Job Description

JOB PURPOSE
This role is responsible for establishing and maintaining an effective Contract life cycle for goods and services in a cost effective and professional manner to protect Company interests. This role is responsible for high value & complex contracting & capital procurement of services related to Turnaround Section. The role holder has a prime responsibility in coordinating with all Sr. Engineers within turnaround Section and other trades to ensure smooth running of the turnaround contracting services.

Roles in this level have responsibility for coordination of all turnaround project's aspects in review and development of planning, monitoring, control and maintaining turnaround details.

Communicate closely with Finance, commercial and supply chain to ensure the quality and correctness of data in the turnaround management system. Examine and evaluate the contractor's turnaround plans, procedures and performance.

This role shall support in preparation and establishment of the Company’s long term rolling plan of Turnaround Future Capex Plan, in cooperation with Finance Department and all other Client Departments.

Responsible for developing the cost database in accordance with the industry best practices and also maintains it in order to keep the cost data and its structure current.

This role includes supporting and assisting the Sr. Contracts & Logistics Engineer in preparing submittal of the required statistical reports and trends on a regular basis on the portfolio, to support Head of Turnaround and other stakeholders on having the status overview on turnaround execution.

Assist the Sr. Contracts & Logistics Engineer in maintaining, reviewing, and updating the turnaround control procedures and forms and ensure its adherence within the Section.

KEY ACCOUNTABILITIES

Contracting process

Analyze the scope of work and plan the best method of enquiry / tendering process and subsequently the appropriate type of contract. Prepare memo to competent authorities and obtain necessary approval. Initiate procurement process by consolidated the requirements of all services required for turnaround section. Explore and establish long term contracts for repeated nature of contracting services. Identify all the potential bidders in case of direct invitation & closed tenders in consultation with the Supply chain and initiate tenders after obtaining due approvals. Explore cost saving measures by consolidating needs/requirements at various levels of requisitioning/enquiry/tendering/order processing/post order activities.

Development Planning & Control System Procedures:

Develop and monitor implementation of planning and controlling system procedures by developing the policies, procedures, and methodologies.

Development of Specification and Cost Estimates:

Encourage and assist end-users to develop cost and effective competitive specifications to ensure that all elements of cost and product specifications are taken into consideration. Promotes ‘Zero Base Costing’ to reflect the market situation in the cost estimates.

Liaison with Stakeholders:

Liaise closely with all relevant sections within QAFCO concerning planning, monitoring, execution, and budgeting.

Cost Control Activities:

Supports line management by reporting periodically cost forecast trends for portfolio and give early alarm for cost overrun of Turnarounds.

Periodic reporting of cost forecast trends for all Turnarounds listed within the portfolio and to give early alarm for cost overrun of Turnarounds.

Review, monitoring, analysis, and reporting of all Turnarounds associated expenditure spending.

Preparation of monthly progress reports, monthly accruals report, quarterly outlook reports, and other reports required by internal and external stakeholders.

Perform budget versus actual performance variance analysis and provide explanation for management reporting.

Annual Budgeting Process and Cost Control:

Support in coordinating with various stakeholders within the Organization in preparation of the annual 5 Years rolling Capital Turnarounds Plan, its follow-up and control of costs.

Work with accounting section to ensure correct accounting treatment e.g., OPEX/ Capex and pre Turnaround stages in accordance with QAFCO procedures.

Ensure all expenses are fully allocated and absorbed into Turnarounds expenses and work orders and work with Planning and Budgeting section to ensure the time writing rates are appropriate and up to date.

Progress Monitoring & Analyses:

Support in generation of management information on Turnarounds performance, monthly reports, and quarterly board reports as well as monitor Turnarounds progress and update forecast Turnarounds spend. Assist in analyzing and reporting variances to Turnarounds budget and taking actions on over and underspends. Coordinate accrual process for Turnarounds ensuring Turnaround accruals is correct.

Cost Estimates/ Cost Database:

Be fully responsible for reviewing Turnaround cost estimates at various stages of Turnaround maturity to ensure accuracy, completeness, and compliance with the scope of work for various types.

Act as a resource for best cost engineering and estimating practices.

Set up and maintain cost management databases and make use of available software to ensure increased accuracy in turnaround cost estimation.

Training Responsibility:

Participate in the on-the-job training of trainees and newly hired personnel within the Section to ensure that they develop the necessary skills to independently carry out assigned activities.

Support development of team capability in turnaround planning methodologies, scheduling tools, and best practices.

Ensure the right and proper transfer of knowledge is Carried out with all national staff.

IT Knowledge & Skills

Proficient in Microsoft Office applications (Excel, Word, PowerPoint, Outlook).

Working knowledge of SAP PM (Plant Maintenance) and SAP MM (Materials Management) modules.

EDUCATIONAL QUALIFICATION & EXPERIENCE

Bachelor’s Degree in relevant discipline.

10-15 years’ direct and relevant experience.