Procurement Officer

Role Summary

The Procurement Officer plays a vital role in ensuring timely, cost-efficient, and compliant procurement of materials, services, and subcontractors essential for construction projects and facility operations. This position guarantees value optimization, continuous supply, adherence to supplier standards, budget alignment, and conformity to company policies.

Primary Responsibilities

• Manage uninterrupted sourcing of materials, equipment, and services for construction and facility management activities.
• Control procurement expenses by conducting competitive sourcing, skillful negotiation, and supplier performance assessments.
• Ensure full compliance with company procurement policies, authorization protocols, contracts, and applicable Saudi regulations.
• Safeguard the company’s commercial interests by overseeing vendor-related risks, quality standards, delivery schedules, and contractual compliance.
• Coordinate procurement plans with project timelines, Bills of Quantities (BOQs), and operational demands to support project delivery.
• Maintain transparency and preparedness for audits throughout the procurement process.

Procurement & Sourcing Duties

• Conduct procurement of construction materials, MEP items, equipment, tools, consumables, and associated services.
• Identify and assess suppliers based on pricing, product quality, delivery reliability, and regulatory compliance.
• Request and compare quotations, including technical evaluations.
• Issue Purchase Orders (POs) in accordance with approved requests and authorization thresholds.

Vendor and Contract Management

• Develop and sustain an approved vendor registry for construction and facility management tasks.
• Coordinate with legal and finance departments regarding contract terms, payment schedules, and service level agreements (SLAs).
• Continuously monitor vendor performance in terms of quality, timely delivery, safety adherence, and service standards.
• Resolve supplier-related conflicts, delays, shortages, or disputes effectively.

Project and Operational Support

• Collaborate closely with Project Managers, Site Engineers, Facilities Managers, and Stores team.
• Ensure procurement activities align with project schedules, BOQs, and work plans.
• Assist in the mobilization of new projects and transition to facility operations smoothly.
• Manage logistics, delivery timetables, and confirmation of site receipts.

Cost Management and Budget Adherence

• Maintain procurement activities within approved budget limits and designated cost codes.
• Identify opportunities for cost savings without compromising on quality or deadlines.
• Support finance departments in invoice verification, Goods Receipt Notes (GRNs), and budget allocation.
• Keep comprehensive procurement documentation to aid cost tracking and auditing processes.

Inventory and Stores Coordination

• Coordinate with stores for effective material planning, inventory levels, and reorder cycles.
• Minimize material surplus, shortages, and wastage.
• Ensure accurate documentation for receipt, issuance, and return of materials.

Compliance and Documentation

• Adhere strictly to company procurement policies, standard operating procedures, authorization matrix, contract terms, and relevant Saudi regulations.
• Maintain updated and accurate records such as RFQs, quotations, evaluations, purchase orders, delivery notes, GRNs, vendor contracts, and related correspondence.

Reporting and Coordination

• Generate regular procurement status reports for management and project teams.
• Track outstanding purchase orders, deliveries, and supplier commitments.
• Assist in internal and external audit processes when required.

Authority and Limitations

• Authorized to issue Requests for Quotations (RFQs), evaluate bids, and recommend suitable suppliers.
• Empowered to raise Purchase Orders within designated authorization boundaries.
• Can propose vendor onboarding, suspension, or replacement actions.
• Does not hold payment approval rights nor authority to override budget restrictions without higher consent.

Key Performance Metrics

• Timeliness of procurement and delivery activities.
• Achieved cost savings compared to budgeted figures.
• Supplier performance and regulatory compliance.
• Efficiency of procurement cycle times.
• Decrease in emergency or unplanned purchasing incidents.
• Adherence to audit and documentation standards.

Qualifications and Experience

• Bachelor’s degree in supply chain management, procurement, engineering, business, or related disciplines.
• 3 to 7 years of practical procurement experience in construction, real estate development, or facilities management sectors.
• In-depth familiarity with construction materials, BOQs, MEP items, and services procurement.
• Exposure to ERP software such as Odoo, SAP, or Oracle is advantageous.

Skills and Competencies

• Proficient negotiation and vendor management capabilities.
• Comprehension of construction and facility management workflows.
• Detail-oriented with strong cost awareness.
• Excellent communication and organizational skills.
• Ability to operate efficiently under pressure to meet deadlines.
• Preferred knowledge of the Saudi Arabian supplier market.

Collaborative Relationships

• Internal teams include Project staff, Site Engineers, Facilities, Finance, Stores, and Legal departments.
• External stakeholders involve Suppliers, Contractors, Service Providers, and Logistics firms.