cost improvement resulting from offer comparison and negotiation.
• Level of satisfaction of internal departments with the speed and accuracy of executing purchase requests.
• Percentage of orders closed without observations or procedural violations.
Required Skills and Knowledge
• Good knowledge of using the Etimad platform and competition and procurement procedures.
• Familiarity with the basics of procurement, contracts, purchase orders, and suppliers.
• Negotiation skills and collection and analysis of price offers.
• Ability to prepare reports and accurate follow-up of deadlines.
• Effective communication skills with internal departments and suppliers.
• Proficiency in using Microsoft Office programs, especially Excel and Word.
• Commitment to confidentiality, accuracy, and taking responsibility.