Procurement Executive at ARABIAN… · Abu Dhabi

Key Responsibilities

1. Procurement Planning and Material Requests

Receive and review Material Requests (MRs) from project teams and departments.

Confirm quantities, specifications, required delivery dates, and project requirements before proceeding with procurement.

Coordinate with engineers and project managers to clarify technical requirements where necessary.

Maintain proper tracking of all pending, approved, ordered, and delivered material requests.

2. Supplier Sourcing and RFQs

Identify suitable suppliers, manufacturers, distributors, and subcontractors.

Prepare and issue Requests for Quotation (RFQs).

Obtain multiple competitive quotations whenever practical.

Follow up with suppliers to ensure quotations are received within the required timeframe.

Develop and maintain an approved supplier and vendor database.

3. Technical and Commercial Comparison

Prepare quotation comparison sheets covering:

Price, Technical compliance, Brand / manufacturer, Delivery period, Payment terms, Warranty, Country of origin, Availability, Previous supplier performance, coordinate technical evaluation with the concerned engineers, Negotiate prices, delivery periods, payment terms, warranties, and other commercial conditions with suppliers.

4. Local Purchase Orders

Prepare Local Purchase Orders (LPOs) based on approved Material Requests and supplier quotations.

Ensure LPOs contain correct project details, specifications, quantities, prices, payment terms, delivery location, and commercial conditions.

Submit LPOs through the company's approval workflow.

Issue approved LPOs to suppliers and obtain acknowledgement.

5. Delivery and Expediting

Follow up continuously with suppliers regarding production and delivery status.

Coordinate delivery schedules with project teams, stores, and site personnel.

Identify potential delays and immediately escalate critical procurement issues.

Ensure materials arrive according to project requirements and approved schedules.

6. Documentation and ERP Management

Maintain complete procurement records including:

Material Requests, RFQs, Supplier quotations, Comparison sheets, technical approvals, LPOs, Delivery notes, Invoices, Supplier correspondence, Payment documentation, keep procurement records updated in the company's ERP system, ensure every procurement transaction can be traced to the relevant project and approval.

7. Coordination with Accounts

Verify supplier invoices against approved LPOs and delivery documentation.

Coordinate with Accounts regarding supplier payments.

Prepare or support Payment Advice documentation as required.

Follow up on payment status where supplier payment affects project delivery.

Ensure discrepancies between invoices, LPOs, and deliveries are resolved before payment processing.

8. Supplier Management

Establish and maintain professional relationships with suppliers and subcontractors.

Monitor supplier performance relating to:

Quality, Delivery, Pricing, Communication, Documentation, After-sales support.

Assist in supplier evaluation and maintain records of preferred and poorly performing suppliers.

Source alternative suppliers to reduce dependency on individual vendors.

9. Project Procurement Support

Coordinate closely with project engineers and project managers to understand upcoming procurement requirements.

Prioritize procurement according to construction schedules and critical activities.

Support urgent site requirements while maintaining proper approval and documentation procedures.

Participate in project procurement planning and progress meetings where required.

10. Cost Control

Obtain the best commercially reasonable value while maintaining required quality and specifications.

Compare procurement prices against budgets and previous purchases where available.

Identify opportunities for bulk purchasing, framework agreements, alternative suppliers, and cost savings.

Report significant price variations or budget concerns to Management.

11. Compliance and Quality

Ensure purchased materials comply with approved project specifications, consultant requirements, client requirements, and relevant standards.

Purchase only approved brands or technically accepted alternatives unless otherwise authorized.

Ensure procurement activities comply with company policies and approval procedures.

Maintain confidentiality regarding supplier quotations, negotiated prices, and commercial information.

Key Performance Indicators – KPIs

The Procurement Executive may be evaluated based on:

Timely completion of procurement activities.

Percentage of materials delivered on or before required dates.

Procurement cost savings and negotiated reductions.

Accuracy of LPOs and procurement documentation.

Number of procurement delays affecting project progress.

Supplier response and delivery performance.

Availability of alternative suppliers.

Compliance with procurement approval procedures.

Accuracy and completeness of ERP records.

Resolution time for supplier and delivery issues.

Qualifications

Bachelor's degree or diploma in Engineering, Supply Chain, Procurement, Business Administration, Commerce, or a related discipline.

Procurement certification such as CPP, CIPS, CPSM, or equivalent would be an advantage.

Experience within an engineering, construction, landscaping, MEP, infrastructure, swimming pool, water feature, or contracting environment is preferred.

Experience

Minimum 2–5 years of procurement experience, preferably within an engineering or construction company.

Good understanding of construction materials, equipment, technical specifications, and supplier markets.

UAE procurement experience is preferred.

Skills and Competencies

Strong negotiation skills.

Supplier sourcing and vendor management.

Commercial comparison and cost analysis.

Understanding of engineering and technical specifications.

Ability to read BOQs, material specifications, and technical submittals.

Strong follow-up and expediting ability.

Good communication and coordination skills.

Strong Microsoft Excel and ERP skills.

Good document-control practices.

Ability to manage multiple project requirements simultaneously.

Ability to work under pressure and handle urgent procurement requirements.

High level of integrity and confidentiality.

Authority and Responsibility

The Procurement Executive may:

Request quotations from approved and potential suppliers.

Negotiate commercial conditions subject to company approval limits.

Prepare RFQs, comparison sheets, LPOs, and procurement documentation.

Coordinate directly with suppliers concerning quotations and deliveries.

Recommend suppliers for selection.

Final financial commitments and purchases remain subject to the company's established approval authority and management approval procedures.

Working Relationships

Internal Coordination:
Engineering, Project Management, Estimation, Business Development, Accounts, HR/Admin, Stores, Transportation and Senior Management.

External Coordination:
Suppliers, manufacturers, distributors, subcontractors, freight companies, service providers and other approved vendors.

Overall Responsibility

The Procurement Executive is expected to ensure that the right material or service is procured, at the right quality, from the right supplier, at the right price, and delivered to the right project at the right time, while maintaining complete documentation and compliance with company procedures.

Pay: From AED2,500.00 per month

Work Location: In person